How to set up and access AskCody Maps

This article explains the requirements and step-by-step process for implementing AskCody Maps within your organization’s AskCody platform.

This article covers: 

• Requirements for implementing AskCody Maps
• Implementation Process for AskCody Maps (Step-by-step)
• Changes to the map after implementation

AskCody Maps is an interactive and responsive visual representation of your workplace. A digital layer of bookable rooms and workspaces (desks) is visible directly in the AskCody Portal. Because of the AskCody Platform's close integration with Microsoft Exchange, you can instantly see the real-time free/busy status of a room or desk/workspace. This includes the free/busy status and room equipment, size, and capacity. And with only one click, you can claim it. 

AskCody Maps leverages the features of the Microsoft resource type "workspaces," which automatically leaves the user's calendar free, so the user is still available for meeting invitations. This is also why we have chosen to call "desks" for "workspaces" in Maps and the rest of the AskCody Platform going forward.

When implementing AskCody Maps, a list of requirements is necessary to use that part of the platform. This will be described further in the section below. 

As part of the implementation of AskCody Maps, a map of your office building will be drawn and added to the AskCody Platform. The map will be drawn by a third-party provider, MapsPeople, and all communication with MapsPeople will go through us, AskCody. We will follow a specific implementation process, which is also described in this article.

Requirements for implementing AskCody Maps

To ensure a smooth implementation and correct access, make sure you have set up your AskCody Platform to meet the following requirements:

• Rooms, workspaces (desks), and users in Exchange Online
  AskCody Maps uses Exchange Online for its map-linked booking and availability information. Ensure that all the rooms and users planning to use and access AskCody Maps are in Exchange Online.
• Azure Active Directory Integration (AADI) and SSO (Login with Microsoft credentials )
  AskCody Maps requires that all users are integrated through AD into AskCody using the AADI. The AADI allows users to sign in to the AskCody Platform using SSO, which AskCody Maps requires.
  Learn how to set up AADI.
  Enable SSO in your account by following these steps. 

Implementation Process for AskCody Maps

As mentioned in the introduction, a specific implementation process is necessary because AskCody uses a third-party provider to draw the maps visible in the AskCody Portal. The flowchart below shows the process and describes each step. 

On the left side of the flowchart, you can see which part is responsible for each step in the implementation process. The steps belonging to the customer are marked with blue.  

Step 1: DWG map file 

• DWG floorplan files
  The first step in the implementation process is for you, the customer, to provide AskCody with floorplan drawings (Blueprints, Architectural Plans, CAD Drawings) in DWG format. Typically, these types of drawings of the buildings are found at your Facility Management team, property management, or real estate offices. 
  Providing these drawings in DWG format is essential, as our provider requires this to draw the maps. 

• Map details
  The detail level can differ depending on the type of floorplan drawing documents you have. Perhaps you have drawings with only walls visible or drawings with both room names, elevator and toilet icons, and table arrangements. Depending on the level of detail in the drawings and what you, as a customer, wish, we might need an additional document with these types of details. 
  
  The list of the details we need: 
  • The location/building address and name.
  • Which floors should be included in the map (if your building has multiple floors), and what areas should be excluded?
  • Indicate which rooms and workspaces (desks) should be bookable on maps.
  • Additional map details*: elevators, toilets, and other details that can help the users identify placements of rooms and workspaces.
    *We don't need a separate document if this is already included in the DWG map file.

Step 2: Create the project

• When AskCody receives the files in Step 1 from the customer, we will initiate contact with MapsPeople and create the project in MapsPeople's CMS. AskCody is responsible for uploading the DWG map file and informing MapsPeople about map details.

Step 3: Project approval or adjustments

• MapsPeople reviews the map project for information and file requirements. If the project is uploaded correctly, they will approve it and move on to drawing the map. If they can't approve it, they will notify AskCody, who will require the necessary adjustments from the customer and resubmit the project. 

Step 4: Map drawing and details

• When AskCody creates the project in MapsPeople's CMS and approves it, MapsPeople starts the drawing process. If the DWG map file contains map details like icons and table arrangements, MapsPeople will add those to this process; otherwise, this would be an additional step under Step 5, which AskCody will execute.  

Step 5: Link Map Resources in AskCody

• When MapsPeople is done drawing the map and adding details, AskCody will notify the customer about the process. The project will now return to AskCody, and we will add the details if they are not already provided in the CMS.
  AskCody will now connect the map to the AskCody platform so that it is visible in the AskCody Portal. Furthermore, AskCody will link and connect all the resources (rooms and workspaces) pointed out in Step 1 by the customer to the map. This connection enables real-time booking and availability status for each resource and activates the map.

Step 6: Grant access and validate map and map details

• Now the map is done, and the last step is handed over to the customer for approval.
  Before you can access AskCody Maps in the portal, you need to assign the "Maps User" role to all users requiring map access.
  Then, review the final map and confirm that all rooms, workspaces, icons, and additional details are correct. Once you have validated the map and details, the implementation is done, and AskCody Maps is ready to be used. 

Changes to the map after implementation

Of course, no map and details will remain the same year after year, and what to do when you need to make changes to the maps. When we are talking about changes to the map, there are two different types of changes: 

• Changes to the drawn map
  These changes involve the walls, outlines, and floors of the map. These changes will involve MapsPeople and will be charged by the hour of the changes, and the process can take up to 4 weeks. 
• Changes to the details of the map
  The changes to the details involve all icons, labels, table arrangements, and desk placements.