Manage Custom Lists

Custom Lists allow you to store multiple values at the field-level. For example, you could create a custom list of comments related to a contract, allowing users to add and track comments over time.

To add a custom list to a page layout or a form, you must either create a custom list data field on the Manage Data Fields page or add a custom list field to a form on the Manage Forms page.

To navigate to the Manage Custom Lists page:

Click Admin in the toolbar in the upper-right corner of the window.

The System Administrator Dashboard page opens.
Click Manage Custom Lists link in the Company Administration column.

The Manage Custom Lists page opens.
Follow a procedure below.

Add Custom List

To add a custom list:

Click Add Item in the bottom-right corner of the Custom Lists table.

The Add Item window opens.
Enter a name for your custom list in the Name field.

To learn our best practice recommendations for naming a custom list, see our Naming Conventions in Lucernex walkthrough.
Select the type of custom list from the Type field.

The type you select will control the type of fields available by default. The two options are Standard and Part. Most users will use the Standard type. The Part type includes fields from the Parts and Inventory part of Lucernex.
Enter a description of the custom list in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Click Add.

The window closes. The custom list is added to the Custom Lists table.

Edit Custom List

Delete Custom List

Add / Edit / Delete Custom List Fields

This section teaches you how to manage the fields in your custom list.

Add Report / Form Field

To add a report or form field to a custom list:

Click Edit Fields link in the Actions column of the custom list whose fields you want to manage.

The Edit Fields window opens.
Click Add Report / Form Field.

The Add Report / Form Field window opens.
Follow a procedure below.

Add a Standard Field

Add a Custom Field

To create a custom field:

Select the Custom Field option.
Enter the field name in the Field Name field.
Enter the name this field should have in the database in the Integration Name field.
If this field should be required, select the Yes option for the Required setting.
Select the form field type from the Form Field Type field.

For more information on the available form field types, see the Form Field Types page.
- If you select Currency from the Form Field Type field, the optional Cannot Exceed becomes editable.
- If you select Drop Down from the Form Field Type field, the Drop Down Types and Drop Downs fields becomes editable.
- If you select Budget Snapshot Value from the Form Field Type field, the Budget Column Type becomes editable.
(currency field type only) Select the field that this field's value cannot exceed from the Cannot Exceed field.

This field allows you to specify that the value of a field in one column of a budget cannot exceed the value of another field. For example, if a vendor or general contractor attempts to save a value for a line item on an invoice that exceeds the remaining balance of that line item, the system will not allow the value to save.

If a user attempts to save a form where a field value exceeds the cannot exceed value of another field, a warning will appear when the user attempts to save the form. The warning reads, Failed to save [Form name]: [Field 1] amount cannot exceed field [Field 2] [Value of Field 1 > Value of Field 2].
(drop-down field type only) Select the drop-down type from the Drop Down Types field.
(drop-down field type only) Select the field you want to add from the Drop Downs field.
(budget snapshot value field type only) Select the budget type whose values you want to appear in the budget snapshot from the Budget Column Type field.

A Budget Snapshot Value is used to capture the current values of the line items in a budget column. For example:
- James, a system administrator, adds an Approved Budget Snapshot Value to a custom list.
- James adds the custom list to his Facilities Invoice form.
- Scott opens the form, and selects the Lawn Care budget line item from the custom list.
- The Approved Budget Snapshot Value pre-populates with the current approved value of the Lawn Care line item in James’ budget, which is $1,500. 00.
- Scott submits an invoice for $175.00 using the Facilities Invoice form.
  
  Note:
  This field type can be imported and exported.
Click Add.

The window closes. The field appears in the Edit Fields window.

Create a Number / Currency Math field

To create a number / currency math field:

Select the Mathematical Operations Field option.
Click Add Number/Currency math field link.

The Mathematical Operations Builder window opens.
Enter the field name in the Field name on report field.
Select the appropriate option to indicate whether this field will be a Number field, a Currency field, or a Percentage field.
If this field should be required, select the Yes option for the Is Required setting.
Enter the name this field should have in the database in the Integration Name field.
Build your mathematical operation.

You can build your mathematical field using three components: other fields, numeric constants, and operations.
- As you use fields and numeric constants, click the operations buttons to add them to the Current operation field.
- To move a field from the Available fields to the Current operation field:
  1. Select the field you want to use in the Available fields field.
  2. Click > > in the center of the window.
    
    The field is moved from the Available fields to the Current operation field.
- To add a numeric constant to your operation:
  
  Note:
  A numeric constant is a number that does not change.
  1. Enter the number value you want to add to your current operation in the Numeric Constant field.
  2. Click > > to the right of the Numeric Constant field.
    
    The number is moved from the Numeric Constant to the Current operation field.
- To add a new field to your Available fields field:
  1. Select the table from the first field under the Add Entity Field label.
  2. Select the sub-table from the second field under the Add Entity Field label.
  3. Select the field from the third field under the Add Entity Field label.
  4. Click > > below the Add Entity Field label.
    
    The field is added to the Current operation field.
Click Submit.

The window closes.
Click Add.

The window closes. The field appears in the Edit Fields window.

Create a Date Math Field

To create a date math field:

Select the Mathematical Operations Field option.
Click Add Date math field link.

The Date Expression Builder window opens.
Enter a name for the field in the Field name on report field.
If this field should be required, select the Yes option for the Is Required setting.
Choose between three options:
- To create a date expression for a difference between two dates:
  1. Select the Difference in days option.
  2. Select the date you want to subtract from, from the first field.
  3. Select the date you want to subtract from the first date from the second field.
- To create a date expression for a date plus a fixed number of days:
  1. Select the Add Days option.
  2. Select the date you want to add days to from the field.
  3. Enter the number of days you want to add in the field to the right of the field.
- To create a date expression for a date minus a fixed number of days:
  1. Select the Subtract Days option.
  2. Select the date you want to subtract days from the field.
  3. Enter the number of days you want to subtract in the field to the right of the field.
Click Submit.

The window closes.
Click Add.

The window closes. The field appears in the Edit Fields window.

Create a Time Math Field

To create a time math field:

Select the Mathematical Operations Field option.
Click Add Time math field link.

The Time Expression Builder window opens.
Enter a name for the field in the Field name on report field.
If this field should be required, select the Yes option for the Is Required setting.
Choose between three options:
- To create a time expression for a difference between two times:
  1. Select the Difference in hours option.
  2. Select the date you want to subtract from, from the first field.
  3. Select the date you want to subtract from the first date from the second field.
- To create a time expression for a date plus a fixed number of days:
  1. Select the Add Days option.
  2. Select the date you want to add days to from the field.
  3. Enter the number of days you want to add in the field to the right of the field.
- To create a time expression for a date minus a fixed number of days:
  1. Select the Subtract Days option.
  2. Select the date you want to subtract days from the field.
  3. Enter the number of days you want to subtract in the field to the right of the field.
Click Submit.

The window closes.
Click Add.

The window closes. The field appears in the Edit Fields window.

Create a Math Field that includes Form Fields

You can include numerical form fields in the operations you build using the Mathematical Operations Builder.

Contact Support to request this feature.

To create a math field that includes form fields:

Select the Mathematical Operations Field option.
Click Add Time math field link.

The Time Expression Builder window opens.
Enter a name for the field in the Field name on report field.

To learn our best practices for naming fields, see our Naming Conventions in Lucernex walkthrough.
If this field should be required, select the Yes option for the Is Required setting.
Select Forms from the first Add Entity Field drop-down field.
Select the form whose field you want to use from the second Add Entity Field drop-down field.
Select the field you want to use from the third Add Entity Field drop-down field.
Click >> to move the field to the Current operation field.

You can add another form field to your operation by repeating steps 7-8.
Click Submit.

The window closes.
Click Add.

The window closes. The field appears in the Edit Fields window.

Edit Report / Form Field

Delete Report / Form Field

Add a Layout to a Custom List

Think of a layout like a standard view of your custom list.

To add a layout to a custom list:

Click Add Layout link in the Actions column of the custom list to which you want to add a layout.

The Add Layout window opens.
Enter a name for your layout in the Page Layout Name field.
Enter a description for your layout in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Choose one of the following options:
- If you are creating a budget-impacting custom list, see the Budget Custom Lists walkthrough to learn how to configure the appropriate settings.
- If you want to auto-populate line items from a bid award budget column, see the Bidding Sub-Module Setup walkthrough to learn how to configure the appropriate settings.
- If you are planning to use this custom list for our Project Cost Tracking feature, see the Project Cost Tracking walkthrough to learn how to configure the appropriate settings.
- If you do not want to do any of the above, proceed to the next step.
Click Add Layout.

The window closes. The layout appears in the Custom Lists table.

Edit a Custom List Layout

Delete a Custom List Layout

Build a Custom List Layout

To build a custom list's layout, follow the steps below;

Click Plus button next to the custom list whose layout you want to build.

A list of layouts appears below the custom list.
Click Layout Form link in the Actions column of the layout you want to build.

A pop-up window opens.
Select the first field you want to add to your list layout from the field on the left side of the window.

Once you select a field, it will appear in your layout.
To configure the field in your list layout, follow any of the steps below as necessary:
- To add an additional field prior to an existing field, click at the top-left corner of the field's cell.
- To delete the field, click in the field cell.
- To align cell data, click:
  - Left-Align: Align the contents of your field to the left.
  - Center-Align: Center-align the contents of your field.
  - Right-Align: Align the contents of your field to the right.
- To toggle text wrapping on and off, click the link to the right of the alignment buttons in the cell:
  - Click Wrap to toggle text wrapping on in the cell.
  - Click Fit to toggle text wrapping off in the cell.
- To change how a field appears or behaves on a page:
  1. Click on the field label.
    
    A window opens. There are several aspects of the field that you can modify, such as the field name on the layout, the criteria / conditions, and the display options.
  2. Make your changes.
    
    Several common settings are listed below. There may be unique settings, depending upon the field you are editing.
    - Is Required?: Select this check box to make this field required.
    - Read only in edit form: Select this check box to make this field non-editable.
    - Default to last entered value?: Select this check box to make this field default to the last value entered in this field.
    - Number of Decimals: Select the number of decimals you want to have the system display from this field.
    - Hide Decimals: Select this check box to hide decimal values in this field.
    - List Column Width: Enter the width of the list column you want as a percentage value.
    - (Number, Currency, Math, and Percentage fields only) Minimum / Maximum: Enter the minimum or maximum value you want to allow for this field. You can enter minimum and maximum values with up to six decimal places.
      
      Lucernex will prevent the user from saving the custom list if the calculated value of the math field is less than or greater than the minimum / maximum value settings.
      
      Minimum / maximum value settings can be exported and imported into another firm. If the user enters invalid minimum / maximum value settings and attempts to import the custom list, Lucernex returns an error message. The custom list is imported, but the field is not in the custom list layout. The user will need to add the affected field to the layout and set the minimum and maximum values.
    - (Number and Currency fields only) Allow "Copy To" function: Allows users to copy the value of this field to another field. Select the field whose value you want to copy from the field.
      
      For example, you have two columns: Column A and Column B. You set Column B to "Copy To" from Column A. When you enter data in Column A in your custom list, you can then copy that data into Column B.
      
      A field with the Copy To setting enabled has a in the header bar of the column.
      
      You can configure a work flow step action to automatically copy all columns with the Allow "Copy To" function setting configured. The Allow "Copy To" function is commonly used with Budget Custom Lists.
    - (DROP-DOWN DATA TYPE ONLY) Select the Show _____ Value check box if you would like to display a specific attribute of the related record.
    - (Date fields only) Date Format YYYY-MM-DD
  3. Click Update.
    
    The window closes. Your changes are saved.
Repeat steps 3 - 4 for all the fields you want to add to your list layout.
Click Save Layout.

Your changes are saved.

Manage Custom Lists

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