Forms (Client)

Forms are used to abstract non-lease documents. Form Templates containing the Attributes and Provisions of non-lease documents are created, and then the document is abstracted using the Template associated with the document (i.e., an elevator maintenance contract would be abstracted using a service contract Form Template).

Abstracting Non-Lease Documents Using Forms

1. Select Forms from the Navigation Tree and click “New Form” in the Pane 1 Toolbar; the following “Add Form” window appears:
2. Enter data into the following fields:
   1. Add Type: Select “New” if the Form will be created from scratch. Select “Copy” if any existing Form will be used as the starting point to abstract the non-lease document.
   2. Source: If the “Add Type” per step 2(1) is (i) “New,” select whether the Form Template to be used is located at the “Client” or “Project” administration level; (ii) “Copy,” select whether the existing Form to be copied is located at the “Client,” Project,” or “Building” administration level.
   3. Source Client: If the “Source” per step 2(B) is “Client,” “Project,” or “Building," select the Client where the Form Template or existing Form is located.
   4. Source Project: If the “Source” per step 2(B) is “Project” or “Building,” select the Project where the Form Template or existing Form is located (this drop down box is populated with the names of Projects for which the user has access rights belonging to the “Client” selected in step 2(3)).
   5. Source Building: If the “Source” per step 2(2) is “Building,” select the Building where the existing Form is located (this drop down box is populated with Building names to which the user has access rights within the “Project” selected in step 2(4)). Note: Form Templates do not exist at the Building level; therefore, if the “Add Type” is “New” (i.e., a Form Template is being used), the Source Building field is unavailable for data entry.
   6. Source Template: If the “Add Type” is “New,” select the Form Template located at either the Source Client or Source Project (based upon the selections made in steps 2(2), 2(3) and/or 2(4) above) that reflects the document to be abstracted.
   7. Source Form: If the “Add Type” is “Copy,” select the existing Form to be copied.
   8. Form Name: Type in a descriptive name for the Form.
3. Click “Save.” The Form tree appears and the Form General screen will be active.
4. Click “Edit” and add/edit information related to the Forms Status, Name/Description, and Dates (the effective and end dates reflect the commencement and expiration dates of the term for the document being abstracted).
5. Select “Documents” from the Form Navigation Tree.
6. Click "Add” in the Pane 1 Toolbar and enter data in the following fields:
   1. Document Name: Enter the document name.
   2. Execution Date Type: Select one of the following:
      • Illegible: The date exists but is not readable.
      • Invalid: The date exists but is not a valid date (i.e., 02/30/2010).
      • Missing: The document has no date.
      • On: The date exists and is a valid date.
      • Partial: The date exists but is missing either the month, day and/or year (i.e., June 2010; March 22nd, etc.).
   3. Execution Date: Enter the document date. Note: This is not a date field. The user can enter the date exactly the way it is to appear on the Form abstract (i.e., the user can type in “missing," “June __ 2010, etc.)
   4. Inventory Status: Select one of the following:
      • Complete: The full document with all pages has been provided.
      • Illegible: All or part of the document cannot be read.
      • Missing Document: The document was not provided for abstracting, even though the user is aware of its existence.
      • Missing Exhibits: Some or all of the exhibits have not been provided.
      • Missing Pages: The document is missing pages.
      • Unexecuted: The document is not executed by any or all of the signatories. If any selection other than “Complete” is made, a Note should be added to the document record explaining the issue (enter the Note after the record has been saved).
7. Click “Save” in the Pane 1 Toolbar.
8. Highlight the row in Pane 1 containing the new document record. Pane 2 appears with additional informational fields related to the highlighted document. Click “Edit” in the Pane 2 Toolbar and enter the following information (none of the fields in Pane 2 are required):
   • Receipt Date: Enter the date the document was received for abstracting.
   • Medium Type: From the drop down box, enter the medium type that best describes the version of the document provided for abstracting.
   • Physical Location: Enter a description of the physical location of where a copy of the document may be found.
     • URL: If the document medium type is “Electronic,” enter the URL where the document may be found.
     • User Doc Name: Enter a secondary name that may be used to identify the document.
     • Upload File: Browse to the location where the document is located (may be in the Form of a .pdf file, Word file, etc.) and upload the file into the rAbstract database. Once uploaded, the document may be viewed directly from within rAbstract.
     • Document Description: Type in a brief description of the document contents.
9. Click “Save” in the Pane 2 Toolbar.
10. Select “Contacts” from the Form Navigation Tree on the left.
11. Click “Add” in the Pane 1 Toolbar and enter data in the following fields:
    • Organization Name (Required Field)
    • Contact Name
    • Contact Type (drop down box is populated with selections as the Contact Type LookUp. If an additional Contact Type is needed, one may be added by a Client administrator).
    • Primary Phone
    • E-mail Address
12. Click “Save” in the Pane 1 Toolbar.
13. Highlight the row in Pane 1 containing the new contact record. Pane 2 appears with additional informational fields related to the highlighted contact. Click “Edit” in the Pane 2 Toolbar and enter data in any of the available fields (none of the fields in Pane 2 are required).
14. Click “Save” in the Pane 2 Toolbar.
15. Select “Attributes” from the Form Navigation Tree. Pane 1 will populate with the Attributes per the Form Template that was selected when the Form was added (if the Add Type was “New”) or with the Attributes per the copied Form (if the Add Type was “Copy”).
    1. In Pane 1, highlight the Attribute for which data is to be added/edited.In Pane 2, highlight a Provision associated with the Attribute selected in Pane 1 and click “Edit.”
    2. Enter the Document and Section references from the applicable document where the data to be abstracted is located.
    3. Click the “Save” button at the top of Pane 2.
    4. Highlight the Provision in Pane 2 for which the Document and Section references were just added per step 7(B). Click “Edit” in the Pane 3 Toolbar and abstract the applicable data for the selected Provision. After the data has been entered , spell check as necessary.
    5. Click “Save” in the Pane 3 Toolbar.
    6. Repeat steps 15(1)–(5) for each of the remaining Provisions for the highlighted Attribute.
    7. Highlight the next Attribute, per step 15(1) and abstract each Provision, per steps 15(4)-(5). Repeat for each Attribute until all Attributes and associated Provisions are abstracted.