Tips & Tricks

Attachments Tips & Tricks

• Attachment Document Manager
• Adding Attachments to an Owner or Property Record
• Backup Attachments with Internet Backup
• Form Letters Attach Automatically

Attachment Document Manager

A new Attachments Document Manager has been added to the Community Fact Sheet, Owner Database, and CC&R Modules, allowing you to attach documents to a TOPS record, including automated attachments of Form Letters and certain reports.

This feature allows you to maintain a complete history of all correspondence with a homeowner.

back to top

Adding Attachments to an Owner or Property Record

You can attach documents, photos, form letters and more to an owner's record. Go to Owner, Maintain, and pull up the owner. Click on the paperclip button next to the name to open the attachments window.

File attachments can also be made directly to a property. To view
property attachments, go to Owner, Maintain and pull up the property. Click Property Info and the paperclip icon to the right of the Account Number. Attachments associated with a property do not get removed with the previous owner when a resale is performed.

You can view all of the attachments associated with a property (even owners). In the attachments screen, simply click the 'All for this Unit' button.

Double click an attachment name to open it. Attachments open in the program associated with that file extension in Windows (for example, .doc is associated with MS Word.)

back to top

Backup Attachments with Internet Backup

Attached files can also be backed up via our TOPS Internet Backup Service, by activating the 'Attachments' option under Default options, 'Files to include in Backups' in the Maintain Backups screen.

back to top

Form Letters Attach Automatically

Form Letters are attached to each owner automatically when they are printed from the form letter program. The Unit/Owner profile report (Print button in Owner Maintain, or Owner Profile under Reports) will also attach directly to the owner's record upon being printed.

back to top

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