Occurrence data

About occurrence data

Occurrence data describes a particular use of an item, rather than the item type itself. It includes information such as quantity, owner, priority, room and product connections, as well as project-specific fields.

Use:

• Item data for information that describes the item type.

• Occurrence data for information that can vary between occurrences of that item.

For example, the same chair type may be used throughout a building, while a project-specific colour field records a different colour for its occurrences on each floor.

Occurrence properties are not all controlled in the same way. Some are managed directly on the occurrence, while others can be controlled by a room template. See Owner and Priority in templated item lists below.

Edit occurrence data

You need permission to edit the relevant occurrence. Responsibility-based access restrictions still apply.

Edit an occurrence in a room

1. Open the Rooms module.

2. Double-click the room to open it.

3. Open the relevant item list and select the occurrence.

4. Choose Edit.

5. Update the editable properties and save your changes.

Properties controlled by the template may be read-only. Changing Owner does not require a derived item list. Priority can also be changed without deriving the list when it is blank on the corresponding template occurrence.

Update several occurrences

You can update custom occurrence data for several selected occurrences at the same time. Only properties common to all selected occurrences can be changed.

Core occurrence properties

For details about occurrence numbers, see Classification and Numbering.

Understand quantities and costs

For a room occurrence:

• Gross quantity is the total quantity required.

• Existing quantity is the quantity already available.

• Net quantity is the quantity remaining after existing quantity is deducted.

Net quantity = Gross quantity − Existing quantity

For example, if a room needs six chairs and two are already available:

Net quantity and the item’s budget price are used to estimate the cost of the item list.

Sub-item calculation settings also affect quantities and costs. A sub-item can be included in calculations separately or treated as part of the main item. See Sub Items.

To record and allocate individual existing items, see Linking Existing Items to Planned Item Occurrences via the Rooms Module.

Owner and Priority in templated item lists

Rooms can share an item list from a room template while keeping some information specific to each room.

A template occurrence is an occurrence in the template’s item list. A room occurrence is the corresponding occurrence in a room.

Choose where to set the value

These rules do not override your editing permissions.

Set Owner in a room

1. Open the room’s item list.

2. Select the occurrence and choose Edit.

3. Set Owner and save your changes.

Owner is recorded on the room occurrence. The item list does not need to be derived.

Set a room-specific Priority

Use this approach when priorities need to differ between rooms.

1. Check that Priority is blank on the corresponding template occurrence.

2. Open the room’s item list.

3. Select the occurrence and choose Edit.

4. Set Priority and save your changes.

The room occurrence has its own Priority, and the item list can remain templated.

Example: Two departments use the same room template but assign different priorities to an item. Leave Priority blank for that item in the template, then set the appropriate Priority in each room.

Control Priority from the template

Use this approach when Priority should be managed centrally.

1. Open the Room Templates module.

2. Select the template and open its item list.

3. Select the template occurrence.

4. Set Priority and save your changes.

The template controls Priority for corresponding occurrences in templated room item lists. Priority is read-only on those room occurrences.

Leave Priority blank on the template occurrence when it should be set separately in each room.

If a conflict prevents the change: You cannot set Priority on a template occurrence when one or more corresponding room occurrences already have a locally set Priority. Review the error message and resolve the conflict before trying again.

Override a template-controlled Priority

If a room needs a different Priority from the template, use a derived item list. You can then override Priority on the relevant room occurrence.

Important: Changing the item list back to From Template resets an overridden Priority to the template’s Priority.

See Changes in Derived Item Lists before changing the list status.

Project-specific occurrence fields

In addition to core properties, projects can define custom occurrence fields—for example, a chair colour or a project reference number.

Use these fields for information that needs to vary between occurrences without changing the item type.

Custom fields are configured through the Occurrence Data editor in the User Interface Editor. Field configuration and item view filters determine which custom fields are displayed for an item.

System connections

An occurrence can belong to one or more systems. These connections are recorded as system memberships on the occurrence.

Use the Systems Module to work with systems and their components.

To create or update occurrence-to-system connections in bulk, see Import or Update System Membership from MS-Excel. The systems must already exist before their memberships can be imported or updated.