44 Support

Eve 'n You can
Back Up Community Data

If I had a dollar for every time in my years at TOPS Software I heard, "I don't have a backup," I would be living it up in New York City! It has, I am sure, been the cause of many users grinding away reconstructing data due to a regrettable slip of the mouse. Yes, TOPS Software is a simple useful tool, but there are some things you just can't reverse easily. I think everyone reading this has an example or two in mind.

As a technician at TOPS, the first thing ingrained in our minds is "MAKE A BACKUP OF THE COMMUNITY FIRST!!!" Making a simple community backup to your local hard drive takes mere minutes and can save hours. I am NOT talking about an entire multiple community system backup, but rather a quick backup of a specific community before you begin a task possibly not done often, if ever performed before at all (such as, closing the accounting year).

When you successfully complete the task then you may simply trash the backup file since you will not need it again. Today you will learn how to make such a backup. You will need a piece of paper and something to write with. I can hear your sighs of relief being released as we speak.

A couple of things must be considered before we begin:

*Speaking of entire multiple community system backups… this form of backup that we're about to create, just won't do for GLOBAL jobs such as Direct Debt, Lockbox, Job Streaming, etc... Direct Debt, Lockbox, and sometimes Job Streaming affect ALL communities!!! If you make a backup of just one community and then run a Global job…well…don't say I didn't warn you. For times like these you will need a backup system of a LARGER, more reliable scale that can back up all important community files at once, as well as the files needed that make TOPS work.

If you try to copy ALL of your TOPS Software data to your computer's desktop, it will crash; I promise you. An example of a large scale, multiple community backup system is our own TOPS INTERNET BACKUP SERVICE. For more information on the TOPS Internet Backup Service, go to www.topsbackup.com.*

**Raise your hand if you are working in your TOPS Software through a REMOTE connection!

If so, you MUST be able to access the local drive of the computer you are viewing your TOPS Software and data through, as well as the ability to read/write to that drive. Meaning, if you try to make this backup and can not find it, access it, or the file appears to be empty, then it is possible you cannot use this backup method from your location and need to request the proper information on the subject from your company's IT department. It is best to enter a situation with eyes open so if you are at all unsure about your computer's setup please ask your supervisor first.

If you did not raise your hand and/or if you did but now that has been cleared up then we are ready to make a community backup. I'm sure that you are possibly nervous about this exercise but don't worry. If you follow these instructions you will be fine. If at any time you become lost in the process then refer to your supervisor, a company technician, or of course you can call the TOPS Software Support Hotline (800-899-5689) Monday through Friday from 9 AM Eastern time until 8:00 PM Eastern time.**

Everyone Out of the Pool!!!

That's right; get everyone on-site and off-site, who is logged into TOPS Software, out of the community that you will be backing up. Everyone does not have to close TOPS altogether, but rather just stay out of the specific community you are backing up. Everyone else may view and work in other communities while you make your community backup. If you have been working in TOPS up to this point, then it's always a good idea to close totally out of the TOPS Software program and then reopen TOPS and select the community you wish to backup, to ensure that all processes you may not be aware of were running have been ended. Once you have closed the TOPS Software program to end all processes on your local drive and reopened to the community you want to backup then you are ready for the next step.

Umm...What's a Data Path?

Yes, you do have a data path. It is the location of your live files that are kept on your server drive. All of your community folders are there and that is where TOPS looks, to pull your community data from. To find out what your data path is, look at the top of your TOPS Software screen for the menu option named "ADMINISTRATION". Click on Administration and you will receive a drop down menu. From that drop down menu, click on the option for "SET COMMUNITY DATA PATH." Grab that paper and pen and write down EXACTLY how the data path is listed. (Example: T:\Tops2000\) Now click on the "CANCEL" button and close that window.

Show Me Your ID

You will also need to know your two or three digit community ID. This is easily found at the bottom of your TOPS Software screen in BIG BLUE LETTERS. It is the letter or number code prior to your community name on the screen. (Example: Community Name: XX - Sample Condominium) The XX would be the community ID.

Elvis Has Left the Building

Now we're ready to close your TOPS Software program on your computer completely and begin to follow the data path to your live files and make that backup.

Treasure Hunt

Start by looking at the bottom left corner of your computer's desktop. Find your "START" button and click on it. From the browse window that will pop up look for the option labeled "MY COMPUTER" and click on it. Using the data path you wrote down earlier, follow the address to the live files on the server. Using the Example T:\Tops2000\ you would first look for the drive labeled "T" and double click on it to open. From there look for the folder labeled "Tops2000" and double click on it to open as well. Now you should be looking at all of your TOPS v3.2.1™ files and community folders. Locate the community folder you need to make a backup of. Using the example XX - Sample Condominium (The XX would be the community ID) you would then look to find the folder labeled "XX" but DO NOT DOUBLE CLICK ON IT.

*NOTE* Look at the mouse of your computer and remember, RIGHT click always only gives you your option window & LEFT click always executes the option you choose.

Copy & Paste

Put your curser over the community you wish to make a backup of and RIGHT CLICK on the community folder. From the option window LEFT CLICK on "COPY"..... Pause..... Nothing..... But don't worry; it won't give you any indication the copy happened-but it did. Now minimize the window to the bottom of the screen so that you can see your desktop. RIGHT CLICK on a BLANK space on your desktop so that you get the option window from which you will LEFT CLICK on the option for "PASTE". Now you should see the little files making a clone to the desktop.

TAA DAA!!! YAY!!! YOU JUST MADE A BACKUP!!!

Now, open your TOPS Software program and go into that community and close the year or perform whichever task you were planning on performing. Remember, everyone else needs to remain out of that community until you are done and have verified that the task was completed successfully.

by Eve DuBose,
Support Technician

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44 Support

Eve 'n You can Back Up Community Data

A couple of things must be considered before we begin:

Eve 'n You can
Back Up Community Data