Tips & Tricks

Job Streaming Tips & Tricks

1. View "My Communities" List
2. The Scheduler - Run Jobs Automatically
3. Saving Settings and Creating New Jobs Quickly
4. Run Jobs Manually
5. Show 'Last Run' Detail
6. Report Defaults
7. [Show Me] Using Report Defaults (v.3.1)

"My Community" List Filters

When choosing communities to which to apply a job, you now have the option of filtering the 'My Communities' list. This list displays only the associations to which the selected user has access in Users and Passwords.

If the option "May View 'My Communities' list for other users" has been checked in the group settings in Users and Passwords, the Job Streaming user may select another user to define a job to be performed on the communities in that user's portfolio.

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The Scheduler - Run Jobs Automatically

The scheduler has been incorporated into Job Streaming to allow jobs to be automatically run on a recurrence schedule that you set, such as the first weekday of the month, or the last Friday of every other week.

Scheduled jobs may be set to run automatically at a set time on the job date, or may be set to prompt the user upon logging in on the scheduled date. If the "May assign tasks to other users" option has been checked in the group settings in Users and Passwords, the Job Streaming user may assign the job to another TOPS user.

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Saving Settings and Creating New Jobs Quickly

A range of settings may now be defined and saved with each individual job, including the default printer for a job, and definitions for the 'as of' posting date of an automated job.

Jobs may be saved in custom folders that you create to allow you to better organize your jobs. To create a new folder, simply click the New Folder button on the Save Job screen, click Make New Folder, enter the name of the new folder and click OK. To select a custom folder in which to save your job, click the down arrow next to 'Save in this Folder'.

You can now copy existing jobs. To do so, click 'Edit or Copy a Job' from the main Job Streaming menu page, and select the job you wish to copy. Change whatever settings that should be different from the current job, and then click next to go to the Save Job page. At the bottom of this page, enter a new name under 'Save Job As' and Viola! You now have a copy of the job.

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Run Jobs Manually

If you wish to run a job manually, the Run Job screen makes it easy by providing a filter by which to narrow down which job types are visible in the selection list. Click the down arrow next to 'View All Jobs in this Folder' to select a specific module such as Accounts Receivable.

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Show Last Run Detail

Selecting a job in the Run Job screen will display a preview of the job, including the job type, and what communities are associated with the selected job. For even more information on a job, click the 'Show Last Run' button, which will provide a report of the activity from the last time the selected job was run. For example, on the Apply Owner Charges job type, this is similar to a posting report, showing you a community breakdown of how much money was posted, and what charge tables were applied.

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Report Defaults

Report Defaults has also received a total makeover. The new functionality allows you to define and save multiple sets of defaults, each with their own self-defined printer to accommodate for printing report groups to the web, email, pdf, or a specific printer.

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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