Maps in KeyReporter can be quickly and easily configured to provide real time hardware and software availability information to lab users or show your fleet of systems on your building maps. These Maps can be embedded on university branded web pages, and are fully responsive and accessible on phones and tablets. At a glance, students and faculty can see computer availability, operating system, lab hours, and a demand forecast that projects future availability based on historical usage trends. Clicking on a computer displays a list of installed software, and software availability throughout the lab is accessible from the search icon. IT staff on the other hand may find a map of the employee systems in the building with real time use information and the ability to pull up linked data useful for service needs.
See also our Short Burst Training Video on this topic.
Maps are accessible by both Guest and authenticated users from the Maps navigation item in the left had side bar. There are Widgets that can be used to show Maps on the Dashboard (see notes below) but our primary focus here is on the Maps section of KeyReporter.
The default view on the Maps screen will be a single tab with a list of Divisions in KeyServer, from which we can start building everything else. The term Map refers to one of the Tabs in this screen, which can contain multiple Floorplans (like a map of a given lab or floor of a building). You can add more Tabs to the Maps screen by clicking the + at the right of the last tab in the Ribbon. You can delete a tab by clicking its x, and configure its Properties with the gear icon. You can rename the original Map and change visibility settings, but you can not delete it.
When you make a new Map, you'll be prompted for settings, which includes the one time choice if it will be based on Division or Valued Tags. Using tags in KeyConfigure allows you to create a Floorplan that contains computers from different Divisions. This is more advanced, and typically Divisions suits everyday needs if your systems are logically grouped.
Tip: When making a Map based on Valued Tag, use only the portion of the tag name before the colon. This will cause all computers to be grouped by the portion after the colon, much like Divisions.
By default the maps only update when the refresh button in the upper right of the Ribbon is clicked, but from an administrative login to KeyReporter, you can enable “auto-refresh mode” using shift-click on the refresh button (or by adding “auto=1” to the URL options). The green border around the refresh button then indicates that the map page will be updated every minute.
Note that you can create multiple tabs that are all based on Divisions, name each one differently, make different Floorplans on each Map, and the result for the public would be entirely different selections of labs. As an administrator you will see all the other divisions listed on a Map tab, but with no Floorplan made on that Map, it won't show up for the public.
For each Division (or tag) the number of computers available (where no one is currently logged in), and the total number of computers in the division is displayed on the right, along with the percentage of in use machines. An Administrator can click on a Division to start the Floorplan creation process. Once a floorplan is created, clicking on a division row will then display the "lab map" and show which specific computers are available. If no floorplan has been created for a division, it will show a simple list of computers. Once a Floorplan is created, the division in the Map list will show a number of tools on the right side.
The first icon on the right is a checkbox indicating if the Floorplan is publicly Viewable. You can use this to choose which "lab maps" Guest users see versus authenticated users. The second icon is the map Pin. Note that the streetmap will only be shown for a Map Set if at least one Floorplan has been pinned. This indicates if the floorplan is located geographically, and will therefore be shown as a dot on the streetmap. If there is a + by the pin, it has not yet been added to the map. By default KeyReporter uses OpenStreetMaps to render the street view map that will show at the top of the map list. Once any floorplan has been pinned on the map, you will see an additional tool in the Ribbon to show or hide the division list under the geographic map. Next is the Settings icon (gear), which brings up the Properties dialogue for the map where you can change a variety of attributes including the other operations of these quick icons in the list view. The pencil icon is the Edit Floorplan button, which takes you to the edit view of that map. Editing is detailed below. A + with the pencil indicates that while a "map" has been created for that division, no actual floorplan has been made and published. The result of this intermediate state is a list of computers instead of a graphic floorplan when viewing the division. Last is the trashcan, which will Delete that map. This only means the map is deleted, nothing on the map, or the division or tag the map is based on.
In the screenshot above, you can see some divisions have floorplans that are visible, others are hidden. Some are pinned on the map, some are not. One division has no floorplan created at all, so those other icons are not present. Two have started the process, but no actual floorplan was made so they will simply show as a list, while 3 others have full floorplans made. You can see these states can all exist in any combination, which allows for great flexibility in how you publish and display data for various divisions or tagged groups.
Clicking the + on a division that has not yet had a floorplan made will bring up the Properties window to create a floorplan or "lab map". Note that simply adding a floorplan creates a list view, but creating the floorplan will take you to the editor to draw the location.
You can give the Floorplan any Name you like, and add a Description if desired. Depending on your computer naming convention, the Hide Prefix option may be useful to remove the beginning of system names from display for simplicity.
On the off chance you know the geographic Location, you can fill in the Lat and Lon coordinates on that tab, otherwise those will be added when you use the pin tool later to add the Floorplan to the street map view.
KeyReporter 184.108.40.206 added the ability to display Remote Connection Links which was further enhanced in 220.127.116.11 as pictured here. The idea is to facilitate remote connections to virtual or physical machines so this is enabled per division/tag based floorplan. You can choose per platform if you want to show nothing, just the IP, or an actual VNC or RDP link. VNC links clicked from a Mac will start Screen Sharing, and RDP links for any platform will download a configured connection file. While Windows has RDP built in to open these files, Mac or Linux will need a client installed. Because there are solutions for offering RDP on Mac and Linux (e.g. xRDP) we offer the ability to choose what kind of link you show for every platform. These links show in a column in list view and as a link in the popup when clicking a computer in Floorplan view. You can also choose to use the Computer Name instead of IP address in the RDP file, as well as specifying a DNS Suffix to add to the name to create a FQDN. This suffix should start with a period in most cases, like .sample.edu
Authenticated users will see the IP of the system, but Guests will see the word Connect. You can also specify to use the computer name and add a DNS suffix for RDP files rather than using an IP. Note that we are not in any way brokering connections, you still need to consider Firewall and other security considerations. This is just a convenience link to spring from an availability search to connecting to a machine. If you need to modify the RDP template (e.g. for adding a Gateway or other options) you can go into the server install location and copy /support/Helper Data/KeyReporter Data Folder/maps/connect.rdp to /KeyServer Data Folder/Helper Data/KeyReporter Data Folder/override/. Add your custom lines at the end of the file just as they would appear in a normal RDP file.
Options include making the floorplan Visible to the public on the Map tab and corresponding widgets, weather or not the public can see the Heatmaps, Suppressing availability for safety (which shows no systems in use if there are less that 5 in use), showing Idle systems as available instead of in use, and showing Off computers as available (with the assumption they can just be turned on). Note of course these last three do not always work well with the concept of showing the Remote links, so consider how these feature overlap. The last two rely on settings in KeyConfigure to track them being enabled.
On the Floorplan tab you will see options based on if there is a floorplan created or not. If not, you can click Create to go to the Editor. If there is a floorplan you can Edit or Delete it from this tab. Avoiding this tab and simply clicking Add when making a floorplan creates only the list view, which is quick and convenient for getting things published without spending time drawing rooms right away.
Tip: Parent Divisions: One important note is the Division drop down menu at the top of this dialogue. In the event you have nested divisions, it is possible to select any child division to start making a floorplan, then use this menu to navigate back to the parent (shown as a * at the top of the sub menu for that division). This will include all the child divisions on the floorplan, so you could have sub divisions for Mac and Windows in a given room, but still put them all on a floorplan without needing to resort to Tags.
When you Create a Floorplan, the first dialogue you will see asks for a background image and dimensions. These are both optional and can be changed later from the Floorplan Properties, or in the case of dimensions simply dragging the lower right corner of the plan. Simply drag the PNG or JPG of your choice into the dialogue to set the Background Image. While KeyReporter has a suite of drawing tools, if you have easy access to a CAD based floorplan you can save as an image that could be convenient. Once you click Done you'll be in the main editor screen. In the Ribbon at the top you'll see the name of the Map, followed by the name of the Floorplan. You can click on the Floorplan name to switch to other Floorplans to quickly jump between multiple edits. Note that no changes are live until they are published using the toolbar. To the right of the Ribbon is the Clone button (stacked squares) to quickly copy a floorplan to another division, and the Edit button (pencil) to exit edit mode.
The toolbar is collapsed by default in most cases, and can be expanded with the arrows at the right of the visible tools. Above we see all the tools fully expanded. From left to right these tools are:
- Properties (Gear icon) - Open the Floorplan Properties. Many but not all of these can also be changed from the gear icon in the Map List View, and were discussed above in Map Creation. The additional items are:
- Show Path - Show or hide the display of the Map and Division path in the Ribbon. This provides nested navigation like a file path.
- Show Unplaced Computers - Show or hide computers you have not specifically placed on the Floorplan in a grid under it. Typically you do not want to show these, and the ability to have them hidden means you can make two Floorplans for the same parent division that are entirely different if desired.
- Show Legend - Show or hide the legend of computer statuses on the Floorplan.
- Show Forecast - Show or hide the forecast charts under a Floorplan.
- Show Map - Show or hide the Map under the Floorplan. This can allow for quick hop to another Floorplan in the Map.
- Resize to Fit Page - Turning this off will prevent responsive scaling of the Floorplan to the browser window size.
- Publish (Cloud icon) - This will publish your changes, which are otherwise in a draft mode. Drafts are not lost if you exit editing without publishing, and will be flagged by the + on the Pencil icon in the Map List View. This icon will be gray if there are no unpublished changes.
- Revert - Discard all edits and return to the last published version.
- Status - This little dot turns gray when changes are being synced to the server. It is used for troubleshooting.
- Walls - Wall drawing tool. Single click to place a start point, click for each corner, double click to stop drawing.
- Models - A library of pre-made objects for easy floorplan creation, including desks of various shapes and sizes, exit, accessibility, door, printer, and scanners. You can combine objects and save new models for later use. This also has the custom logo loaded from the Settings, as well as QR codes for mobile device access.
- Snap Point - Many included models have snap points for computers, you can add your own to a floorplan with this tool.
- Toolbox - Just a stub to expand more tools
- Select - Default tool to select an object to edit or delete.
- Text - Place text object.
- Shapes - Draw basic shapes. Note that once you select a shape during a session, changing shapes requires a long mouse click as a single click is just re-activating that tool.
- Lines - Draw a variety of straight and curved lines. For multipoint lines, double click to stop as with Walls. Note that once you select a line type during a session, changing type requires a long mouse click as a single click is just re-activating that tool.
- Fill Color - Choose the fill color for Shapes. This also applies to Text, and can cause the appearance of distortions if not careful.
- Line Color - Choose the outline color for Shapes and primary color for Text.
- Line Width - The width of lines and outlines.
- Other - Just a stub to expand more options
- Snap to Grid - This can help you align objects. You can always use the arrow keys to nudge a selected object as well, even with snap enabled.
- Snap to Angle - This can help ensure a rotated object is at a certain consistent angle with others.
- Resize Proportionally - This locks the shape aspect ratio when dragging to resize.
- Bold, Italic, Underline, Font Style - Self explanatory.
To the far right on the toolbar is the ruler tool. You can use this to draw a temporary line that will show the distance on the floorplan if you want to draw things to scale and check their size or distance.
An easy way to replicate objects is to copy and paste rather than placing each one from the Models menu and moving them around. If you place one desk, you can use the normal copy and paste keyboard shortcuts to clone it. If you position the copy and paste again, the second copy will place at a relative location to the placement of the first. In other words, you can place one copy, then paste down an entire row of desks for the room. You can then select that row, and copy paste to make another row, and then paste 2 more rows at equal distances. In seconds, you can fill an entire room! To see this in action, check out our Shortburst Video on Floorplan Layouts.
Once you place any object, when selected it will have round button with 3 vertical dots in the lower left corner of its selection box. This contextual menu has a variety of tools available for changing the object layer order, grouping, and setting alignment references. Applicable shapes objects will let you change the fill and line color as well. Mousing over each button in the pop up menu will show a tool tip for what it is.
If you drag a selection box around a number of objects, you can group them. Once you group them into a single object, you can still ungroup them, but the button in the context menu will change to Create Model. This will allow you to name your new object and save it into the Model library for later use on other maps. When you mouse over your saved models in the Models menu, you'll see Edit (rename) and Delete buttons in the preview pane. While you can't modify a saved model, you can delete it if you're no longer using it. KeyReporter ensures deleting a custom model does not break any maps by having a map specific library as well as the global library. If you delete a model in use, it will no longer be in the global list on another map, but any map using it will still have it listed. Deleting on that map will also remove all instances from the map. You can always revert the map if you make a mistake.
A feature that helps speed up the process of creating new maps is Snap Points. Snap points are simply points on desk or table objects that represent computer locations. When placing computers from the left side bar onto the map, admins can either click or tab to a computer to select it, use the arrow keys to find the correct snap point location, an then type enter to place the machine. You can also drag a computer towards the snap points, and drop when the blue line indicates that the correct snap point is selected (the blue line always points to the nearest snap point when dragging a computer manually).
Snap points can be added with the Snap Point tool in the toolbar to custom objects you design using the other drawing tools. You can then select all the objects making your custom object, group them, and save as a Model as described above in Object Editing. This allows you to make your own unique desk models for your environment, and use them quickly and easily on various floorplans just like the pre made models we provide.
When a map has been completed and published, clicking directly on a computer icon will display the computer name, operating system, and a list of all the software installed on that specific machine. Using the Software settings an admin an choose to hide certain products from not just the Software list, but also this pop up on Floorplans. Using the top Search bar to search for an application name will show a list of matches. Clicking on a specific software title will highlight all the computers in the lab that have the product installed, show an info box in the upper right with the application name and number of matching systems that contain it, and have a link to other locations that have the software installed. This allows very fast search of a program, and finding an available computer to use that has it, and if you have placed Floorplans on the street map, directions to take you to that location.
Administrators with reporting permissions can also run Division-based reports right from the Map page for a given Division or tagged computer group, by selecting the report they want from the list under the report icon in the top-right.
Since each lab is usually uniquely identified by its Division name or Tag, we can specify a schedule by assigning a Time Set to the Division or Tag. From the Windows menu in KeyConfigure, select the Time Sets menu item and then use right-click to choose "New Time Set". Name your new time set using the Division or Tag name of a lab. You can also right click a Division in the Computers window and select new time set. Then use right click in the Time Set Details window to create one or more New Time Periods, then save changes. Since the name of the Time Set matches your Floorplan, KeyReporter will use this information to display the lab open and closed times at the top of its Availability Map. The lab will be marked as "open" during all of the time periods you specified, and will be marked as "closed" outside of those periods, or during Exclude time periods.
Note that for tagged groups, the tag format in KeyConfigure is Map:Floorplan, and for setting availability hours your Time Set would be named for the Floorplan part of that tag. This means if you try to make two tags with identical Floorplan names things will not work as expected. Because overlapping names could also be confusing in Reports, and because you can custom name Floorplans in KeyReporter, it is best to ensure your tag formats do not create overlapping name. So instead of Building1:SecondFloor and Building2:SecondFloor, use Building1:bld1-2nd and Building2:bld2-2nd for example so the Floorplan portion of the tag is distinct in each case.
Note that in the case of creating a Floorplan for a parent Division (a * division), the timeset name would be "Division." (period at end) and not just "Division".
At the bottom of each Floorplan page, if enabled in the Floorplan Properties, is a Forecast grid showing days of week and hours of day. These forecasts are based on recent historical usage of the computers within the division. If you have added a Time Set for the Division, the forecast timeline will include the open and closed information. This forecast is visible to everyone viewing the page, including anonymous users who are not logged into KeyReporter. Mousing over a given block of the grid will pop up additional details.
If you choose to enable them on a given Floorplan's Properties, viewers can choose to turn on a "Heat Map", which will show visually which computers in a lab are being logged into the most. Click the flame icon near the upper right in the Ribbon to select what time period to base the heat map on.
There are two types of Availability Widget. One shows a simple list of Divisions or Tags on the widget, the other shows a Map of the chosen grouping. These are illustrated below:
As with most Widgets, there are many custom settings for these Availability widgets that can be accessed from the gear in the title bar when you mouse over the widget. These options include the scope for the map, auto refresh, link behavior, and heat map display.
Each map presented by KeyReporter can be embedded in another page. This can be useful to integrate this data into an existing student facing web page. For more information on how to do this, refer to the Embedding Documentation.