OVERVIEW M ANUAL

Version 0.8
It-IT
June 2014
Author Tecnoteca srl
www.openmaint.org
|
Overview Manual
No part of this document may be reproduced, in whole or in part, without the express written permission
of Tecnoteca s.r.l.
openMAINT uses many great technologies from the open source community:
Postgre!", #pache, Tomcat, $clipse, $xt %, %asper&eports, '&eport, $nhydra har(, T)$, O*
'nventory, "iferay, #lfresco, +eoerver, Open"ayers, Prefuse, !uart,, -iMserver.
)e are than(ful for the great contributions that led to the creation of these products.
openMAINT is a pro.ect of Tecnoteca rl. Tecnoteca is
responsible of software design and development, it/s the official
maintainer.
openMAINT is released under #+P" open source license 0http:11www.gnu.org1licenses1agpl23.4.html5
$verytime the openMAINT logo is used, the official maintainer 6Tecnoteca srl6 must be mentioned7 in
addition, there must be a lin( to the official website:
http:88www.openM#'NT.org.
openMAINT logo:
cannot be modified 0color, proportion, shape, font5 in any way, and cannot be integrated into
other logos
cannot be used as a corporate logo, nor the company that uses it may appear as author 1 owner
1 maintainer of the pro.ect
cannot be removed from the application, and in particular from the header at the top of each
page
The official website is http:11www.openM#'NT.org
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Overview Manual
Contents
)hat is openM#'NT......................................................................................................................... =
)ho needs openM#'NT................................................................................................................... >
)hy use openM#'NT....................................................................................................................... ?
Power by *M@-uild......................................................................................................................... A
openM#'NT functions..................................................................................................................... B4
pace : #sset 'nventory................................................................................................................ B<
;acility Maintenance....................................................................................................................... B>
"ogistic Management..................................................................................................................... BA
$conomic Management.................................................................................................................. <B
$nergy : $nvironment.................................................................................................................... <=
+' : -'M support......................................................................................................................... <>
Technical features.......................................................................................................................... <A
# appendix: -'M ';* connector...................................................................................................... 3B
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What is openMAINT
openMAINT is an open source solution for the Property & Facility Management.
't manages movable assets 0installations, technical elements, furniture, etc.5, the real estate
0buildings, infrastructures in the area, etc.5, and the related maintaining 0when planned and when
an issue occurs5, logistic and economic activities.
't helps to (now, organi,e and update those data related to the real estate, in support of the
decision and operative procedure of the managing authority.
openMAINT is a complete and solid enterprise solution 0%#C# server environment, O#
architecture, #.ax user interface5 based on the best open source technologies.
openMAINT is a ready-to-use solution, already configured with all necessary archives,
processes, reports and dashboards.
openMAINT was projected in order to adapt to the organization environment of operations,
which usually includes procedures, documents, roles and responsibilities, technical
constraints, tetual data and georeferences, eternal systems, etc!
't can be gradually activated and developed according to the available resources.
)e reached this flexibility by implementing openMAINT onto the asset management framewor(
CMDBuild, a product we have developed and maintained.
openM#'NT is, than(s to this choice, not only a ready2for2use standard product, it can also be
configured through proper mechanisms which allow to intervene on each system element 0data
models, wor(flows, reports, dashboards, connectors, etc.5.
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Dou can download openMAINT for free from the dedicated website, since it is released with open
source #+P" 3 license. 'ts use is free of charge.
'f you need support, Tecnoteca provides it in the form of certified technicians: training in the best
use of the application, support to implement custom configurations, assistance to ensure the
continuing operational output of the system with granted "#.
)e suggest you to subscribe to the above2mentioned services if openMAINT covers a relevant
role in your business.
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Who needs openMAINT
openMAINT is useful to those who have to maintain the efficiency of their movable assets, every
type of installations, urban infrastructures, technological networ(s in the area, etc.:
ocal and central Public !dministrations
real estate 0own headFuarters5 with furniture and installations
real estate as a source of income 0rented out5 and its installations
council2owned estate and its installations
road networ(s, bycicle lanes
technological networ(s 0lighting, sewers, etc.5
green areas 0flowerbeds, par(s5, external furniture, road signs
Ban"s and #nsurance companies
real estate 0own headFuarters5 with furniture and installations
real estate as a source of income 0rented out5 and its installations
$ospitals and public and private healthcare systems
real estate with furniture and installations
technological networ(s and electro2medical devices
%chools and &ni'ersities
real estate with furniture and installations
technological networ(s and teaching tools
(eligious institutions
real estate 0own headFuarters5 with furniture and installations
real estate as a source of income and its installations 0rented out5
%er'ice companies
real estate with furniture and installations
gas and electricity networ(s
water supply networ(s
telecommunication infrastructures
&ailways and air traffic infrastructures
real estate with furniture and installations
dedicated devices and installations
#ndustrial companies with production facilities
real estate with furniture and installations
production facilities and industrial machinery
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Business establishments 0mass retail, franchising, etc.5
Tourism companies 0hotels, resorts, etc.5
openMAINT is a recommended tool both in case of in)house maintenance and outsourcing,
whether it is partially 0per function5 or globally 0global ser'ice5 provided by third parties.
'n all cases, the maintenance management information system 0software application, procedures,
responsibilities, functions, data, etc.5 should be powered and updated from all other involved
elements. 'f you change the external supplier it should be managed by the managing authority.
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Why use openM!#*T
#t first, why choose a Property : ;acility Management system:
because on)maitenance costs 0plant shutdowns, service interruptions, lifetime of
materials5 are much higher than maintenance costs
because a complete (nowledge of your own assets 0real estate and mobile assets5 and
their data culture 0brea(downs, interventions, costs5 allows you to have a more aware
strategic and operative programming.
for a higher return of your real estate
because the change from the brea(down maintenance to a scheduled maintenance
produces considerable sa'ings
for a better management and control of responsibilities in the whole maintenance process
in order to optimi,e the staff commitment
for a better relationship with suppliers 0higher Fuality of wor( and lower costs5
in order to control and reduce energy costs
in order to avoid or reduce printed materials
... and then, why use openMAINT:
because it is an enterprise, complete and solid product, in both technology and
functions
because it comes from specific e+periences in this sector
because it follows rules and best practice 0for 'talian users: we remind you HN' B4AEB5
because application functions are based on an exclusive and innovative informatic engine
0CMDBuild5, which allows you to reshape the data model, wor(flows and reports without
any limits and above all witouth modifying the code of the software application 0in order to
easily ac(nowledge every future updates5
because it implements Business Process Management to draw wor(flows and assign
users1offices specific operations, in order to better control their advancement and their
correct execution
because operations are based on the Maintenance Manual, a real Inowledge -ase
integrated into openM#'NT, i.e. it is possible to get custom performances by registering
your own Maintenance Manual into the system
because it is a nati'e web solution, which can be completely used through a reliable
standard and scalable browser
because it includes solutions for the interaction with new B#M 0-uilding 'nformation
Modeling5 building design tools, through #FC 0'ndustry ;oundation *lasses5 data exchange
standard
because it is an open source product, i.e. you can freely use and modify it without license
costs
because it has support and assistance ser'ices provided by certified personnel who
guarantees the functioning of the system with granted "#
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Power by CMDBuild
#s previously mentioned, openMAINT is implemented on the open source asset management
framewor( CMDBuild, which was designed and developed by Tecnoteca, its current maintainer.
openM#'NT and *M@-uild have the same behavior, both as regards the web user interface and
the configuration modalities of data model, wor(flows, reports and connectors with external
applications.
;or the general conditions of use, please see the following manuals which you can download from
the website www.cmdbuild.org :
Overview Manual 0general description of the base framewor(5
Hser Manual 0base use of the framewor( user interface5
#dministrator Manual 0use of the administration and configuration modules5
Technical Manual 0installation and technical management of the framewor(5
)or(flow Manual 0wor(flow system configuration5
)ebservice Manual 0interoperability with external systems5
*onnectors Manual 0sync of data with external systems5
On the other part, the specific application functions of Property and ;acility Management are
completely speciali,ed: the Property and ;acility Management implement the various modules for
the complete management of the inventory and of the management through the configuration of
mechanisms provided by *M@-uild.
The following pages show such functions with illustrative schemes.
'f more detail and other services with granted "# are reFuired, please subscribe to the annual
maintenance service provided by Tecnoteca.
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openMAINT functions
openMAINT has the necessary functions to solve common management Fuestions as regards the
Property : ;acility Management, gathered in the following function areas:
room in'entory 0buildings, external areas5 and asset inventory 0installations, technical
assets, furniture, etc.5
scheduled, meter2based and brea(down maintenance management
logistic management
economic management
energy controls
,#% and B#M management on maps, plans and 3@ models
The extreme flexibility and configurability of the framewor( *M@-uild as base of openMAINT
allow to configure custom functions without modifying the standard code of the software
application:
further definition types of ob-ects 0through web interface5
further definition of types of information that needs elaboration on the expected ob.ects
0through web interface5
modification of the available wor"flows or modeling of new wor(flows 0through visual
editor5
modification of available reports or modeling of new reports 0through visual editor5
modification of available dashboards or modeling of new dashboards 0through web interface5
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configuration of connectors to interact with various external systems, among them
management applications, data systems, alarm notification systems, etc.
openMAINT functions are used by the following operators 0roles5:
direction: result and cost analysis
super'isor: activity planning and scheduling, performance control, report control, definition
and control of system policies
asset manager: updating and consultation of movable assets and real estate, sync of
geometrical models with -'M tools, movement of ob.ects
call center . help)des": receiving and registering of brea(downs, forwarding to specialists
internal technical specialists and external suppliers: executions of brea(down and
scheduled interventions, registration of return information
personal administrator: registering and management of administration data 0customers,
suppliers, contracts, budgets, cost centers, orders, bulls, invoices5
energy manager: control and management of energy consumptions
computer technicians: routine activities 0data bac(up, etc.5, modifications of standard
configurations 0data model, wor(flows, reports, dashboards, various automatisms5, version
update
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%pace & !sset #n'entory
$ach Property and ;acility Management activity is based on the concrete and detailed "nowledge
of the managed real estate and amount of assets.
)rong or incomplete data can compromise the success of the operations.
openMAINT allows you to inventory and manage wor(flows and specific reports through data
cards:
comple+es buildings, floors, rooms
installations 0electrical systems, water and sanitary 1 drainage systems, heating 1 cooling
systems, security, data transmission, etc.5
technical assets of above2mentioned installations
furniture items
e+ternal infrastructures 0road networ(s, bicycle lanes, lighting, etc5 and green areas
0gardens, par(s, etc.5
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;or each element, the inventory provides the relations with other information managed in the
system, the complete history of the modifications and the related documents.
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'n the example below you can see the hierarchical structure of the related data model, reached by
using the functions heredity 1 speciali,ation of classes in subclasses, arranged through the
framewor( *M@-uild, base for openM#'NT
;or each inventory ob.ect, openMAINT manages the following types of information:
#D registry: codes and other identification 1 locali,ation elements, etc.
technical registry: physical and performance features, consistency 0si,e, surface,
volumes5, preservation status, etc.
functional registry: purposes, operational procedures, rules, staff representative, etc.
administrati'e registry: rental agreement and purchase agreements, supply contracts,
utilities, legal status, amorti,ations, maintenance, etc.
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The above2mentioned information can be used:
through various consultation and data search modalities available in the standard user
interface of the application
synthetically through proper reports 0which can be also automatically forwarded5
analytically through proper dashboards and statistical reports
$ach maintenance ob.ect can be represented:
on maps 0OpentreetMap, +oogleMaps5
on vector graphics uploaded into the system and manually lin(ed to each floor and
compartment
on /D models automatically imported from B#M2compliant building design products
0through #FC data exchange standard5
The acti'ation of the current module reFuires the following opening activities:
inventorying 1 measuring 1 cataloging of assets
control 1 normali,ation of gathered information and data entry into the application
design and importation of -'M2compliant plans and 3@ models into the application
'f reFuired, we can support you and cover this assistance in part or completely.
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Facility Maintenance
The Maintenance Manual includes the necessary directions for the correct maintenance of
infrastructures and installations. openMAINT uses the Maintenance Manual as 0nowledge Base
to manage every organi,ation typology in a customi,ed way and every ob.ect typology in a
differentiated way.
-y registering the available information 0typology and freFuency of an activity, reFuested tools,
necessary spare parts, possible brea(downs, diagnostic chec(lists5, openMAINT generates
automatically the calendar related to the scheduled maintenance, it generates the wor(ing
orders, which are then forwarded through the wor(flow to the employees in charge 0involved in the
organi,ation or external5 who uses openM#'NT to solve the problems.
The available scheduling criteria include the necessary options to wor( flexibly and in a very simple
way for operators.
#lso brea"down maintenance activities are managed through a wor(flow that:
opens the signaling through various channels, including a self service portal
chec(s the signaling by call center operators
forwards the wor(ing order to the expert team 1 supplier 0suggested by the system
according to the (ind of problem and to the contracts5
planning, execution and registering of the report 0also with tablets or smartphones5
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The logic scheme of the process is as follows:
The brea(down maintenance activities can be automatically started if you have monitoring
systems that notice anomalies 0smo(es, malfunctioning, etc.5 and communicate them through
standard channels 1 protocols.
Dou can set some criteria 0"# 1 IP'5 for the automatic feed control of activities and the start of
the related management actions 0e2mail notification for delay 1 M5.
Dou can also configure the automatic reFuest for a user feedbac" 0grade B 2 E5 on the Fuality of
the problem resolution and register the answer into the system 0*ustomer satisfaction5.
The diagnose of brea(down signaling is facilitated than(s to the possibility to Fuery a 0nowledge
Base, which merge all signaling solutions 2 already solved, useful for following consultations.
everal reports for the analysis of maintenance activities 2 both scheduled and brea(down ones 2
are available: statistics for location 1 cost center 1 (ind of problem 1 etc., printouts of faulty ob.ects,
comparison with standard functioning data 0MT-;, MTT&5, etc.
ome dashboards allow to immediately view the situation of open brea(downs.
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ogistic Management
openMAINT has support functions for the logistic management of mobile assets, spare parts and
consumption material 0warehouse management5.
# wor(flow for the mo'ement of mobile assets and consumer products is available. 't is based
on the following flow:
start of movement wor(flow 0assignment 1 location 1 movement 1 withdrawal5 by Fualified
operators
possible creation of assets and registration of detailed information
closure of the activity
The logic scheme of the process is as follows:
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'f you already have an $&P application with warehouse management, you have the possibility to
analy,e and configure custom connectors in order to guarantee the correct interaction between
the systems.
Other custom wor(flows 0external repairing management, room boo(ing, etc.5 can be analy,ed
and configured in the system by using the editor and the wor(flow engine of *M@-uild, the
framewor( which openMAINT is based on.
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1conomic Management
The maintenance and logistic activities have several convergences with the economic
management, supplying useful information for provisional, operative, final and control phases. On
the other part, the economic activities can enable maintenance activities 0orders to suppliers for
missing store5 or register logistic activities 0movements in warestore5.
openMAINT implements basic functions for the management of above2mentioned activities.
'f they are partially or totally managed inside the $&P company system, you have the possibility to
analy,e and configure custom connectors in order to guarantee the correct interaction between
the systems.
Basic company data managed with openMAINT include the following files:
directions 1 offices and related cost centers
staff
suppliers 0with any certifications5 and related maintenance teams
possible customers, associated to the provided services and related "#
Dou can define an annual analytical budget by wor(ing on:
reference period 0every previous budget is available in the system5
budget centres 0aggregation of items5
budget, with authori,ed amount per period 1 center 1 site
Dou can also register contracts related to the real estate 0purchase, rent, insurance5 and to the
purchase of goods and services.

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)ithin the operati'e acti'ities, openMAINT allows to register:
purchase reFuests, also started by the system during the wor(flow execution for the
scheduled 1 brea(down maintenance
purchase orders, with related registration onto the budget
invoices, with decreasing budget and reset of the order
bills with start of logistic movement wor(flow 0for movable assets and spare parts5
'n order to facilitate such registrations, openM#'NT provide a proper wor(flow, as follows:
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On the base of budget and carried out activities, openMAINT allows you to produce final reports 1
dashboards with the analysis of possible gaps.
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1nergy & 1n'ironment
The energy 1 environmental control is very important for the real estate management, also
considering the higher and higher costs and the more and more limiting rules.
openMAINT allows you to register in your files both static information, associated to real estate
and mobile assets, and dynamic information, detected by other possible monitoring systems.
The static information is related to:
buildings and installations
stated energy consumptions, detected energy consumption 0electrical 1 methane 1
fuel oil5
water use
emissions 0atmospheric emissions 1 wastewater 1 urban waste5
other environmental impacts 0polluting sewer systems, atmospheric emissions,
asbestos, etc.5
technical assets: stated energy consumptions, detected energy consumptions
The dynamic information is related to the punctual consumptions of a technical asset 1
installation, automatically detected by Fuerying the same ob.ect or possible control units 1
interfaces enabled for this purpose.
'f available the gathered data can be registered into openMAINT so that they will be analy,ed and
compared with the previous series and will produce correcti'e . impro'ing actions.
$ven if not already widespread, nowadays more and more technological installations 0electrical
systems, heating 1 cooling systems, security, etc.5 have latest generation devices 0smart device5
that are activated to communicate with computer systems through standard protocols.
'n this case you can configure custom connectors in order to automatically receive and register
data into openMAINT, facilitating the following control and management activities.
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,#% & B#M support
openMAINT offers a complete support to georeference those assets managed with the system.
&eal estates 0complexes, buildings, etc.5 and infrastructures 0road networ(s, bicycle lanes,
technological networ(s, green areas, external furniture, road signs, etc.5 can be georeferenced on
online maps, such as OpentreetMap 0open source5 and +oogle Maps.
openMAINT supports also the traditional 2D 'ector graphics 0produced with design tools such as
#utodes( #utocad5, that can be imported into the system and manually lin(ed to floors, rooms,
installations, technical ob.ects, furniture, etc.
;rom the card of an asset you can get the automatic ,oom on the asset and edit it. On the other
part, by surfing on the maps you can Fuery the represented ob.ect icons and move them onto the
information card of the related asset.
openMAINT also manages the very recent B#M e+tensions 0-uilding 'nformation Modeling5
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supported by the main Building Designing tools 0#utodes( &evit, +raphisoft #rchi*#@ and
Nemetsche( #llplan, etc.5 and based on the open #FC standard 0'ndustry ;oundation *lasses5.
'n particular openMAINT provides an interacti'e 'iewer for /D #FC models, integrated in its own
standard user interface, which allows to:
view realistically the building rooms and the related assets
move ob.ects through 6dragging6 operations on the chart
Hsing the same #FC standard you can automatically sync in both directions 0see #ppendix #5 the
information managed in the building designing software with the database of openMAINT:
by importing the ';* file 0'O B>G3A:<4B35 produced with the external designing tool
by updating in the database of openMAINT the infrastructural elements 0rooms, walls,
windows and doors, etc.5 available in the imported model, on the base of configurable
mapping rules
by exporting the ';* file that includes data from openMAINT 0mobile assets and
installations5
ynchroni,ation flow.
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-'M functionalities have been implemented by using the open source product B#M%er'er.
The Mathematics and *omputer cience @epartments of the &ni'ersity of &dine contributed to
the reali,ation of such features.
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Technical features
openMAINT ma(es the following functionalities available, which are common to the various
modules:
web based user interface
consultation and surfing among data cards by following the relations
visual navigation among the cards using the specific interface J(elation ,raphK
complete history of the modifications on any datacard 0'ersioning5
fast and1or specific search on any attribute of each card
definition of filters and 'iews for a custom access to data
classifications and 'alue lists which can be independently customi,ed
document archi'e to combine every type of file with every type of card
wor"flow engine integrated with visual editor to design processes
report engine integrated with visual editor to design reports
possibility to define custom dashboards
complete profiling for users3 groups and permissions
interoperability with other applications through webser'ice
C%4 import . e+port functions
possibility to configure and manage 0tas" manager5 automatic operations
possibility to configure connectors with other external systems
possibility to shape independently the data scheme:
creation of new types of ob.ects 0classes5
creation of new attributes on preexisting ob.ects 0attributes5
creation of new types of relations among ob.ects 0domains5
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openMAINT is based on the open source software CMDBuild, developed by Tecnoteca by
applying the most ad'anced planning criteria and the best technologies and open source
products at our disposal:
%er'ice 5riented !rchitecture, organi,ed in components and services, which cooperate
also with external tools through webservice
user interface !-a+ 01+t 6% framewor(s5 which grants an intuitive use of the application,
interaction with ergonomics, system slew rate
components in the server reali,ed with 6a'a environment, independent from the platform,
solid, scalable and widely used by great organi,ations for the development of web
enterprise applications, also than(s to the validity of specific %<$$, libraries and products of
third parties that reali,e the services
Postgre%7, the most advanced and safe open source database
$nhydra har( wor"flow engine
%asper&eportsreport engine
#lfresco document file
"iferay intranet portal
Post,#%, ,eo%er'er and 5penayers to support +' functionalities
B#M%er'er and B#Msurfer for the -'M functionalities support
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! appendi+8 B#M #FC connector
openMAINT assimilates a viewer for ';* files 0'O B>G3A:<4B35 and a connector for the automatic import
of data from ';* files.
The -'M module of openM#'NT is based on a data exchange in both directions between
openM#'NT and the application J-imerverK 0Open source -uilding 'nformation Modelserver5.
'n order to configure the -'M functionalities of openM#'NT, read the following directions:
launch a functioning -imerver installation
configure the connection between openM#'NT and -imerver 0#dministration L
*onfiguration L -'M5
create a pro.ect and upload an ';* file from the page Pro.ects 0#dministration L -'M L
Pro.ects5
define the class for the connection with the ';* file 0e.g. -uilding5 from the page "ayers
0#dministration L -'M L "ayers5 by setting &oot M true
set the lin( between the pro.ect and the card of the configured class, li(e &oot in the
previous step
Now you can open the viewer from the Module of the data management
'n order to import the entities defined in the ';* file, proceed through the following steps:
set #ctive M true in those classes you want to import data from the "ayers page
configure mapping criteria among the ';* entities and the openM#'NT classes by inserting
a xml bloc( into the column 'mportMapping of the table N-imPro.ect of the openM#'NT
database7 an example for the format supported by this field is as follows:
Obim2confP
Oentity nameM6'fc-uilding6 labelM6-uilding6P
OattributesP
Oattribute typeM6simple6 nameM6Name6 labelM6*ode6 1P
Oattribute typeM6simple6 nameM6@escription6 labelM6Name6 1P
O1attributesP
O1entityP
O1bim2confP
where
J'fc-uildingK is the ifc source type, J-uildingK is the openM#'NT destination class
JNameK is the ifc source attribute, J*odeK is the openM#'NT destination attribute
JsimpleK is the ';* attribute type expected by the defining scheme of the ';* language
clic( in the button J'mport ';*K in the pro.ect page to start to import
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