Summary Page - Facility Module

The Summary page of the Facility module is where you will manage high-level details about your facility.

Record details about a space. For example, once a project to build an office is complete, you can use a facility to record details about that office. A location can contain multiple facilities such as, multiple offices in a building, or multiple storefronts in a shopping mall.

You can link a real estate contract or a capital project to a facility from the facility's Summary page or in the Setup Wizards.

To navigate to the Summary page:

Navigate to Facility > Details > Summary.

Use the links in the Navigation Pane on the leftmost side of the page.
Follow a procedure below.

Edit Facility

To edit a facility record:

Click Edit.

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

The page becomes editable.
Make your changes.

The following fields are editable:
- Group : Select the facility group from this field.
  
  Create a new group or category.
  
  Groups are the first level of organization in Lucernex. Groups are the parents of types, and grandparents of categories. Groups, types, and categories are used to simplify reporting.
- Type : Select the facility type from this field.
  
  If you want to create a new type, follow the Add a Type procedures.
  
  Types are the second level of organization in Lucernex. Types are the children of groups, and parents of Categories. Groups, types, and categories are used to simplify reporting.
- Category : Select the facility category from this field.
  
  Create a new group or category.
  
  Categories are the third level of organization in Lucernex. Categories are the children of types, and grandchildren of groups. Groups, types, and categories are used to simplify reporting.
- Use : Select the facility use from this field.
  
  Create a new group or category.
- Status : Select the facility status from this field.
  
  Create a new group or category.
- Name
  
  To learn our recommendations for naming facilities, please see our Naming Conventions in Lucernex walkthrough.
- Store Number: Enter the number which identifies the facility or building in this field.
  
  Important!
  This field is also known as the ClientEntityID, and can be used to import data.
- Portfolio: Select the portfolio this facility should belong to from this field.
- Region: Select the region and sub-region the facility should belong to from this field.
  
  The values that appear in this field depend on the org chart of the portfolio you selected.
- Market Area: Select the market the facility should belong to from this field.
  
  The values that appear in this field might depend on the org chart of the portfolio you selected.
  
  Create a new group or category.
- Prototype: If the facility is associated with a prototype, select the prototype from this field.
  
  See our Prototype module documentation for more information about prototypes.
- Project Type: Select the project type from this field.
  
  Create a new group or category.
- Market Type: Select the market type from this field.
  
  This field is customizable. For example, this field can be used to refer to areas that are urban or suburban.
  
  Create a new group or category.
- Trade Area: Enter the trade area in this field.
- Construction Type: Select the construction type from the field.
  
  This field is customizable. You can use this field to categorize or define the type or scope of construction being performed.
  
  Create a new group or category.
- Deal Type: Select the deal type from this field.
  
  This field is customizable. For example, this field could be used to refer to leases or construction types.
  
  Create a new group or category.
- Time Zone: Select the appropriate time zone from the Time Zone field.
- Currency: Select the appropriate currency associated with this facility from this field.
- Description: Enter a description of the facility in this field.
- Photo
  
  To learn how to upload a photo to an entity's Summary page, see the Upload a Photo to an Entity Summary Page article.
- Hours of Operation: Enter the hours of operation for the facility.
- Project Managers: See the Manage Project Managers procedures below.
- Center Name: Select the center name from this field.
  
  A complex or center is used to track information about multi-tenant structures such as shopping malls.
  
  To learn how to add a complex or center to Lucernex, see the Manage Complex / Center Details page.
- Cross Street 1 / Cross Street 2
- Street Address
- City
- State / Province
- Zip / Postal Cd
- Country
- County
- Latitude / Longitude
  
  To learn how to automatically calculate an entity's latitude and longitude, see the Calculate Entity Latitude and Longitude article.
- Open / Move-in Date: Enter the opening or move-in date.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Close / Move-out Date: Enter the closing or move-out date.
  
  You can also click Calendar to open the Date Picker and select the appropriate date.
- Rentable Area: Enter the rentable area.
  
  The rentable area is the amount of space being leased.
- Frontage: Enter the frontage distance.
  
  The frontage distance is the length of the front of the building. If two businesses lease the same building, this value would be the length of the front of the business you own.
- Parcel Area: Enter the parcel area in acreage.
- Sales Area: Enter the sales area.
  
  The sales area is the actual, usable area.
- Depth: Enter the depth of the building.
  
  The depth is the length of the building from the front of the building to the back of the building.
- Area Unit: Select the unit you will use for measuring your rentable area.
- Competitors, Anchors, and Tenants: See the Manage Competitors, Anchors, and Tenants procedures below.
- Notes: Enter any notes about the facility.
Click Save Changes.

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

The page refreshes, and is no longer editable.Your changes are saved.

Manage Entity Managers

Manage Competitors, Anchors, and Tenants

Deactivate Facility

Reactivate Facility

Add Capital Project

To add a capital project:

Click Add Capital Project.
This displays in the Actions menu on the right side of the page.
The Capital Project Setup Wizard window opens.
Follow a procedure below.

Step One: Basic Information

Step Two: Folder Setup

Step Three: Copy Documents

Step Three of the Capital Project Setup Wizard allows you to copy documents from your facility and add them to your capital project. In order to add these documents to a specific folder in your folder structure, you must select a folder template in Step Two of the Capital Project Setup Wizard.

To complete Step Three of the Capital Project Setup Wizard:

Do one of the following:
- To copy documents to the capital project:
  1. Do one of the following:
    - Select the check boxes in the Copy File? column to select individual files you want to copy.
    - Click Select All to copy all documents from your facility and add them to your capital project.
  2. Do one of the following:
    - Select Yes from the Release field if you want this document to be made immediately available to all members on the capital project.
      
      If you do not select Yes, the document will only be visible to you. You can make the version visible to others by following the View Revision History procedures .
    - Select No from the Release field if you do not want this document to be made immediately available.
  3. Select the folder to which you want to add the document from the Facility Folder field.
  4. Click Copy Selected Documents.
    
    Step Four of the Capital Project Setup Wizard opens.
- To skip copying documents, click Skip.
  
  Step Four of the Capital Project Setup Wizard opens.

Step Four: Assign Members

Assigning a member allows that member to access specific folders, documents, pages, fields, and actions within the capital project. A member is any Lucernex user with a unique login ID and password. Before a member can have access to any part of a capital project, 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 capital project and assigned user classes. The Member’s User Class determines which folders, documents, pages, fields, and actions within the capital project that member may access.

To assign members to your capital project:

Do one of the following:

Set Up a Member
To set up a member in your firm:
1. Click Setup Members.
  
  The Setup Members page opens.
2. Click Add Member.
3. Follow the Add a Person in the Add Person window procedures.
4. Click Add.
  
  The Add Member window closes. A message appears in the upper-left corner of the Capital Project Setup Wizard that reads: Successfully added Member.
5. Click Finish Managing Members in the bottom-right corner of the Capital Project Setup Wizard window.
  
  You are returned to the Assign Members page of the Capital Project Setup Wizard.
Assign Members to your Capital Project
To assign members to a capital project:
1. Click Assign Members.
  
  A new page opens.
2. Do one of the following:
  - To add all members in the system, click Add all members 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 capital project:
    1. Enter the name of the member you want to assign in the Search at the upper right corner of the Members NOT Assigned table.
    2. Click Search.
      
      The members meeting your search criteria appear.
    3. Click 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:
  1. Select the member you want to remove.
    
    Press and hold CTRL on your keyboard to select multiple values.
  2. Click Remove Selected 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 Update members to [Capital Project Name].
5. Click Finish Assigning Members at the bottom-right corner of the Capital Project Setup Wizard.
  
  The Assign Members page opens. The members you assigned appear in the Managers and Members already assigned using Org Chart table.
Click Next.

Step Five of the Capital Project Setup Wizard opens.

Step Five: Schedule Setup

Click Finish.

The window closes. Lucernex opens to your new capital project in the Capital Project module.

Add Contract

Add Facility

To add a facility:

Click Add Facility.

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

The Facility Setup Wizard opens.
Follow a procedure below.

Step One: Basic Information

To complete the first step of the Facility Setup Wizard:

Select the portfolio that this facility should be associated with from the Portfolio field.
Select the location of the facility from the Location field.
Enter a name for the facility in the Facility Name field.

To learn our best practices for naming facilities, see our Naming Conventions in Lucernex walkthrough.
Enter a unique facility ID in the Facility ID field.
Select the parent region of the facility from the Region field.
Select the market area of the facility from the Market Area field.
Select the facility group from the Facility Group field.

Create a new group or category.

Groups are the first level of organization in Lucernex. Groups are the parents of types, and grandparents of categories. Groups, types, and categories are used to simplify reporting.
Select the facility type from the Facility Type field.

If you want to create a new type, follow the Add a Type procedures.

Types are the second level of organization in Lucernex. Types are the children of groups, and parents of Categories. Groups, types, and categories are used to simplify reporting.
Select the facility category from the Facility Category field.

Create a new group or category.

Categories are the third level of organization in Lucernex. Categories are the children of types, and grandchildren of groups. Groups, types, and categories are used to simplify reporting.
Select the purpose of the facility from the Facility Use field.
Select the status of the facility from the Facility Status field.
Select the prototype associated with this facility from the Prototype field.

If you select a prototype that has documents attached to it, you can copy those documents to your facility in Step Two: Select a Folder Template.

To learn more about the Prototype module, see our Prototype module documentation. To learn more about our Copy Documents feature, see Copy documents from a Prototype to a Site, Project, or Facility.
Enter the address using the Address fields or select the Use Location Address check box to use the address from the selected Location.
Enter notes in the Notes field.
Click Next.

The Folder Set-Up page of the Facility Setup Wizard opens.

Step Two: Select a Folder Template

To select a folder template for your facility:

Select the folder template you will use for your facility’s document structure from the Facility folder template field.

You can always skip this step and configure the folder template later.
If you want to copy documents from the prototype you selected in the Step One section above:
1. Select the Copy documents from Prototype check box.
  
  To learn more about our Copy Documents feature, see Copy documents from a Prototype to a Site, Project, or Facility.
2. Click Next.
  
  A list of documents appears.
3. Do one of the following:
  - If the folder template you selected is the folder template on the prototype:
    1. If you want to move a document to a different folder, click the selected folder in the To Folder column and select a new folder.
    2. If you do not want to copy a document, select the check box in the Skip column.
    3. Click Next.
  - If the folder template you selected is different than the one on the prototype:
    1. Click the cell in the To Folder column and select a destination folder for each document.
    2. If you do not want to copy a document, select the check box in the Skip column.
    3. Click Next.
      
      A confirmation message appears, informing you that you will receive an email once the copy job is complete.
Click Next.

The Assign Members page of the Facility Setup Wizard opens.

Step Three: Assign Members

Assigning a member allows that member to access specific folders, documents, pages, fields, and actions within the facility. A member is any Lucernex user with a unique login ID and password. Before a member can have access to any part of a facility, 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 facility and assigned user classes. The Member’s User Class determines which folders, documents, pages, fields, and actions within the facility that member may access.

To assign members to your facility:

Do one of the following:

Set Up a Member
To set up a member in your firm:
1. Click Setup Members.
2. Click Add Member.
3. Follow the Add a Person in the Add Person window procedures.
4. Click Add.
  
  The Add Member window closes. A message appears in the upper-left corner of the Facility Setup Wizard that reads: Successfully added Member.
5. Click Finish Managing Members in the bottom-right corner of the Facility Setup Wizard window.
  
  You are returned to the Assign Members page of the Facility Setup Wizard.
Assign Members to your Facility
1. Click Assign Members.
  
  A new page opens.
2. Do one of the following:
  - To add all members in the system, click Add all members 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 facility:
    1. Enter the name of the member you want to assign in the Search at the upper right corner of the Members NOT Assigned table.
    2. Click Search.
      
      The members meeting your search criteria appear.
    3. Click 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:
  1. Select the member you want to remove.
    
    Press and hold CTRL on your keyboard to select multiple values.
  2. Click Remove Selected below the Current / Proposed member (s) field.
    
    The member is removed from Current / Proposed member (s).
4. Once you are satisfied with your list, click Update members to [Facility Name].
5. Click Finish Assigning Members at the bottom-right corner of the Facility Setup Wizard.
  
  The Assign Members page opens. The members you assigned appear in the Managers and Members already assigned using Org Chart table.
Click Next.

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

Summary Page - Facility Module

Edit Facility

Manage Entity Managers

Manage Competitors, Anchors, and Tenants

Deactivate Facility

Reactivate Facility

Add Capital Project

Step One: Basic Information

Step Two: Folder Setup

Step Three: Copy Documents

Step Four: Assign Members

Set Up a Member

Assign Members to your Capital Project

Step Five: Schedule Setup

Add Contract

Add Facility

Step One: Basic Information

Step Two: Select a Folder Template

Step Three: Assign Members

Set Up a Member

Assign Members to your Facility

Step Four: Select a Schedule Template

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