Lucernex / vx Maintain integration

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

The table below lists security items related to the Lucernex / vx Maintain integration. The table lists the minimum settings required to view data related to the integration. You may decide to give greater or fewer permissions than the ones listed in this section.

*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:

1. Sign into Lucernex.

2. Do one of the following:

   • To open the Location Setup Wizard from the Summary page of the Location module:

     1. Navigate to Location > Details > Summary.

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

     2. Click Add Location.

        This displays 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:

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

        A menu opens.

        

     2. Select Setup Wizards from the menu.

        The Setup Wizard window opens.

     3. Select the Location option.

     4. Select the portfolio you want this location to belong to from the field that appears above the entity options.

     5. Click Next.

        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 field.

     In Lucernex, a Portfolio is the umbrella entity in the system that all other entities belong to. Your organization can use a portfolio for a brand, geographical area, or for any other system of classification.

   • Status : Select the status of the location from this field. The Lucenex 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 field. Regions are subcategories that belong to your portfolio's organizational chart.

   • Longitude

   • Latitude

     Automatically populate the latitude and longitude of your location

     To have the system automatically calculate the location's latitude and longitude:

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

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

        The Geo Location Candidates window opens.

     3. Click the appropriate address in the Address table.

        A dialog opens, asking you to confirm your choice.

     4. Click Yes.

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

   • City

   • State

   • Zip

   • Country

   • Time Zone

4. Click Next.

   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 field.

6. Click Next.

   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:

   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 location:

        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 [Location Name].

   5. Click Finish Assigning Members 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 Next.

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

10. If you want to apply a schedule template to your location:

    1. Select the template you want to use from the field.

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

       You can also click Calendar to open the Date Picker and select the appropriate date.

    3. Enter the end date of your schedule in the End On field.

       You can also click Calendar to open the Date Picker and select the appropriate date.

11. Click Finish.

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

To add an asset to an equipment contract:

1. Sign into Lucernex.

2. Navigate to Equipment Contract > Details > Summary.

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

3. Click Edit.

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

   The page becomes editable.

4. Scroll down to the Assets table.

5. Click Find Equipment.

   The Find Equipment window opens.

   When the Find Equipment 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. Do one of the following:

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

   • Type the name of the asset in Asset.

     Important!

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

7. Click Search button to the right of Asset.

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

   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 window does not filter out assets that have already been added to an equipment contract.

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

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

9. Click Add Selected Assets.

   Lucernex begins to add the assets to your equipment contract. Once the assets have been added, the 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 window.

To access the Equipment Detail page in vx Maintain from Lucernex:

1. Sign into Lucernex.

2. Navigate to Equipment Contract > Details > Summary.

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

3. Click Edit.

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

   The page becomes editable.

4. Scroll down to the Assets table.

5. Click Find Equipment.

   The Find Equipment window opens.

6. Click Create Asset.

   A new tab opens. Your browser will prompt you to Sign in to 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:

1. Sign in to vx Maintain.

2. Select Roles from the Verisae 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.

   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.

   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.

   This setting appears in the External Resources table.

9. Click Save 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:

1. Sign in to vx Maintain.

2. Select Roles from the Verisae 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 Mobile Role Detail link in the Roles menu.

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.

8. Click Save 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:

1. Sign in to vx Maintain.

2. Select Sites from the Sites field 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 New at the bottom-left corner of the Site Equipment table.

   The Equipment Detail page opens.

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

   The Equipment Type 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 Select.

   The 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 field.

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

    The Department 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 Select.

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

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

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

    Verisae Tag Number 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 Serial #.

16. Click Search button to the right of Supplier.

    The Supplier window opens.

17. Select the supplier from the Supplier table.

    The selected supplier row will have an orange background color.

18. Click Select.

    The window closes. The supplier appears as selected in Supplier.

19. Select the condition of the equipment from Asset Condition.

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

20. Enter any comments about the equipment in Comment.

21. Select the status of the equipment from Status.

    The value of Status 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 Operational Status.

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

23. Click Search button to the right of Parent.

    The Equipment window opens.

24. Select the parent equipment from the Equipment table.

    The selected equipment row will have an orange background color.

    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 Select.

    The window closes. The equipment appears as selected in Parent.

26. Click Save.

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

    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:

1. Sign in to vx Maintain.

2. Select Sites from the Sites field in the toolbar at the top of the page.

   The Site List page opens.

3. Select the appropriate site from Site List.

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

4. Click External Information in the Sites menu.

   The External Information page opens.

5. Select one of two options from the field:

   • Show Project Information

   • Show Lease Information

6. Click Submit.

   • 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.

   • 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.

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

1. Sign in to vx Maintain.

2. Open your Dashboard.

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

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

3. Click Create Work tile.

   The Create Work Order page opens.
   

4. Select the site from the Site field.

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

5. Click 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.

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.

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

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

   Lucernex opens to the responsibility in a new tab.