Let me tell you a little secret about working in BIM: the more data you cram into your model, the more of a nightmare it becomes to manage. Early in my career as a BIM Manager, I thought it was smart to add as much data as possible to Revit Families for owner-furnished items (OFI). Data such as vendor information, costs, operational information, warranty information, and more. After all, isn’t BIM supposed to be the ultimate single source of truth?
Spoiler alert: It’s not.
Every time the program changed or someone wanted a new parameter added, it turned into a full-blown maintenance circus. I’m talking about fees piling up, project teams grumbling, and everyone questioning my life choices. Even the tiniest tweaks—like adding a shared parameter—would snowball into extra work. Trust me, I’ve been there, and it’s not pretty.
That’s when I started embracing what I like to call the “Minimum Viable Data” approach. Here’s the gist: keep the BIM model lean and mean. Only put in the essentials—stuff that directly impacts construction documents—and dump everything else into an external database. Think of it like Marie Kondo-ing your BIM. If it doesn’t spark joy (or directly affect your design/construction processes and drawing set), it doesn’t belong there.
Now, some people try to manage all that extra data in spreadsheets. And while spreadsheets are great for a lot of things (like pretending you know Excel shortcuts), they’re not exactly built for asset data. Version control is a mess, data integrity is basically a pipe dream, and don’t even get me started on how fun it is to scale. Spoiler: it’s not fun.
That’s where a tool like Ephany comes in. It’s basically a spreadsheet’s cooler, more reliable cousin who doesn’t flake on you at the worst possible moment. Ephany lets you manage all your asset data in one place, keeps everything organized, and plays nice with your BIM tools. No more “who updated this spreadsheet last?” arguments. No more outdated info. Just smooth, efficient data management that actually works.
So yeah, ditch the data hoarding. Your BIM deserves better. And frankly, so do you.
Imagine navigating a world where identification numbers didn’t exist. Without bank account numbers, driver’s license numbers, and social security numbers, it would be nearly impossible to look up information about a specific person with 100% certainty that you’re not mixing up people with the same name.
Shouldn’t every piece of furniture, fixture, and equipment (FF&E) in your commercial space require the same standard?
When designing and building commercial spaces, its inevitable that teams will need to cross-reference information between resources, whether it be spreadsheets, databases, construction drawings, or software as it is highly unlikely that all information about anything is stored in one place.
That’s why an identification system is critical for assets — it unlocks the ability to use an ID as a key to reference across all data sources.
Technically, there are two types of asset IDs.
Figure 1 – Illustration of a Type ID (large rectangle) and its relationship to multiple Instance IDs (small squares)
TypeID: Assigned at the program level (not project level) to each type of an FF&E across an entire program. This is useful for design, procurement, and construction processes as it can be assigned to a type of fixture with a specific combination of options.
InstanceID: Assigned at the project level to each instance of an FF&E in any given project. This is useful for facility management and operational processes because it is typically used to track each physical asset’s information such as its location and maintenance history.
For this post, we’ll focus on the Type ID.
Why do we need a type ID?
Yes, it is possible to look up a piece of furniture, fixture, or equipment simply by referring to its manufacturer and model, but sometimes that just isn’t unique enough. Manufacturers will often use a single model name to encompass several variations of an asset’s form, fit, and finish. When this is the case, their customers need to create their own methods to track those variations — this is where a type id applies.
Let’s look at some examples of where manufacturers do not provide a unique model name and would require a design team to come up with their own type ID.
1. Complex fixtures with several accessories leave behind a puzzle to be pieced together.
Sherlock Holmes (2009), Warner Bros. Pictures
Some retail display fixtures have so many optional parts and accessories that manufacturers simply can’t provide an overarching model number for every possible combination.
The image below is an illustration of a Lozier shelving unit. Believe it or not, all of these pieces combined do not have a single model number to tie them all together; only the individual parts have their own part numbers.
Do all of these parts and pieces need to be listed on a set of construction drawings? Let’s hope not. If not, how does the procurement team ensure the correct parts and pieces get shipped to the job site for construction?
A type ID would help tremendously here. For example, if we assigned A-001 as the type ID to this assembly, the design, procurement, and construction teams would know that every instance includes the (2) uprights, (1) back panel, (1) base deck, etc.
2. Same model number, different sizes.
Twins (1988), Universal Pictures
In this example, we see that Hill Phoenix produces an entire line of freezers for physical retail stores under the model name VNRZQA. That’s right, a single model number for five different sizes of a fixture.
Sure, one could find an instance’s size by reviewing drawings or measuring the physical fixture on site, but that is time-consuming, opens up risk for error, and technically blocks automation tools from using VNRZQA as a unique identifier.
This is where a type ID is helpful. Although all five fixtures have the same model name, they could each be assigned a unique type ID like so:
F-001 : Hill Phoenix: VNRZQA : Freezer – One Door
F-002 : Hill Phoenix: VNRZQA : Freezer – Two Doors
F-003 : Hill Phoenix: VNRZQA : Freezer – Three Doors
F-004 : Hill Phoenix: VNRZQA : Freezer – Four Doors
F-005 : Hill Phoenix: VNRZQA : Freezer – Five Doors
This removes any guesswork on which specific size of the VNRZQA is used in a particular project as it can be shown in construction drawings or even on labeled on the physical asset in store.
3. Sizes, shapes, and bases… Oh my!
The Wizard of Oz (1939), Metro-Goldwyn-Mayer
Another common example of where manufacturers often do not provide a unique model number is for tables. Manufacturers often provide several options to enable designers to customize the size, shape, and finish of a table, and it would be complicated for the manufacturer to provide a model number for each and every combination.
Below is the spec sheet for the Tier table by NaughtOne. When specifying this table for a project, a designer will immediately find themselves confronted with several options.
Property of NaughtOne
Based on the above options (plus color options not shown), there are over 6,000 possible combinations for the Tier table, and that’s not including the two-tone color options for the bases!
Although not impossible, it would be difficult for design and procurement teams to track even just a few configurations. Imagine trying to identify two different 600mm circular tables on a floor plan when they are different heights or finishes — they look exactly the same in plan view.
A type ID would eliminate the guesswork by identifying a specific combination of options per ID. This ID would be tagged on floor plans as a way to cross reference between the construction drawings and other resources.
I won’t list all 6,000 possible configurations, but here are just a few examples of how this product line could be broken out:
F-001 : NaughtOne : Tier : Circular – White – 600mm – Black Base
F-002 : NaughtOne : Tier : Circular – Walnut – 600mm – Black Base
F-003 : NaughtOne : Tier : Circular – Black – 750mm – Black Base
F-004 : NaughtOne : Tier : Circular – Black – 900mm – Black Base
F-005 : NaughtOne : Tier : Square – White – 600mm – Red Base
Just like the Hill Phoenix freezer, the type ID system enables teams to identify a specific configuration of a table.
Ok, I’ve got my type IDs assigned to my assets. What’s the best way to manage them?
At its core, Ephany offers a user-friendly way to organize your entire database of furniture, fixtures, and equipment (FF&E). Finding the exact configuration you need is effortless — Simply search by type ID , manufacturer, model, or any keyword to pinpoint a specific FF&E in seconds.
Let’s look at what the the collection of Tier tables would look like in Ephany.
A list of assets as shown in Ephany.Finding a specific asset by searching by type ID.
Drilling down into an asset reveals metadata for each asset, making it easy to find key information like dimensions or links to the manufacturer’s website.
Basic asset information as displayed in Ephany.
Here’s where Ephany helps manage asset catalogs which leverage the type ID strategy.
In addition to the typical asset information, any given asset can be broken out into individual components. Using the CF-001 table as an example, we can see that every part that makes it up can be listed with the asset (including quantities) which makes it easy for a team to know exactly what parts make up the specific configuration for this type ID.
Components which make up the assembly of a table in Ephany.
This of course can be rolled up into the project view which calculates the total components in a bill-of-materials (BOM).
Fun fact: Ephany can even track components which come from multiple manufacturers as shown below. This simplifies procurement processes for even the most complex fixture designs.
Components from multiple vendors which make up a single asset in Ephany.
Conclusion: Ephany is next-level asset planning.
In conclusion, Ephany takes the process of managing a catalog of furniture, fixtures, and equipment (FF&E) to the next level by not only enabling teams to track each asset by its type ID, but also by creating relationships to each individual component that make each asset unique. Whether it’s a custom table with multiple finishes or a retail display fixture with specific accessories, Ephany ensures every part is accounted for and tied together seamlessly. This holistic approach keeps your teams aligned, minimizes mistakes, and saves time across projects.
Ready to see it in action?
This is just one way Ephany helps teams with improved their approach to implementing FF&E across repeatable designs. Reach out to schedule a live demo and discover how Ephany can simplify your asset information management processes.
Although repeatable design seems like it should simplify the management of furniture, fixtures, and equipment (FF&E), physical retail organizations who roll out a fleet of stores are faced with unique challenges. Surprisingly, some of the largest retail brands in the world are managing those assets in Excel spreadsheets (or other similar format). If that statement resonated with you, the below image probably looks all too familiar.
I know, some of you are proud of the cloud-based spreadsheets that you’ve spent months building, however, even a collaborative cloud-based spreadsheet has its pitfalls. In this two-part blog series, we’ll review those issues and how Ephany helps solve them.
The Challenges of Managing FF&E Asset Data in a Spreadsheet
FF&E asset data should be more than just a list—it should be a centralized, structured system that ensures everyone involved has the information they need. Whether it’s designers deciding which FF&E to use, procurement ordering the right parts, or contractors having access to installation manuals, an asset catalog should keep everyone aligned and on point.
The good news is, Ephany is built to solve these very problems. Below are our top three features that help physical retail organizations build repeatable designs at scale.
1. Find the latest and greatest assets in a catalog, not a spreadsheet.
Designers—whether they’re in-house or external consultants—need clarity on which fixtures, furniture, and equipment are approved for use. Without this clarity, they risk specifying items that don’t align with brand standards or store requirements which can lead to costly revisions.
When designers have easy access to an up-to-date catalog, they can focus on creating engaging store environments while staying aligned with organizational goals. An asset catalog should enable:
More efficient FF&E selection at the project-level
Compliance with brand and regulatory standards
Consistency for customers across all store locations
While a spreadsheet can help with this problem, it introduces its own set of issues. It is more time-consuming to find what you’re looking for, especially when the number of columns gets out of hand (who likes to scroll horizontally anyway?).
Ephany provides a visual, data-rich catalog.
Ephany makes it simple for designers and consultants to stay aligned with approved standards. With an interface that allows for browsing, searching, and filtering, they can quickly find the right fixtures, furniture, and equipment for any project. Each asset’s status—like “pending,” “active,” or “deprecated”—ensures clarity on what’s ready for use, reducing the risk of costly revisions. By streamlining access to pre-approved options, Ephany empowers designers to focus on creativity while staying compliant with brand and operational standards.
Do you hate searching? Kit can find fixtures for you.
Meet Kit, your AI sidekick in Ephany. If you’re short on time or don’t feel like searching through the catalog, Kit can handle it for you. Just describe what you need—like a refrigerated case, a specific color finish, or even an asset ID—and Kit will surface the best match in seconds. With Kit, finding the right asset is no longer a chore—it’s effortless.
2. Find a home for non-textual asset information.
What about the information about an asset that isn’t text or a number that can be saved in a spreadsheet? Design, procurement, construction, and operations teams rely on supplemental asset information to do their jobs effectively such as:
Product catalog sheets, technical specifications, Revit families, and CAD files for design teams
Parts and accessories lists for procurement teams
Installation manuals to guide contractors through the construction process
Operation and Maintenance (O&M) Manuals for the operations and facility management team
How would you provide these critical files in an Excel spreadsheet? You most likely need to provide a link to a Google Drive or other file repository, which opens up yet another disconnected set of data that needs to be managed.
Ephany enables access to downloadable files directly in the asset catalog.
With all of your FF&E information saved in one simplified platform, repeatable design and construction processes are accelerated by enabling teams to more easily find the right file, whether its a PDF, AutoCAD DWG, Sketchup model, Revit family or other.
3. Procure every nut and bolt, without scheduling them on drawings.
Procurement teams are the linchpin for turning repeatable retail designs into reality. They need accurate, timely information on what to order and when. Without a centralized asset catalog which includes component-level items (i.e., parts and pieces that aren’t on construction drawings), teams often rely on outdated spreadsheets or scattered communication, leading to delays and errors.
For procurement workflows, a well-defined asset catalog should include:
Parts and pieces that are not tracked in construction drawings
A list of distributors and their individual pricing
Insights into lead times, ensuring orders are placed proactively aligned to project schedules
This is where managing FF&E asset data in a spreadsheet often fails. While I have seen many advanced Excel spreadsheets with advanced formulas and lookup tables, they still run the risk of duplicative and outdated data in multiple sheets and are difficult to manage in general.
If your organization solves this problem by scheduling component-level parts on construction drawings, you may have already realized that method can quickly get out of hand. Not only do your schedules get unwieldy, they would also then rely on architects to update outdated information. A costly solution!
Ephany provides procurement information that isn’t (or shouldn’t be) shown on construction drawings.
In the example above, this sunglass fixture is actually comprised of four different components, most of which are provided by different manufacturers. By integrating this component-level information into the asset catalog on Ephany, procurement teams have visibility on what to order and from who.
Furthermore, at the project-level, Ephany can calculate the total components per project and create a bill-of-materials (BOM), but more on that to come in the next post!
Stay tuned for part two of this blog series.
Stay tuned for part two of this blog series for more pitfalls of managing FF&E asset data in spreadsheets and how Ephany can help you break free.
