TOPS v3.2.1 Calendar/Scheduler User Guide. By TOPS Software, LLC Clearwater, Florida

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1 TOPS v3.2.1 Calendar/Scheduler User Guide By TOPS Software, LLC Clearwater, Florida

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3 Document History Version Edition Date Document Software Trademark Copyright First Edition Second Edition TOPS-CLD-Beta TOPS-CLD-AA The names of actual companies and products mentioned herein may be the trademarks of their respective owners. Without limiting the rights under copyright, no part of this document may be reproduced, translated to another language, stored in, or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical photocopying, recording or otherwise), for any purpose, without the express written permission of TOPS Software, LLC. Unless otherwise noted, the example companies, organizations, products, domain names, addresses, logos, people, places and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, address, logos, person, place and event is intended or should be inferred. Copyright 2007 TOPS Software, LLC, Printed in the United States of America. Disclaimer This document is provided by TOPS Software, LLC as a reference and help tool while using the TOPS Calendar/Scheduler product. Illustrations used in this guide may display screens with modules, features, and or functions that may not be part of the TOPS v3.2.1 version you are currently running. Additionally, the most recent updates to the product may not be reflected in this document. It is assumed that the user of this guide is familiar with basic Windows functionality and navigation tools. Refer questions regarding the use of Windows Explorer to your system administrator.

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5 Contents SECTION INTRODUCTION... 1 Features... 2 SECTION TOPS V3.2.1 CALENDAR OVERVIEW... 3 Menu Bar... 3 Calendar View... 4 Filter by... 5 TOPS Functions... 5 SECTION USING CALENDAR/SCHEDULER... 7 Starting Calendar... 7 Defining TOPS Calendar Control Info... 8 Scheduler Settings Tab... 8 View Preferences Tab... 8 Color Defaults Tab... 9 To Add an Event Special Options tab Define a Recurring Event Association Tab View Calendar Filter by Edit Change Event Details Change details for a Recurring Event Print Calendar Import and Export Calendar Data Import into TOPS Calendar Export Data from TOPS Calendar SECTION TOPS SCHEDULER Schedule a Task View Scheduled Tasks Reminders Internet Services or Auto-run Functions Edit Scheduler Tasks Reminder Pop-up Reminders Tab Auto Run Tab... 33

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7 Section 1 INTRODUCTION The TOPS Calendar/Scheduler offers a complete calendaring system that allows you to schedule, run and assign tasks and services on a recurring or one time basis. Many of the features in TOPS v3.2.1 are dedicated to helping you maximize your efficiency and help you manage your business. Property Managers with large portfolio find the TOPS Calendar/Scheduler an especially helpful tool when managing their daily personal and business schedules and tasks. Access to TOPS Calendar/Scheduler is secure requiring users to log in to TOPS v3.2.1 using their user names and passwords. The ability to create events such as TOPS Functions is user specific; it require module access, functionality, and community access which are all based on User Group permissions as defined in TOPS v3.2.1 Users and Passwords. While the TOPS Calendar/Scheduler functions are integrated, each element is able to run independent of the other as well as independently of the TOPS 2000 v3.2.1 system. For example you can keep the Calendar open without keeping TOPS v3.2.1 open. You can schedule events such as Meetings, Phone Calls, TOPS Functions, Internet Updater in Calendar and they will appear automatically in Scheduler. Hover your cursor over an event or line item to open a popup displaying the user created Event Name. TOPS Calendar/Scheduler User Guide 1

8 The Scheduler can be used to create events, tasks, and setup automatic processes such as Internet Backup, Job Streaming, and Third-party uploads. The scheduled items are automatically added to your TOPS Calendar. If you wish you can then track all your scheduled items in your calendar using a view option of your choice. Features Click to select an event or line item and right-click your mouse to reveal additional menu options. The following is a list of features you will find the TOPS Calendar/Scheduler: Set and keep track of all events: work and personal Use the Scheduler to setup automatic runs of one-time or recurring tasks such as: Online Payments Internet Backup Job Streaming Internet Updater Third-Party Uploads: AssociationREADY, GetDocsNow Community Web Sites CAB uploads for CAB users Task Log (to do list) Set automatic event reminders Alerts that a task, meeting, or appointment is pending or about to begin in a designated amount of time Assign tasks to other TOPS users Open functions such as Cash Receipts or Scheduled Charges from the Calendar Search option by titles, categories, locations, dates, or by navigating the graphical calendar interface 2 User Guide TOPS Calendar/Scheduler

9 Section 2 TOPS V3.2.1 CALENDAR OVERVIEW The TOPS Calendar provides the standard calendar views: by Day, (Five Day or, Seven Day) Week, and Month. In the daily view time is measured in 30 minute increments. TOPS functions, appointments and events can be color coded for at-a-glance identification in each of the different views. There is also a Task Log or to do list. The default view is set to Monthly, as seen in this example. The scroll arrows located in the Calendar title bar allow you to easily navigate forward and back through the calendar. The small reference calendars located in the left margin also provide navigation, and date selection functionality. MENU BAR The Menu bar consists of the following buttons: TOPS Calendar/Scheduler User Guide 3

10 Add an Event Events are General, Meeting, Phone Call, TOPS Function, and Preventative Maintenance. Schedule a Task Enables you to schedule Internet Tasks, such as Internet Updater, Online Payments or Internet Backups. Print Calendar Allows you to a monthly, weekly, or daily calendar including details and the Task Log. Import Allows you to import data in the.csv file format into the TOPS Calendar. The Outlook import/export structure is used to simplify field mapping. Export Allows you to export Calendar data into a.csv file format. The Outlook import/export structure is used to simplify field mapping. Control Info provides options which will define when the Scheduler is activated, for example at Startup of Windows, or when you login to TOPS V You can personalize your calendar with a 5 or 7 day weekly view option and select defaults for event color preferences. Community Selector Drop Down list allows you to view Calendar events within a selected community. CALENDAR VIEW Change the Calendar view to Daily, Weekly, Monthly or reveal your Task Log simply by clicking one of the buttons located in the right margin of the calendar. Calendar Default View Notes: The holiday information provided with the TOPS Calendar/Scheduler will be updated as needed in advance of the following New Year through the Internet Updater. 4 User Guide TOPS Calendar/Scheduler

11 Filter by The Filter by box, located in the left margin of the calendar allows you to select the events and tasks you wish to have displayed in the calendar view. See only those Event types and status you wish in your calendar. The Filter by dropdown list box allows you to select the Event status you wish to view, they are: All Items, Open Items, Pending Items, Pending & Open, Completed Items and Cancelled Items. TOPS FUNCTIONS With the TOPS Calendar/Scheduler you have the added benefit of having your calendar integrated with TOPS V3.2.1 functions such as A/R, and Job Streaming. The following table lists all the Modules and the functions within each module you can currently access from your TOPS Calendar/Scheduler. Module Accounts Receivable CC&R Check Reconciliation Community Fact Sheet General General Ledger Global Functions Commands (Functions) Apply Interest Batch Adjustments Create Coupon Folder Late Fees Misc. Receipts Prepaid Credit Process Collections Scheduled Charges SouthData Statement Batch Close Batch Entry CC&R Records Reminders Form Letters Violation Actions Bank Transfers Reconcile Bank Accounts Community Fact Sheet Form Letters Phone Messenger Report Defaults Journal Entries Recurring Journal Entries Bank Lockbox Direct Debit (ACH) TOPS Calendar/Scheduler User Guide 5

12 Module Owners Payroll Work Order Global AP Officer Labels Mailing Labels Pool Pass Employee Manual Payroll Process Payroll Commands (Functions) Service Requests Work Orders 6 User Guide TOPS Calendar/Scheduler

13 Section 3 USING CALENDAR/SCHEDULER The TOPS Calendar/Scheduler allows you to coordinate and run your TOPS business processes while tracking your daily appointments and global Tasks all from one place. When creating an event you can define who may view events by selecting from the following options: private, public or community. Community specific events will only appear in that community. Global processes or Tasks such as Job Streaming or Internet Backup will appear in all calendars. The first time you open the TOPS Calendar/Scheduler you will be required to define Control Info settings and defaults. These settings allow you to personalize your calendar views. But more importantly, Control Info allows you to select the best Scheduler startup scheme for your system or networking configuration. Reminders a Calendar feature, and Internet Services tasks are both set up to run automatically without the need for Calendar to be open or dependent on the Scheduler being on activate. Scheduler will provide Reminder pop-ups to let you know a scheduled event or task is imminent, or will begin after a certain amount of time elapses. When you receive a Reminder, if you prefer, you can delay the task simply by clicking the Snooze button and selecting an amount of time until you are alerted again. TOPS Function reminder provides the option to open the TOPS Module so that you may initiate the process. For example, if the event entry type is TOPS Function and you select Account Receivables Module, and the command is Cash Receipts; the A/R Enter Cash Receipts window for the selected community will appear at the scheduled time. At which point you may begin entering your Cash Receipts without having to open TOPS v STARTING CALENDAR Calendar will run independently of TOPS v3.2.1 but you must first open it in TOPS. 1. Start TOPS v Log in and select a community. 3. From the TOPS Main menu, Click File. 4. Select Calendar from the drop down menu. or 5. Press <F9> key from the TOPS Main window. 6. The TOPS Calendar Control Info window appears and the Scheduler icon appears in your Windows taskbar tray. TOPS Calendar/Scheduler User Guide 7

14 Defining TOPS Calendar Control Info The TOPS Calendar Control Info window contains three Tabs, they are: Scheduler Settings, View Preferences and Color Defaults. You may elect to use the default settings for View Preferences and Color Defaults but you must select a Scheduler setting. Please review the Scheduler Settings options and select the one that best fits your system and or networking needs. Scheduler Settings Tab The Scheduler Settings options are: Run at TOPS Login while this option is the default setting it is NOT recommended. Run in Windows Startup this setting is Recommended for User Workstations but note that the Scheduler function will be interrupted if you use Energy Saver or Screen Saver Windows Display Properties that log you out of Windows, requiring a password login. Run as a Windows Service this option is Recommended for Data Servers. Run as a Service and at Startup - this option is recommended when you have users off site that will be logging into Remote Host Servers. If you run any automatic functions such as the following Internet Services: Internet Updater, Internet Back, Online Payments, and 3rd-party uploads, you will want a setting that does not require that a user be logged on to Windows, or TOPS v If in doubt, TOPS recommends the Run as a Windows Service. With this option you simply leave your server running and the Internet tasks will run as scheduled. Important! We recommend scheduling automatic functions such as Internet Backup on the server only. DO NOT schedule the same task from multiple workstations. The last item on the Scheduler Settings tab is the Use TOPS Scheduler checkbox. Click this checkbox to activate the Calendar Scheduler. If you do not activate the Calendar Scheduler, the previous version of Scheduler will run when activated from the TOPS main menu. 8 User Guide TOPS Calendar/Scheduler

15 View Preferences Tab View Preferences allows you to select default settings to define the time of day your day begins and the start and end time for your workday for the Daily view. Select either a five (5) or seven (7) day week for your Weekly view. In addition to US and Christian holidays you may also display holidays from several other regions. Color Defaults Tab Event and Task items are color coded for at-a-glance recognition. You may use the default Events and Tasks background color scheme or select a new color scheme. You may also select a Foreground color (text color) for event labels. Note that White text maybe difficult to see when used on a very pale background. Colors Defaults are the same for Daily/Weekly/Monthly views of Calendar. You can color individual or recurring appointments and meetings manually when you create events or simply use the defaults set for each Event Type. Manual coloring always take precedence over automatic coloring, so if you have applied manual coloring to an item, automatic coloring is not applied to that event. The text for a Completed Item will turn to green and the text for a Cancelled Item will change to red. These defaults cannot be changed. TOPS Calendar/Scheduler User Guide 9

16 TO ADD AN EVENT When adding an event to your calendar you can restrict the event by making it Public or Private. If you assign an event to another TOPS user, the assigned events will appear on both your calendars until it is completed. If TOPS Function is selected as the Event Type, the Restriction will default to community. You must select a community in which the planned TOPS Function will be performed from the Association Tab or the event will be scheduled in the current community by default. To add an event, from the TOPS main menu: 1. Click File, and Select the Calendar option or Press <F9>. 2. The Calendar window appears. 3. Click the Add an Event button on the Menu bar. 4. The Add / Edit an Event window appears. Add/Edit an Event Window 5. Enter a name for the event in the Event Name field. 6. Click the Event Type down arrow and select a type. The types are: General: Is the setting for a generic event, you can further define it by additional information in the Description field, it can be restricted to private, public or community. Meeting: The Meeting Event Type is similar to General. This event is an activity that may last an hour or all day long. You can still have other items appear in your schedule for that day. Phone Call: Record a time to make a phone call. TOPS Function: Schedule a reminder and the activation of the window for a particular TOPS function. Prvnt Maint: Scheduled maintenance project may be converted into a Work Order later. 10 User Guide TOPS Calendar/Scheduler

17 Event Types such as TOPS Function and Prvnt Maint when selected will reveal fields that provide options specific to those events. For example, when viewed in the Edit mode a Prvnt Maint event will display a Convert to Work Order button. When clicked the Prvnt Maint event status is changed to complete and the information is converted into a Work Order in TOPS v If you selected TOPS Function you will see two additional fields after the Description textbox, see Modules and Commands table above for a complete list of options. 7. Click the Restriction down arrow and select where an event will be viewed. The restriction types are: Public Events designated as Public are not restricted by community filters and will appear in all TOPS user s calendars. Internet Services and Holidays by default will always be Public. General, Phone Call, and Meeting event types allow you to set the Restriction Public or Private. Private The Private Restriction when used with event types: General, Phone Call, or Meeting will create events only visible in the originators calendar and the Assign To users calendar. Community The community restriction is exactly that, any event created for a specific community can only be viewed in that community s calendar. 8. Open is the default for Status and appears grayed out in the Add Mode. It becomes activated in the Edit mode. Note: For auditing purposes events may not be deleted from the Calendar. However, they can be cancelled. To delete an event, simply change the Status to Cancelled and the event will be hidden from view. 9. Click the Assign To dropdown arrow if you wish to assign the event to a TOPS user on the list. 10. Enter a Start Date and Time for the event. 11. Click the All Day checkbox if the event is an all day event or 12. Enter an End Date and Time for the event. 13. In the Description field, enter details or additional information about an event. 14. For TOPS Function Event Click Module drop down arrow and select the Module. 15. For TOPS Function Event Click Command dropdown arrow and select the command or process associated with the Module you wish to run. Special Options tab On the Special Options tab, you'll find the Reminder drop down list displaying various times to choose for a reminder popup to appear in advance of an event. You may change the colors displayed for the current event only by selecting new colors for the Background Color and Foreground Color that will override current or default settings for this event type. TOPS Calendar/Scheduler User Guide 11

18 To set a Reminder time for an event: 1. Click the Reminder dropdown arrow. 2. Select a reminder time frame prior to the event in which to receive the alert. 3. If you don't want reminders at all in new calendar entries then use the default setting of No Reminder. Define a Recurring Event Note: Reminders for all day events will always default to hours. You cannot change this default, but you can change the reminder for a specific event by opening the event and selecting a new length of time from the list. A Recurring Event is one that will appear repeatedly on your calendar based on a specific schedule. You will receive a Reminder each time the event is due. The frequency options are: Do not Repeat, Daily, Weekly, Monthly, and Yearly. Based on the frequency selected you will be given additional options to further refine your schedule with appropriate options. 4. Click the Recurrence Tab. 5. Set up the desired recurrence pattern. Select frequency: Daily, Weekly, Monthly, Yearly. Each frequency option enables you to further set the schedule by day of the week or day of the month. Association Tab The Association tab is used to select the specific community for which an event or task has been added. The lookup tool is used to locate a homeowner s address. It is also found in the Association tab. 6. Click the Association tab. 7. Click the Community dropdown arrow and select the community. 8. Use the Key Word smart search field to locate a homeowner/address. 12 User Guide TOPS Calendar/Scheduler

19 9. Click Finish from any tab to save settings. VIEW CALENDAR Select from three different view options to track your tasks and events. Each view provides scroll arrows that allow you to scroll depending on the view selected one unit (day, week, or month) forward or back. Right click the time slot to reveal options to Add an Event or Schedule a Task. Filter by In the Filter by section select the appropriate filters to display only those items you wish to see in the Calendar view. The selected Filter options set the event status and types that will display in all the views including Task Log. TOPS Calendar/Scheduler User Guide 13

20 Daily View Weekly View Monthly View Note: an icon with a down arrow and ellipses will appear at the bottom of a time increment indicating there are more items than can be shown in the space provided. 14 User Guide TOPS Calendar/Scheduler

21 You may view the calendar for a specific community without switching communities in TOPS, simply select the community name from the drop down list located on the menu bar. None displays events with the Restriction of Public or Private. All Communities will display all events except CC&R, Work Orders, and events marked Private for all communities you may access. Even with CC&R and Work Orders excluded it may generate a huge number of events. To use All Communities effectively, limit the number of items displayed by using Filter by options to select a status and events types that you wish to view. The All Communities option is most useful in the Task Log view. To View all items in a list format simply Click the Task Log button located in the right margin of the Calendar. EDIT To edit an Event date or time, you may simply click the event and drag and drop it in to a new day or time depending on the event duration and the Calendar view you are using. Change Event Details To change event details such as who may view the event or descriptions, or the recurrence pattern, you will need to open the event. Open an event from any Calendar view: 1. Click to select an Event. 2. Double-click the Event to open it. Or right click on an event then select Edit. 3. The Add\Edit Event window appears displaying details for the selected event. TOPS Calendar/Scheduler User Guide 15

22 4. Place your cursor in a field and enter new text or Click the down arrow and select a new option. 5. Edit date and time by entering the range that you desire. Change details for a Recurring Event 1. If you want to change the recurrence pattern, Click the Recurrence tab to open. 2. Make desired changes to the recurrence pattern. 3. Click the Apply To: drop down arrow to select whether the edits apply to the current task only, or the change should be made to all future occurrences too. Note: Events and tasks that occurred in the past will not be rescheduled by changing recurrence settings. 4. Click Print, to print details for this one event. 5. Click Finish to save changes and close the event. 16 User Guide TOPS Calendar/Scheduler

23 PRINT CALENDAR You are able to print a copy of your Daily, Weekly or Monthly calendars. By defining a date range you can print several days, weeks or months depending on your selected date range. The Daily print option will print your events and tasks based on your Filter by selections within a date range in a daily calendar format. The Weekly print option will print your events and tasks based on your Filter by selections within a date range in your weekly calendar format. TOPS Calendar/Scheduler User Guide 17

24 The Monthly print option will print your events and tasks based on your Filter by selections, within a date range shown in a standard monthly calendar format. Detailed Report will print a report from the Print Preview listing events by status, date, including details and notes within a selected date range. Select a status, select the print orientation (Portrait or Landscape). 18 User Guide TOPS Calendar/Scheduler

25 Task Log Report will print a report from the Print Preview listing events by status, date, including details and notes within a selected date range. Select a status, select the print orientation (Portrait or Landscape). To print the calendar: 1. Click the Print Calendar button on the toolbar. 2. The Print Calendar window appears. 3. Select the desired Print Option. 4. Enter a Start Date for the Print Range. 5. Enter an End Date for the Print Range. 6. Click Print. 7. The Print window appears. TOPS Calendar/Scheduler User Guide 19

26 8. Select the printer Name for your print output. The default setting will be your network printer. 9. Click OK. To Preview the Calendar on screen: 10. Click the Print Preview button to preview your calendar before printing. 11. The Print Preview window appears. 12. Click Close, to close the Print Preview without printing. or 13. Click the Print Icon to proceed with the print command. 14. The Calendar will print to your default network printer. IMPORT AND EXPORT CALENDAR DATA The TOPS Calendar provides Import and Export functionality to give you flexibility when using other programs and mobile devices such as Pocket PC s. But because there are countless off-the-shelf and proprietary software in use by our customers, creating an import and export interface for each is simply impossible. Therefore, in order to provide the most flexibility TOPS Calendar will use the standard.csv (comma separated value) format to import and export data. The.csv format is the most commonly used and widely supported format for data exchanges between most applications. To simplify field mapping between TOPS Calendar and other proprietary calendar software, TOPS has also adopted another standard, and that is the Microsoft Outlook import/export structure. Import into TOPS Calendar To import data from your proprietary calendar software into TOPS Calendar you must first export your calendar data into Microsoft Outlook. To do so, follow instructions 20 User Guide TOPS Calendar/Scheduler

27 provided to export in.csv format to Microsoft Outlook. Some calendar software may instruct you to Synch to Microsoft Outlook rather than export your data. Once your data is in Microsoft Outlook, follow MS Outlook instructions to create your data file in.csv for the purpose of importing the calendar data in to the TOPS Calendar. Be sure to note the name and location of the file that is created. All Outlook Calendar entries will be imported as a TOPS General Event Type. Now that you have an export file in the.csv format that you created using Microsoft Outlook, Start TOPS v3.2.1 and login. 1. Press <F9> to open the Calendar. 2. Click Import on the Calendar toolbar. 3. The TOPS Calendar Import window appears. 4. Click the Ellipses button right of the Select file to import to open the browser. 5. The Open browser window appears. 6. Locate your.csv file. 7. Select the file you wish to import, and Click Open. 8. You are returned to the TOPS Calendar Import window. TOPS Calendar/Scheduler User Guide 21

28 9. Click Next, if the correct file name appears in the Select file to import field. 10. The Select Events to Import window appears. 11. Click the checkbox to the left of each event you wish to import or Click the select all checkbox in the window headers. 12. Click Finish. 13. The Import Confirmation window appears. 14. Click OK. Export Data from TOPS Calendar Start TOPS v The from the TOPS V3.2.1 main menu: 1. Press <F9> to open the TOPS Calendar. 2. Click Export on the Calendar toolbar. 22 User Guide TOPS Calendar/Scheduler

29 3. The TOPS Calendar Export window appears. 4. The only export file format is.csv. 5. The default location is in the TOPS v3.2.1 root directory. In the example above it is: C:TOPS2000\MASTER\CALEXPORT\ The system will automatically assign a default name to your export file which is TOPSCalendarExport_[current date].csv. You may create of name of your choosing. 6. Click the Ellipses to the right of the Save exported file as: field. 7. The Browse for Folder window appears. You may create a new folder within the CALEXPORT folder or save the export file to a location of your choice using the browser. 8. Select the folder or create a new folder, name the new folder. 9. Click OK to save the file name and location. 10. Select a Start Date and an End Date. 11. Click Next. TOPS Calendar/Scheduler User Guide 23

30 12. The Select event(s) to export window appears. 13. Click the checkbox in the header row to select all, or click the checkbox for only those items that you wish to export. It may be easier to select all then deselect those items you do not want to include in the export. 14. Click Finish. 15. The Export Confirmation window appears. 16. Note the file name and location then Click OK. 24 User Guide TOPS Calendar/Scheduler

31 Section 4 TOPS SCHEDULER In the preceding sections the focus was on the TOPS Calendar and how to use the various features. In this section, we will discuss the Scheduler as a stand alone application. Remember that both the Calendar and Scheduler can be opened independently of one another. Events entered in the TOPS Calendar will automatically appear in the Scheduler and Scheduler Events will automatically be added to the Calendar. TOPS Scheduler provides the same functionality as does TOPS Calendar for scheduling Events and Tasks. The Scheduler displays information in a list format based on the Event Type selected. Each Event type will also display command buttons with links to a feature or module specific to the selected event type. Event or Task Command Buttons Reminders Internet Services Job Streaming Clicking the Add icon Opens the Job Streaming Module TOPS Calendar/Scheduler User Guide 25

32 Work Order Clicking the Add icon Opens the Work Order Module CC&R Clicking the Add icon Opens the CC&R Module For example, If you use the TOPS Job Streaming Module, when you click the Add button the TOPS Job Streaming Module will open allowing you to define or select a Job Streaming job. (Refer to the Job Streaming User Guide for instructions on how to setup a job.) Events requiring community identification will display a Community Selection field such as the ones for Work Order and CCR in the table above. SCHEDULE A TASK The purpose of this feature is to allow you to setup Tasks to run automatically. If you wish to run a task or event now, go to TOPS v3.2.1 and execute the task from the main menu or from within the associated Module. Note: In order to use the Calendar Scheduler feature as described below you must have first selected the Use TOPS Scheduler checkbox in the Scheduler Settings tab under TOPS Calendar Control Info. Look for the Scheduler icon in Windows system tray. To open the Scheduler from TOPS v3.2.1 : 1. Click Automate on the main menu. 2. Select Scheduler option from the drop down menu. 3. Click Schedule Tasks. or 26 User Guide TOPS Calendar/Scheduler

33 4. If Scheduler is already activated Double-click the Scheduler icon located on your Windows system tray. 5. The TOPS Scheduler window appears. 6. Click the drop down arrow to display the list. 7. Select an Event or Task. (In the example, above Internet Services was selected.) 8. Click the Add down arrow to display the list of available Type options. The Add down arrow will display Type options applicable to the Event or Task selected. Once you select an event or task type, when you click the Add button you will transition to the appropriate window to create that event or task. 9. The Schedule Internet Tasks window appears. In this example the Task is Internet Services, and the Task Type is Community Web Sites. Had you selected Reminders, then the Reminder event types (General, Phone Call, Meeting, TOPS Function or Prvnt Maint. set to that event would appear the Add/Edit Event window as described in Section 3. TOPS Calendar/Scheduler User Guide 27

34 TOPS Scheduler: Internet Services 10. Step 1 will appear with Type and Name fields displaying your selection. Tabs for Step 2 and Step 3 appear only if applicable. The Start Date and Start Time fields default to current day and time. The Start Time must be changed to a time greater than the default. 11. Enter a Start Date. 12. Enter a Start Time. 13. Click Next. 14. Step 2 window appears. 15. The default setting is Do Not Repeat. 16. To make this a recurring Task, define a recurrence pattern. Select the frequency, Daily, Weekly, Monthly, Yearly. 17. Depending on the frequency selected additional options will become available to further define when this task will run. 18. Select a Set End Date if this Task will run for specific start and end date range. 19. Click Next. 20. Set Options tab appears only if the task requires selecting communities, or if you have elected to create an Internet Backup task, then backup groups that were defined in TOPS Files and Folders Backup will be displayed. 28 User Guide TOPS Calendar/Scheduler

35 21. To select all items listed Click the checkbox in the header row. or 22. Click the checkbox to the left of only those community names you desire to be included in this Internet Task. 23. Click Finish. VIEW SCHEDULED TASKS Reminders When you open the TOPS Scheduler the default view is the Reminders list. Reminders and Auto run Functions are listed by category. Simply click the down arrow and select the category you wish to view. Reminders are those items which require a user to do something; for example run a TOPS Function, make a phone call, attend a meeting, or keep an appointment. Typically Reminders will provide you with an alert prior to the start of an event. Clicking the column headers reveals an arrow, by clicking the arrow you are able to sort items in ascending or descending order in each category. Reminders List TOPS Calendar/Scheduler User Guide 29

36 Work Order List To see details associated with an item, simply Double-click the line item. The Event, Scheduler or Module window will open displaying the details for that scheduled item. Note in the CC&R list below, the Next Action column header is displaying a down arrow. By clicking a column header you can sort items in ascending or descending order. CC&R List 30 User Guide TOPS Calendar/Scheduler

37 Internet Services or Auto-run Functions Auto-run functions such as Internet Services, while they appear on the TOPS Scheduler, DO NOT require user intervention to run. They simply start on the dates and or days and times as defined in the setup. Auto run functions will display the Last Run date and time and the Next Run date and time a function is scheduled to run. If you Click the Calendar icon located in the top right of the window the full calendar will open. TOPS Scheduler in Calendar view TOPS Calendar/Scheduler User Guide 31

38 EDIT SCHEDULER TASKS To edit a task in the Scheduler, open the task by doubling-click the line item. Once the appropriate window appears make changes as needed then save your changes following the save and exit routine for that event, task, or module. There is an exception found in the Reminders list, if you click the date in the Next Run column a calendar will appear allowing you to change the date of the next run date only. To edit additional details of an event you must click the Reminder s name to open the Add/Edit Event window and make your changes. Reminders List REMINDER POP-UP The TOPS Reminder pop-up dialog box will appear for events which have been setup to provide an alert prior an event start time and for scheduled auto run TOPS Functions. Reminders Alert 32 User Guide TOPS Calendar/Scheduler

39 Reminders Tab When the TOPS Reminder dialog box appears to alert you that an event is due to begin, The Reminders Tab will highlight the scheduled event. You have the option to Snooze or change the Status of an event. The Snooze option allows you to cause TOPS Reminder to alert you again after the selected amount of time has expired. The Set Status options are: Complete or Cancel, select one of these options to remove the event from the list. Auto Run Tab If you do not change the Status an Event it will be tagged (Past Due) and will remain in the Reminders list until the Status is updated. To change the Status of an Event, Click the checkbox to the left of the Event, then Click the Set Status down arrow and select a Status. If an Event needs to be rescheduled, select Cancel to remove the event, then add the event as a new Event with new Date and Time. The Hide button will minimize the TOPS Reminder dialog box. Auto Run reminders are typically for TOPS processes (TOPS Functions) such as entering A/R Cash Receipts or Check Rec Reconciliation of Back Accounts. The Auto Run reminder is for Event Types that DO require action on the user s part to run the scheduled function. Tasks such as Internet Backup or Online Payments that run automatically and DO NOT require any user interaction will NOT produce an alert or reminder. When the Auto Run tab appears in the TOPS Reminder dialog box, it is alerting you to a scheduled TOPS Function event. The TOPS Function Confirmation window appears prompting you to Execute now (run) the scheduled function. Click Yes to open the TOPS Function that appears in the confirmation. For the example below, it would open the TOPS v3.2.1 AR - Accrue Late Fees window. Auto Run Reminders Alert TOPS Calendar/Scheduler User Guide 33

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