Configuration Tutorial - Lost & Found

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Document and track lost items effectively to maximize the return-to-owner rate and improve customer service. Use this template to manage all the lost items with ease.

Problem
Managing lost items is challenging - staff having difficulty in handling the lost items return when verifying owner and trace back the object detail.

Objective
Record lost item details - This template stores details of lost items for quickly searching and record owner’s details for security purposes.

Step

1. Recognize and configure all the Information name and type required to create new entry in Lost & Found:

• Employee Profile Module
• Location Found Text
• Date Found Date
• Item Name Text
• Item Category Select
• Item Color Text
• Storage Select
  -(any storage name)
• Expiry Day Select
  -30
  -60
  -90
• Description Multiline Text
• Image Image
• Collected By Text
• I/C Text
• Phone Number Phone Number
• Email Email
• Address Multiline Text
• Signature Signature
• Disposal Type Select
  -Put to waste
  -Donate
• Issued Date Date
• Expiry Date Date
  
  

2. Set automation for the following information by clicking the thunder icon:

When Expiry Date is due, do Advanced
- Trigger After Script:
lost = Module(‘Lost & Found Management’).find(entry.id)
form = Module(‘Lost & Found Management’).execute(‘Disposal’, lost)
result = Module(‘Lost & Found Management’).submit(lost, ‘Disposal’, form)

3. Recognize and configure all the Activity able to perform to change State:

• Return
• Dispose
• Cancel
• Disposal
  

4. Drag & drop to design form that consists of the respective Information for each activity created below:
   
   

Return

• Collected By Required: Enable
• I/C Required: Enable
• Email Required: Enable
• Phone Number Required: Enable
• Address Required: Enable
• Signature Required: Enable

Dispose

• Disposal Type Required: Enable

5. Choose the respective activity and edit the advanced settings:

• Disposal Internal: Enable
  

6. Recognize and configure all the State in the whole Lost & Found:

• Open (initial)
• Pending Disposal
• Donated
• Trashed
• Safely Returned
• Cancelled
• Flow
  

7. Configure Flow by determines a state can flow to which state through specific activity and form a reasonable workflow diagram in whole progress:

• Open > Return > Safely Returned
• (any state) > Disposal > Pending Disposal
• Pending Disposal > Dispose > Donated (Condition: “field(‘Disposal Type’) == ‘Donate’”) or Trashed (Condition: “field(‘Disposal Type’) = ‘Put to waste’”)
• Open > Cancel > Cancelled
  

8. Based on the selected Standard Activity, design the form with following Information below:
   Create

• Employee Required: Enable
• Issued Date Read-Only: Enable, Formula: “DateTime.Today”
• Date Found Required: Enable
• Location Found Required: Enable
• Item Category Required: Enable
• Item Name Required: Enable
• Item Color Required: Enable
• Description
• Image
• Storage
• Expiry Day Required: Enable
• Expiry Date Read-Only: Enable

9. Set automation to the following form of:

   Create

• Backend Script:
  if field(‘Expiry Day’) == “30”:
  classificationData[‘Expiry Date’] = field(‘Issued Date’).AddDays(30)
  elif field(‘Expiry Day’) == “60”:
  classificationData[‘Expiry Date’] = field(‘Issued Date’).AddDays(60)
  elif field(‘Expiry Day’) == “90”:
  classificationData[‘Expiry Date’] = field(‘Issued Date’).AddDays(90)
  calculate()
  
  

10. Create all the Lists with filter condition to allow specific information to be viewed by users:

• All
• Solved Condition: State is Safely Returned
• Expired Condition: State is Pending Disposal
• Disposed Condition: State is Trashed
• Donated Condition: State is Donated
• Archived Condition: State is Cancelled
  

11. Finally, click the “Save” button at top right screen after you done the configuration.

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Related topic
Tutorial - Lost & Found