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Manage Deal Steps - Portfolio Module

The Deal Steps sub-section of the RE Transaction and Scenario pages is a light version of the standard Lucernex Schedules page. It does not incorporate some of the functionality of the Schedules page such as milestones or the Gantt Chart view.

Important!

Deal Step Schedules do not interact with other deal step schedules—each schedule is its own unique record.

To manage deal steps:

  1. Do one of the following:

    • Navigate to Portfolio > RE Transaction.

    • Navigate to Portfolio > RE Transaction > RE Scenario.

  2. Select the transaction or scenario you want to modify from the list at the top of the page.

  3. Scroll down to the Deal Steps table.

  4. Follow a procedure below.

ClosedApply Template

You can apply multiple templates to a transaction or scenario. If a single template is applied more than once to the record, tasks that have a status of In Progress, Complete, or Canceled will not be altered.

Tasks and groups will be displayed in chronological order and are not grouped by template.

Important!

Keep the following important information in mind when applying a template:

  • If two tasks from different templates have the same name, they will be treated as the same task.

  • If you re-apply a template that contains a task you deleted, that task will be re-added to your deal steps.

  • If there is a predecessor-successor relationship between tasks in two separate templates, the template with the predecessor task must be applied first.

To apply a schedule template:

  1. Click Apply Template.

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

  2. Select the schedule template you want to apply from the Schedule Template field.

  3. Do one of the following:

    • If you want to apply the template according to a start date:

      1. Select Start On.

      2. Enter the start date of the schedule in Start On.

        You can also click Calendar A small button with a picture of a calendar on it. to open the Date Picker and select the appropriate date.

    • If you want to apply the template according to an end date:

      1. Select Finish On.

      2. Enter the end date of the schedule in Finish On.

        You can also click Calendar A small button with a picture of a calendar on it. to open the Date Picker and select the appropriate date.

  4. Click Append Schedule Template.

    The window closes. The schedule template is applied.

ClosedDeal Step Schedule Toolbar

There are three buttons in a toolbar at the top of your deal step schedule:

Button

Description
A small gray button which looks like two triangles pointing towards each other.

Collapse All: Collapses all groups in the schedule.
A small gray button which looks like two triangles pointing away from each other.

Expand All: Expands all groups in the schedule.
A small gray button which looks like a floppy disk.

Save Changes: Saves changes made to the schedule.

ClosedTask Menu

The Task menu allows you to quickly perform several task actions.

ClosedTask Information

To open the Task Information window:

  1. Right-click the task whose information you want to view.

    The Task menu opens.

  2. Select Task Information.

    The Task Information window opens.

  3. See the Edit Task procedures below for more information about the actions you can take in this window.

ClosedDelete task(s)

Important!

You will not be able to recover a task once it has been deleted.

To delete a task from your schedule:

  1. Right-click the task you want to delete.

  2. Select Delete task(s).

    The task is deleted.

ClosedAdd

The Add option in the Task menu gives you several possible actions to take.

To use the Add option:

  1. Right-click the task you want to work with.

  2. Select one of the following options:

    • Task Above: A new task appears above the selected task.

    • Task Below: A new task appears below the selected task.

    • Sub-Task: The selected task becomes a sub-group, and a new task is added to the new sub-group.

    • Successor: A new successor task is added below the selected task. You can view the task relationship by double-clicking either task and selecting either the Predecessors or Successors tab.

    • Predecessor: A new predecessor task is added above the selected task. You can view the task relationship by double-clicking either task and selecting either the Predecessors or Successors tab.

  3. Follow the Edit Task procedures to configure the new task.

ClosedDelete dependency

These procedures can be performed for both predecessor or successor tasks.

To delete the dependency between two tasks:

  1. Right-click the task whose dependency you want to delete.

  2. Select Delete dependency.

    The dependency is deleted.

ClosedEdit Task

The Editing Task window allows you to enter a wide range of data about a task. The expanding sections below will explain the actions you can take in this window.

To edit a task:

  1. Double-click the task.

    A window opens with several tabs for editing the task.

  2. Follow a procedure below.

  3. Click Save A small gray button which looks like a floppy disk..

ClosedGeneral Tab

To make changes to dates or the status of a task:

  1. Follow the Edit Task procedures above.

  2. Select the General tab.

  3. Make changes to any of the following fields:

    • Status: Select from one of the following options in the Status field:

      • Canceled: The task is marked as Canceled. The Forecast / Actual Start and Forecast / Actual End dates update, and the Forecast / Actual Duration changes to 0 days.

        If the task is in a chain with dependent successors, you must cancel those tasks before you can cancel this task.

      • Completed: The task is marked as Completed. The Percent Complete changes to 100% and the Forecast/Actual End date field changes to today's date.

        If you manually change the value of the Percent Complete to 100%, the step Status automatically changes to Completed.

      • In-process: The task is marked as In-process. The Forecast / Actual Start and Forecast / Actual End dates update, and the Percent Complete changes to 99% by default. You can change the value in the Percent Complete to whatever value is appropriate.

        If you manually change the value of the Percent Complete to less than 100%, the step Status automatically changes to In-Process.

      • Not begun: The task is marked as Not begun. The Percent Complete changes to 0%.

        If you manually change the value of the Percent Complete to 0%, the step Status automatically changes to Not Begun.

    • Percent Complete: Enter the percentage level of completion for this task.

      • If you enter 0%, the task status will change to Not begun.

      • If you enter 1% - 99%, the task status will change to In-process.

      • If you enter 100%, the task status will change to Completed.

    • Forecast / Actual Duration: Enter the number of days this task is predicted to take.

      Entering a value in this field automatically changes the value in the Forecast / Actual End date field.

      Keep the following information in mind about duration:

      • Duration refers to working days only.

      • A Duration of 1 day means that the task ends on the same day that it was started.

      • Tasks cannot have a duration of 0.

    • End Weekday: If the task should end on a particular weekday, select the weekday from this field.

      If you use this field, the Forecast / Actual End date field will not be editable. The system will automatically calculate the value for the Forecast / Actual End date using the Forecast / Actual Start and End Weekday.

    • Baseline Start: This field automatically populates with the assumed begin date of the task based on the date selected when the schedule was applied to the entity. Baseline dates are also impacted by the configuration of your schedule template, including lead / lag days and task durations.

    • Baseline End: This field automatically populates with the assumed end date of the task based on the date selected when the schedule was applied to the entity. Baseline dates are also impacted by the configuration of your schedule template, including lead / lag days and task durations.

    • Projected Start: Enter the start date you are aiming for in this field.

      You can think of your projected dates as your goal dates.

    • Projected End: Enter the end date you are aiming for in this field.

      You can think of your projected dates as your goal dates.

    • Forecast / Actual Start: Enter the actual start date in this field.

    • Forecast / Actual End: Enter the actual end date in this field.

      If you selected a value from the End Weekday field, this field will not be editable.

  4. Click OK.

    The window closes. Your changes are saved.

ClosedPredecessors Tab

For many end users, this tab will serve simply to provide information about task predecessors. However, it can be used to add or remove predecessors.

If you have a predecessor on a task and you do not complete the predecessor by the forecast / actual end date, the forecast / actual start date of the successor task will automatically increment until the predecessor is completed. Any lag time between the end date of one task and the start date of another task will be used prior to incrementing.

Once a template has been applied, only forecast / actual dates will auto-adjust. Baseline and projected dates must be manually adjusted.

ClosedAdd a Predecessor to a Task

To add a predecessor to a task:

  1. Follow the Edit Task procedures above.

  2. Select the Predecessors tab.

  3. Click Add New in the upper-left corner of the Predecessors table.

    A new row appears in the grid.

  4. Select the predecessor task name from the Task Name field.

  5. Select the relationship type from Type.

    The relationship types are:

    • Start-to-Start: The start date of the successor task is dependent upon the start date of the predecessor task.

      For example, if two tasks had a start-to-start relationship and a lag time of 2 days, the predecessor's start date would be 2 days before the successor's scheduled start date.

    • Finish-to-Start: The start date of the successor task is dependent upon the finish date of the predecessor task.

      For example, if two tasks had a finish-to-start relationship and a lag time of 2 days, the predecessor's finish date would be 2 days before the successor's scheduled start date.

    • Finish-to-Finish: The finish date of the successor task is dependent upon the finish date of the predecessor task.

      For example, if two tasks had a finish-to-finish relationship and a lag time of 2 days, the predecessor's finish date would be 2 days before the successor's scheduled finish date.

  6. Enter the number of lead / lag days between the two tasks in the Lead / Lag Days field.

    Lead time is an overlap between two tasks that are linked by a dependency. For example, if a task can start when its predecessor is not finished, you can specify a lead time in terms of days for the successor task.

    Lag time is a delay between two tasks that are linked by a dependency. Adding lag time—also known as float or a buffer—is a way to add time to a task, and specifies that the successor task cannot begin until that number of days after predecessor completion. It can then be adjusted by the user to remove the slack when the schedule needs to be crashed.

  7. Click outside of the predecessor row.

  8. Repeat steps 3 - 7 to add another predecessor.

  9. Click OK.

    The window closes. Your changes are saved.

ClosedRemove a Predecessor from a Task

To remove a predecessor from a task:

  1. Follow the Edit Task procedures above.

  2. Select the Predecessors tab.

  3. Select the predecessor you want to remove.

  4. Click Remove in the upper-left corner of the Predecessors table.

    The predecessor is removed.

ClosedSuccessors Tab

For many end users, this tab will serve simply to provide information about task successors. However, it can be used to add or remove successors.

ClosedAdd a Successor to a Task

To add a successor to a task:

  1. Follow the Edit Task procedures above.

  2. Select the Successors tab.

  3. Click Add New in the upper-left corner of the Predecessors table.

    A new row appears in the grid.

  4. Select the successor task name from the Task Name field.

  5. Select the relationship type from the Type field.

    The relationship types are:

    • Start-to-Start: The start date of the successor task is dependent upon the start date of the predecessor task.

      For example, if two tasks had a start-to-start relationship and a lag time of 2 days, the predecessor's start date would be 2 days before the successor's scheduled start date.

    • Finish-to-Start: The start date of the successor task is dependent upon the finish date of the predecessor task.

      For example, if two tasks had a finish-to-start relationship and a lag time of 2 days, the predecessor's finish date would be 2 days before the successor's scheduled start date.

    • Finish-to-Finish: The finish date of the successor task is dependent upon the finish date of the predecessor task.

      For example, if two tasks had a finish-to-finish relationship and a lag time of 2 days, the predecessor's finish date would be 2 days before the successor's scheduled finish date.

  6. Enter the number of lead / lag days between the two tasks in the Lead / Lag Days field.

    Lead time is an overlap between two tasks that are linked by a dependency. For example, if a task can start when its predecessor is not finished, you can specify a lead time in terms of days for the successor task.

    Lag time is a delay between two tasks that are linked by a dependency. Adding lag time—also known as float or a buffer—is a way to add time to a task, and specifies that the successor task cannot begin until that number of days after predecessor completion. It can then be adjusted by the user to remove the slack when the schedule needs to be crashed.

  7. Click outside of the successor row.

  8. Repeat steps 3 - 7 to add another successor.

  9. Click OK.

    The window closes.Your changes are saved.

ClosedRemove a Successor from a Task

To remove a successor from a task:

  1. Follow the Edit Task procedures above.

  2. Select the Successors tab.

  3. Select the successor you want to remove.

  4. Click Remove in the upper-left corner of the Successors table.

    The successor is removed.

ClosedAssignees Tab

For many end users, this tab will serve simply to provide information about task assignees. However, it can be used to add or remove assignees.

ClosedAdd an Assignee

To add an assignee to a task:

  1. Follow the Edit Task procedures above.

  2. Select the Assignees tab.

  3. Click Add New in the upper-left corner of the Assignees table.

    A new row appears in the grid. The row is a field.

  4. Select the appropriate assignee from the Assignee Name field.

  5. Repeat steps 3 - 4 to add additional assignees.

  6. Click OK.

    The window closes. Your changes are saved.

ClosedRemove an Assignee

To remove an assignee from a task:

  1. Follow the Edit Task procedures above.

  2. Select the Assignees tab.

  3. Select the assignee you want to remove.

  4. Click Remove in the upper-left corner of the Assignees table.

    The assignee is removed.

ClosedComments Tab

To add comments to a task:

  1. Follow the Edit Task procedures above.

  2. Select the Comments tab.

  3. Enter your comments in the field.

    You can use the buttons in the toolbar below the tabs to format your comment text.

  4. Click OK.

    The window closes. Your changes are saved.

ClosedDocuments Tab

The Documents tab is where you manage the documents associated with a schedule task.

ClosedAdd a Document to a Task

To add documents to a task:

  1. Follow the Edit Task procedures above.

  2. Select the Documents tab.

  3. Click Add in the lower-right corner of the Document table.

    A field appears.

  4. Click the field.

    The Documents window opens.

  5. 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.

  6. Click Save Documents.

    The window refreshes. The documents are saved to the task.

ClosedDownload a Document from a Task

To download a document from a task:

  1. Follow the Edit Task procedures above.

  2. Select the Documents tab.

  3. Click Download A gray button with an arrow pointing down to a computer. next to the document you want to download.

    A download dialog box opens, asking if you want to open or save the file.

  4. Choose whether you want to open or save the file.

ClosedRemove a Document from a Task

To remove a document from a task:

  1. Follow the Edit Task procedures above.

  2. Select the Documents tab.

    The documents attached to your task appear in the Document table.

  3. Click Delete A small red circular button with a white line through the middle. next to the document you want to remove.

    A dialog opens, asking you to confirm your choice.

  4. Click Yes.

    The document is removed from the Document table.

  5. Click Save Documents.

    The window refreshes. Your changes are saved.

ClosedNotifications Tab

For many end users, this tab will serve simply to provide information about task notifications. However, it can be used to add, edit, or remove notifications. You can add multiple notifications to the same task. Notification emails do not go out immediately - they will be sent out the night they are scheduled.

If you enter 0 in the Notification Days field, the notification will be sent out the same day that the alert conditions are met.

ClosedAdd a Notification

To add a notification:

  1. Follow the Edit Task procedures above.

  2. Select the Notifications tab.

    The notifications associated with the task appear in the Notifications table.

  3. Click < < Add Notify > > link at the bottom-right corner of the Notifications table.

    A window opens.

  4. Enter a name for the notification in the Notification Name field.

  5. Select the type of alert from the Alert Type field.

    The alert type options are:

    • Before Task Complete Notification: Select this alert type if you would like to send a notification X days before the forecast actual completion date.

    • After Task Complete Notification: Select this alert type if you would like to send a notification X days after the forecast actual completion date.

    • Projected End Date Change Notification

    • Forecast End Date Change Notification

  6. Enter the number of days before or after the task completion date a notification should be sent in the Notification Days field.

    Notification days should be entered as a positive number.

    Note:

    This field is used specifically for the Before Task Complete Notification and After Task Complete Notification alert types.

    If you are using the Projected End Date Change Notification or Forecast End Date Change Notification alert types, enter a 0 in the Notification Days field.

  7. Select or clear the following check boxes:

    • Send email to Notification Members: Select this check box if you would like the notification to be sent as an email.

    • Send alert to Notification Members: Select this check box if you would like the notification to be sent as a Dashboard alert.

  8. Select the recipient name from the Project Members field.

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

  9. Click > > to move values from the Project Members to the Notification Members field.

    To remove selections from the Notification Members field, select the recipient name from the Project Members and click < <.

  10. Enter the notification message in the Notification Message field.

  11. Click Update.

    The window closes. The notification appears in the Notifications table.

  12. Repeat steps 3 - 11 to add another notification.

  13. Click OK.

    The window closes.

  14. Click Save Notifications below the Notifications table.

    Your changes are saved.

ClosedEdit a Notification

To edit a notification:

  1. Follow the Edit Task procedures above.

  2. Select the Notifications tab.

    The notifications associated with the task appear in the Notifications table.

  3. Click Edit.

    The link appears next to the notification you want to edit.

    A window opens.

  4. Make your changes.

  5. Click Update.

    The window closes.

  6. Click Save Notifications below the Notifications table.

    Your changes are saved.

ClosedRemove a Notification

To remove a notification:

  1. Follow the Edit Task procedures above.

  2. Select the Notifications tab.

    The notifications associated with the task appear in the Notifications table.

  3. Click Delete.

    The link appears next to the notification you want to delete.

    A dialog opens, asking you to confirm your choice.

  4. Click Yes.

    The notification is deleted. It no longer appears in the Notifications table.

ClosedComplete Task

To complete a task:

  1. Double-click the step.

    A window opens with several tabs for editing the step.

  2. Select Completed from the Status on the General tab.

    Once Completed is selected, the Percent Complete changes to 100% and the Forecast/Actual End date field changes to today's date.

  3. Click OK.

    The window closes. The status of the task changes to Completed.

ClosedDelete Steps

To delete a schedule which has been applied to the transaction or scenario:

  1. Click Delete Steps.

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

    A dialog opens, asking you to confirm your choice.

  2. Click Yes.

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