Tips & Tricks

Administrative Tips & Tricks

1. Using the License Manager
2. How to View Logs
3. How to Update Workstation from Server
4. How to Delete a Community
5. How to Transfer TOPS v3.2.1™ to a New Computer/Server
6. How to Change the Community Name in the Community List

Using the License Manager

A new security key system has been added, based on the Windows 'domain workstation key' scheme. New security keys are kept in a 'pool' on the server, and checked out as users log in. To view your server's key pool, go to Administration, License Manager, where you can see which users are logged in, and how many keys are available. Right click on a user's name to receive a range of options from forcing a user to log out, to restricting a user from logging in at all.

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How To View Logs

The new log file system (available under Administration, View Logs) tracks all user activity within TOPS v3.2.1™. To view specific logs, click the down arrow to select a section (ex. Internet), and select the date for which you wish to view activity, or leave the date to view all activity in that log.

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How To Update Workstation from Server

This feature has been in TOPS v3.2.1™ for several years, but version 3.2.1 gives it a much needed makeover. The new feature will allow network administrators to cascade update workstations on their network. When the TOPS Internet Updater is run on the server, a message will cascade down to all of the users connected to that server, informing them that there are new files on the server. Clicking 'Yes' in this window will activate the 'Update Workstation from Server' feature, and download any newer files from the server onto the user's machine.

Please note: If your company has custom programming, and wishes to utilize this feature, you must insure that any custom programs are loaded into the Internet Updater on the server (not a workstation).

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How to Delete a Community

Go to ADMINISTRATION, COMMUNITY FILE, enter your community id, and click on the DELETE button. Note: Once a community is deleted, it is only recoverable by restoring from backup!

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How to Transfer TOPS v3.2.1™ to a New Computer/Server

Reinstall TOPS v3.2.1™ and any optional modules on the new computer. Copy only your community folders and the MASTER folder from your old computer to the new system TOPS v3.2.1™ folder. If you did not purchase a new key for this system and it is an added user, you'll also need to contact Sales to add on an additional workstation license.

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How to Change the Community Name in the Community List

Go to Administration, Community File. Choose the community ID from the list, change the name, and click OK.

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Tips and Tricks
Modules:

• Accounts Payable
• Accounts Receivable
• Administration
• Attachments
• Check Rec
• CC&R
• Cmty Fact Sheet
• Form Letters
• Gate Security
• General Ledger
• Global Functions
• Job Streaming
• Owner Database
• Payroll
• Phone Messenger
• Plug-Ins
• Printing & Reports
• Utilities
• Users & Passwords
• Work Order