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Forms - Common Page

These are generic procedures that are common across all or multiple areas of Lucernex. As such, these procedures do not call out specific navigation to the page.

Lucernex has a unique and highly configurable way of gathering data called Forms. A form in Lucernex is similar to forms you might fill out offline—they can be filled out multiple times to gather new data, and previously entered data is saved for tracking purposes—much like the forms you fill out at your doctor's office. Forms are configured by each company's standards, and can vary depending upon their purpose.

In order to use forms in Lucernex, your system administrator must first create and configure forms for your use. To learn how to create and manage forms, see the Manage Forms page.

To navigate to the Forms page of an entity:

  1. Navigate to Entity > Details > Forms.

    Use the links in the Navigation Pane on the leftmost side of the page.

    Forms are available in every Lucernex module as a tertiary tab under the Details sub-tab.

  2. Follow a procedure below.

ClosedAdd a Form

To add a form to an entity:

  1. Click Add Form.

    This displays in the Actions menu on the right side of the page.

    The Select Form dialog box opens.

  2. Select the form you want to add from Select Form.

  3. Click OK.

    The dialog box closes. The form opens in a window.

  4. Click Close.

    The window closes. The form appears on the Forms page.

ClosedSort and Search the Forms Page

There are several ways you can sort and search the data on the Forms page.

To sort and search the Forms page:

  1. To expand or collapse all forms in the Forms table, click Expand All or Collapse All in the upper-right corner of the table.

    This toggles, depending on whether your forms are expanded or collapsed.

  2. To sort by form type, select the form type you want to view from the List field.

    All forms on the entity that have the form type you selected appear in the Forms table.

    You can include bidding forms by selecting All issue / form types from this field.

    You can exclude bidding forms by selecting All non-Bid from this field.

  3. To sort by form status, select the status of the forms you want to view from the With Status field.

    All forms on the entity that have the form status you selected appear in the Forms table.

  4. To search for a form using search terms, enter your search criteria in the Search in the upper-right corner of the Forms table.

  5. To see the replies added to forms, select the Show Replies check box.

    Reply tables appear below the forms which have replies.

ClosedView a Form

To view a form:

  1. Click A small, white, square button with a plus symbol in its center. next to a form to expand it.

  2. Click View.

    The form opens in a read-only window.

  3. Click Close.

ClosedEdit a Form

Before you can edit a form, you must first check the form out.

To edit a form:

  1. Click A small, white, square button with a plus symbol in its center. next to a form to expand it.

  2. Click Edit.

    The form opens in a window.

  3. Make your changes.

  4. Do one of the following:

    • Click Update.

      Your changes are saved.

      Important!

      Other users will not be able to make changes to this form until you check it in. To check in the form, either click Update & Check In or follow the Check In a Form procedures below.

    • Click Update & Check In.

      The window closes. Your changes are saved, and the form is checked in.

ClosedCheck a Form In / Out

You can check out a form to make changes to it, and check in the form again when the changes are complete. When a form is checked out, no users can make edits to the form until you have checked the form in again.

ClosedCheck Out a Form

Important!

If you check out a form, other users cannot make changes to the form until you check it back in.

To check out a form:

  1. Click A small, white, square button with a plus symbol in its center. next to a form to expand it.

  2. Click Check Out.

    The form opens in a window.

  3. Make your changes.

  4. Do one of the following:

    • Click Update.

      Your changes are saved.

      Important!

      Other users will not be able to make changes to this form until you check it in. To check in the form, either click Update & Check In or follow the Check In a Form procedures below.

    • Click Update & Check In.

      The window closes. Your changes are saved, and the form is checked in.

ClosedCheck In a Form

Important!

If you check out a form, other users cannot make changes to the form until you check it back in.

To check in a form:

  1. Click A small, white, square button with a plus symbol in its center. next to a form to expand it.

  2. Click Check In.

    The page refreshes. The form is checked in.

ClosedAdd a Reply to a Form

To add a reply to a form:

  1. Click A small, white, square button with a plus symbol in its center. next to a form to expand it.

  2. Click Add Reply.

  3. Enter a title for your message in Reply Title.

  4. To attach a document:

    1. Click Add Document.

      The Documents window opens.

    2. Do one of the following:

      • To select a document that has already been uploaded:

        1. Use the folder tree to navigate to the folder where the document is saved.

        2. Select the document.

        3. Click Select Document.

          The document is now attached.

      • Upload a new document.

  5. Enter your message in the Reply Description field.

  6. To send an email informing another person about the reply:

    1. Choose one or more options:

      • Select a member on the entity from the [Entity] Members field.

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

      • Select a member or contact in the system from the All Members / Contacts field.

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

      • Enter the email address of a person who is not a member or contact in the External Contacts field.

    2. Click > > next to each of the fields to move the contact from the field to the Attention Email To field.

  7. Click Add.

    The window closes. The reply is added to the form. If you chose to send an email about the reply, the email is sent.

ClosedClose a Form

Before a form can be closed, you must check in the form.

To close a form:

  1. Click A small, white, square button with a plus symbol in its center. next to a form to expand it.

  2. Click Close.

  3. Enter a comment in the Optional Action Comment field.

  4. Click Close Issue.

    The Close dialog box closes. If you sort the page by closed items, you can view the closed form.

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