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Getting Started with Unlimited Flex

As you might have seen in the Press Release, the Unlimited Flex Data addition to TOPS v3.2.1™ has been released. This is a very exciting update that allows you not only to create an unlimited number of custom data fields, but also to categorize your custom fields, define field types, and even generate custom reports of your flex data. Needless to say, we are very excited about this feature!

A full user manual on setting up and using Unlimited Flex Data is available on our user manuals page, but for those of you who like to jump right into the deep end, here is a quick run through to get you going:

How to Activate Unlimited Flex Data

Please be advised that the Unlimited Flex Data will replace the current version of Flex Data. While your existing data can be converted from the old Flex to the new Flex, it cannot go backwards. This means that any changes in Flex Data that are added to the new Unlimited Flex will NOT be reflected in the old Flex data. The same applies to any changes made to the old flex data after converting the data into the new flex data. For this reason, we strongly recommend that you update all TOPS users that connect to your network once you have converted the data.

*You must have an active Maintenance Support Agreement to use the Unlimited Flex Data.

1. In TOPS v3.2.1™, Click Internet, Check for Updates Online.
2. When the TOPS Internet Updater opens, select TOPS2000 as the Module to Check.
3. Click Update Now to begin receiving the files. TOPS v3.2.1™ may close automatically; if it does not, close it once the update is completed.
4. Re-start TOPS v3.2.1™ and enter a community.
5. Click Customize, Use Custom Flex Data. This will bring up a screen prompting you to convert your existing data. Click OK to have TOPS perform the conversion. (The conversion should not take more than a couple of minutes.)
6. To run the new Flex Data, either:
   1. Click Customize from the menu bar at the top of the screen, and select Unlimited Flex Data
   2. Or go to Owner, Maintain, select an owner, and click on the Flex button on the top toolbar.

Please Note that this conversion (step 5) will need to be performed for each community you manage in TOPS v3.2.1™. If it is not done manually, the next time a user accesses Flex Data in an unconverted community they will be prompted to convert.

Setting Up Custom Fields

Users & Passwords: Please note that there is a new option in the Users and Passwords, Group permissions called Define Flex Data Fields. Users in the default TOPS Administrator group will automatically be granted access to this option, but administrators that use more strict group definitions may need to define permissions in Users and Passwords prior to attempting the directions below.

1. You can access the setup screen by going to Customize, Unlimited Flex Data, and then clicking the button labeled Define Fields.
2. On this screen you will see a list of all of the custom fields that have been set up thus far. To add one, click in the blank row at the bottom of the field list and type the name of your new custom field.
3. Click the down arrow in the next field to select the formatting for the field (text, number, date, pick list, etc.)
4. If you wish, you can click the options button next to the field to define advanced options on this custom field, such as additional formatting, default values, whether this data should be attached to the property (does not go away after a resale) and whether you wish this field to upload to your TOPS Community web site. Click Save when you are done with the advanced options
5. Click OK to save your new field(s) and return to the Flex Data entry screen.

Categorizing and Arranging Fields

1. From the Flex Data Entry screen, click the Arrange button to enter the field arrangement screen.
2. Arranging fields consists of a simple drag and drop interface. Simply click on a field and drag it to its desired position and then let go.
3. If you wish to group your custom data into multiple categories, click on the categories button and add your categories. (Categories display as tabs in the Custom Data Entry screen.)
4. Once you create a new category, a new column will be displayed in the Arrange fields window. To move fields into this category, simply drag and drop.
5. When you are done arranging your fields, click OK to return to the Custom Data Entry screen to review the results of your field organization.
   

by Andrea Drennen,
Project Development Manager

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