We recommend that you create a user class for employees who need view-only access to data.

*If your organization has created custom summary pages, open this folder and select the appropriate permissions for each summary page.

*The default summary pages typically contain payment information. Determine whether you want your view-only users to see this information. If you do not want them to see this information, you can revoke their view-access from the Field Security page.

**Users will only have access to list layouts and sub pages whose parent entity they have access to view, edit, or delete. This is because the List Layouts and Sub Pages page security settings are subordinate to the entity-level page access security settings.

***If you set the Default access for portfolio / program members for [EntityType] settings to View and add the person as a member to a portfolio or program, the users will have view-access to all entities of that entity type in the portfolio, assuming they have the appropriate page access.

****Users will only have access to fields whose parent entity they have access to view, edit, or delete. This is because the Field Security security settings are subordinate to the entity-level page access security settings. If there are specific fields you do not want users to view, find them within the folder structure and set them to No Access.

To create a location in the Lucernex / vx Maintain integration, follow the steps below:

1. Log into Lucernex.

2. Choose between two options:

   • To open the Location Setup Wizard from the Summary page of the Location module, follow the steps below:

     1. Navigate to Location > Details > Summary using the tabs in the menu at the top of the page.

     2. Click the Add Location button in  the Actions menu on the right side of the page.

        The first step of the Location Setup Wizard opens.

   • To open the Location Setup Wizard from the Tools menu, follow the steps below:

     1. Click the Tools button in the toolbar in the upper-right corner of the window.

        

        Tools button in toolbar.

     2. Select Setup Wizards from the drop-down menu that appears.

        The Setup Wizard modal window opens.

        

        Setup Wizard modal window.

     3. Select the Location option button.

     4. Select the portfolio you want this location to belong to from the drop-down menu that appears above the entity option buttons.

     5. Click the Next button.

        The first step of the Location Setup Wizard opens.

3. Complete the following required fields:

   • Portfolio — Select the portfolio that this location belongs to from this drop-down menu.

     A Portfolio is the "umbrella" entity in the system—a portfolio is the first thing created when you begin using Lucernex, and all other entities in the system belong to a portfolio. A portfolio can be created for a brand, for a geographical area, or for any other system of classification.

   • Status — Select the status of the location from this drop-down menu. The Lucernex Location status must be marked as Active for the location to be active in vx Maintain.

   • Name — Enter the name of the location in this field.

   • Region — Select the region that this location belongs to from this drop-down menu. Regions are subcategories that belong to your portfolio's organizational chart.

   • Longitude — self-explanatory.

   • Latitude — self-explanatory.

     Click here to learn how to automatically populate the latitude and longitude of your location

     To have the system automatically calculate the location's latitude and longitude, follow these steps:

     1. Populate as much address information as you can in the provided Address fields.

     2. Click the Geocode button to the right of either the Longitude or Latitude fields.

        The Geo Location Candidates modal window opens.

     3. Click the appropriate address in the Address table.

        A dialog box opens, asking you to confirm your choice.

        

        Geo Location Candidates modal window.

     4. Click the Yes button.

        The dialog box and the modal window close. The Longitude and Latitude fields are populated.

   • City — self-explanatory.

   • State — self-explanatory.

   • Zip — self-explanatory.

   • Country — self-explanatory.

   • Time Zone — self-explanatory.

4. Click the Next button.

   The Folder Set-up page of the Location Setup Wizard opens.

5. Select the folder template you want to use for your location from the Location folder template drop-down menu.

6. Click the Next button.

   The Assign Members page of the Location Setup Wizard opens.

   Assigning a member allows that member to access specific folders, documents, pages, fields, and actions within the location. A member is any Lucernex user with a unique login ID and password. Before a member can have access to any part of a location, you must first set up that member in your firm. This must only be done once for each Member.

   Once a Lucernex user is set up as a Member of your Firm, they must be added to each location and assigned user classes. The Member’s User Class determines which folders, documents, pages, fields, and actions within the location that member may access.

7. To learn how to set up and configure members in your firm, see the Minimum user security settings section above.

8. To assign members to a location, follow the steps below:

   1. Click the Assign Members button.

      A new page opens.

   2. Choose between two options:

      • To add all members in the system, click the Add all members button in the upper left corner of the Members NOT Assigned table.

        All members currently configured in your system are added to the Current / Proposed member (s) field.

      • To search for a specific member to add to your location, follow the steps below:

        1. Enter the name of the member you want to assign in the Search field at the upper right corner of the Members NOT Assigned table.

        2. Click the Search button.

           The members meeting your search criteria appear.

        3. Click the button next to the member you want to add.

           The member is added to the Current / Proposed member (s) field.

   3. If you need to remove a member from the Current / Proposed member (s) field, follow the steps below:

      1. Select the member you want to remove.

         Note:

         Press and hold the CTRL button on your keyboard to select multiple values.

      2. Click the Remove Selected button below the Current / Proposed member (s) field.

         The member is removed from the Current / Proposed member (s) field.

   4. Once you are satisfied with your list, click the Update members to [Location Name] button.

   5. Click the Finish Assigning Members button at the bottom-right corner of the Location Setup Wizard.

      The Assign Members page opens. The members you assigned appear in the Managers and Members already assigned using Org Chart table.

9. Click the Next button.

   The Schedule Set-up page of the Location Setup Wizard opens.

10. If you want to apply a schedule template to your location, follow the steps below:

    1. Select the template you want to use from the drop-down menu.

    2. Enter (or click the Calendar button to open the Date Picker and select) the start date of your schedule in the Start On field.

    3. Enter (or click the Calendar button to open the Date Picker and select) the end date of your schedule in the End On field.

11. Click the Finish button.

    The Location Setup Wizard closes. Your location is now saved in the system.

To add an asset to an equipment contract, follow the steps below:

1. Log into Lucernex.

2. Navigate to Equipment Contract > Details > Summaryusing the tabs in the menu at the top of the page.

3. Click the Edit button in  the Actions menu on the right side of the page.

   The page becomes editable.

4. Scroll down to the Assets table.

5. Click the Find Equipment button.

   The Find Equipment modal window opens.

   

   Find Equipment modal window.

   Note:

   When the Find Equipment modal window first opens, it will not populate with any asset data. This is because there is a potential for a significant number of assets.

6. Choose between two options:

   • Type the name of the location the asset is associated with in the Location field.

   • Type the name of the asset in the Asset field.

     Important!

     You must type the name of the location or the asset EXACTLY as it appears in the system, including capital letters.

7. Click the Search button to the right of the Asset field.

   The modal window populates with the assets that meet your search criteria.

   Note:

   Once the user requests equipment information in Lucernex, Lucernex will call Mulesoft. Mulesoft will then call vx Maintain for equipment information. vx Maintain will deliver the equipment information to Mulesoft, which is then delivered to the user in Lucernex.

   Important!

   The Find Equipment modal window does not filter out assets that have already been added to an equipment contract. This functionality is slated for a future release.

   

   Assets in the Find Equipment modal window.

8. Select the check box to the left of each asset you want to add to the equipment contract.

   Note:

   You can also select the check box in the Select column header to select all assets in the table.

9. Click the Add Selected Assets button.

   Lucernex begins to add the assets to your equipment contract. Once the assets have been added, the modal window closes. The assets appear in the Assets table.

You can quickly access the page used to create a new asset from the Find Equipment modal window.

To access the Equipment Detail page in vx Maintain from Lucernex, follow the steps below:

1. Log into Lucernex.

2. Navigate to Equipment Contract > Details > Summary using the tabs in the menu at the top of the page.

3. Click the Edit button in  the Actions menu on the right side of the page.

   The page becomes editable.

4. Scroll down to the Assets table.

5. Click the Find Equipment button.

   The Find Equipment modal window opens.

   

   Find Equipment modal window.

6. Click the Create Asset button.

   A new tab opens. Your browser will prompt you to log into vx Maintain. When you log in to vx Maintain, the Site List page opens. Follow the Create Assets / Equipment in vx Maintain procedures below to continue the process of creating a new asset in vx Maintain.

To enable the External Information setting on a user role, follow the steps below:

1. Log into vx Maintain.

2. Select Roles from the Verisae drop-down menu in the toolbar at the top of the page.

   The Roles page opens.

3. Select the role you want to edit from the Roles table.

   The Role Detail page opens.

4. Scroll down to the Sites Tab Resources table.

5. Select the View check box for the Sites > Assets > External Information setting.

   

   Sites > Assets > External Information setting. This setting appears below the Assigned Systems setting and above the Systems setting.

6. Select the View check box for the Sites > Sites > External Information setting.

   

   Sites > Sites > External Information setting. This setting appears below the Site Space Detail setting and above the Schematics & Photos setting.

7. Scroll down to the External Resources table.

8. Select the View check box for the Lucernex setting.

   

   Lucernex setting in the External Resources table.

9. Click the Save button in the lower-right corner of the page.

   The Roles page opens. Your changes are saved.

10. Repeat steps 3 - 9 for any additional roles to which you want to give the External Information setting.

If users will be accessing the vx Maintain Mobile Dashboard, you will also need to enable some settings on the Mobile Role Detail page for their role.

To enable integration settings for a role that will be using the Mobile Dashboard, follow these steps:

1. Log into vx Maintain.

2. Select Roles from the Verisae drop-down menu in the toolbar at the top of the page.

   The Roles page opens.

3. Select the role you want to edit from the Roles table.

   The Role Detail page opens.

4. Click the Mobile Role Detail link in the Roles menu.

   

   Mobile Role Detail link.

5. Scroll to the Site Information Resources table.

6. Select the View check box for the Site Information> Site List > Assets > External Information setting.

7. Select the View check box for the Site Information> Site List > External Information setting.

   

   External information settings.

8. Click the Save button in the lower-right corner of the page.

   The Roles page opens. Your changes are saved.

9. Repeat steps 3 - 8 for any additional roles.

To create assets / equipment in vx Maintain, follow the steps below:

1. Log into vx Maintain.

2. Select Sites from the Sites drop-down menu in the toolbar at the top of the page.

   The Site List page opens.

3. Select the appropriate site from the Site List table.

   The Site Equipment page opens.

4. Click the New button at the bottom-left corner of the Site Equipment table.

   The Equipment Detail page opens.

   

   Equipment Detail page.

5. Click the Search button to the right of the Equipment Type field.

   The Equipment Type modal window opens.

6. Select the equipment type from the Equipment Type table.

   The selected equipment type row will have an orange background color.

7. Click the Select button.

   The modal window closes. The equipment type appears as selected in the Equipment Type field.

8. Enter the model name of the equipment in the Model field.

9. Select the floor where the equipment is located from the Floor Level drop-down menu.

10. Click the Search button to the right of the Department field.

    The Department modal window opens.

11. Select the department from the Department table.

    The selected department row will have an orange background color.

    To learn more about departments, see the Data hierarchy section above.

12. Click the Select button.

    The modal window closes. The department appears as selected in the Department field.

13. Enter any details about the location in the Location Details field.

14. Enter the Verisae tag number in the Verisae Tag Number field.

    Note:

    The Verisae Tag Number field is used to notate the bar code number associated with the asset. This code can be provided by the Verisae team, or it can be generated using your own bar code system.

15. Enter the serial number of the equipment in the Serial # field.

16. Click the Search button to the right of the Supplier field.

    The Supplier modal window opens.

17. Select the supplier from the Supplier table.

    The selected supplier row will have an orange background color.

18. Click the Select button.

    The modal window closes. The supplier appears as selected in the Supplier field.

19. Select the condition of the equipment from the Asset Condition drop-down menu.

    Example conditions include Like New, Used, and Needs Replacement.

20. Enter any comments about the equipment in the Comment field.

21. Select the status of the equipment from the Status drop-down menu.

    The value of the Status field is configurable with internally-defined status values. Examples include in-service, sold, scrapped, or in storage.

22. Select the operational status of the equipment from the Operational Status drop-down menu.

    The value of the Operational Status field corresponds with whether the asset is functional or non-functional.

23. Click the Search button to the right of the Parent field.

    The Equipment modal window opens.

24. Select the parent equipment from the Equipment table.

    The selected equipment row will have an orange background color.

    Note:

    Assets can be split into sub-assets for the purposes of allocating repairs and replacements. For example, the parent asset could be an HVAC unit, while its child asset could be a compressor or condenser coil.

25. Click the Select button.

    The modal window closes. The equipment appears as selected in the Parent field.

26. Click the Save button.

    The system returns you to the Site Equipment page. The equipment you created appears in the Site Equipment table.

    Note:

    Once the user requests equipment information in Lucernex, Lucernex will call Mulesoft. Mulesoft will then call vx Maintain for equipment information. vx Maintain will deliver the equipment information to Mulesoft, which is then delivered to the user in Lucernex.

To view lease and capital project information from the Site List page, follow the steps below:

1. Log into vx Maintain.

2. Select Sites from the Sites drop-down menu in the toolbar at the top of the page.

   The Site List page opens.

3. Select the appropriate site from the Site List table.

   The Site Equipment page opens. New options appear in the Sites menu.

4. Click the External Information link in the Sites menu.

   The External Information page opens.

   

   External Information link.

5. Select one of two options from the drop-down menu:

   • Show Project Information

   • Show Lease Information

6. Click the Submit button.

   • If you selected Show Project Information, a list of capital projects appears on the page. The name of each project is hyperlinked. Clicking the hyperlink will open the project in Lucernex.

     

     Show Project Information page.

   • If you selected Show Lease Information, a list of contracts and equipment contracts appears on the page. The contract names and responsibility categories are hyperlinked. Clicking the hyperlinks will open the contract, equipment contract, or responsibility in Lucernex.

     

     Show Lease Information page.

     Note:

     This information is also available in the Mobile app on the External Information tab on the Site Summary page.

To view site responsibility information in vx Maintain from the Create Work Order page of the Mobile Dashboard, follow the steps below:

1. Log into vx Maintain.

2. Open your Dashboard.

   You can access your Dashboard by clicking the menu button to the left of the Accruent logo in the upper-left corner of the page.

   

   The Menu button.

   

   After clicking the Menu button, a link to the Dashboard appears.

3. Click the Create Work tile.

   The Create Work Order page opens.
   

4. Select the site from the Site drop-down menu.

   vx Maintain loads a new section labeled External Information. This section contains an expanding section labeled Lease Information.

   

   External Information section.

5. Click the Expand button to the left of the Lease Information section.

   One or more additional expanding sections will appear in the External Information section. These expanding sections have the label General, and they contain information related to contracts and equipment contracts on the site.

   

   General expanding sections, closed.

6. Expand the General expanding sections in the Lease Information section.

   The General sections open and contain basic information about the associated contracts.

   • The name of the contract or equipment contract is hyperlinked. This hyperlink will take you to the contract or equipment contract in Lucernex.

   • In each General section there is a Responsibilities section. This section lists the responsibilities associated with the contract or equipment contract.

     

     The General expanding sections, opened. In the screen shot above, the hyperlinked Contract Name and Responsibilities expanding section are boxed in orange.

7. Expand the Responsibilities expanding section to view the lease responsibilities.

   

   Responsibilities expanding section.

8. To view a responsibility on a contract or equipment contract in Lucernex, click the hyperlinked responsibility name in the Category column.

   

   In this screen shot, the user is about to click the hyperlink to the roof responsibility record in Lucernex.

   Lucernex opens to the responsibility in a new tab.

   

   The responsibility record in Lucernex.