Tips & Tricks

Users & Passwords Tips & Tricks

• New Users & Passwords Remember Log in
• Transitioning Users & Passwords from version 3.1 to version 3.2.1
• Users & Passwords Recommended Settings When Using Global Module
• How to add a New Community to the User List

New Users & Password Remember Log in

Our brand new Users and Passwords system provides more administrative control with role based user groups in a simple tree interface. Group rights make it easy to add new users or quickly change permissions for a group of users.

Due to the use of newer programming technologies, Users and Passwords is required to be set up in order to use the Phone Messenger, Calendar/Scheduler and Job Streaming modules.

The splash screen now includes an option to remember login name and password. Users can just check the box and never have to enter login info again.

If you prefer not to allow this for security purposes, administrators can disable the "remember login info" option. Click the Setup button in the User Control screen, and check "Always require password entry on user login."

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Transitioning Users & Passwords From version 3.1 to version 3.2.1

If you used Users and Passwords in version 3.1, your users will be converted over to the new users and passwords system. However, because the old system did not utilize role based user groups, converted users will each be assigned to an individual group.

To make the transition from 3.1 groups to 3.2.1 role-based user groups, go to Administration, Users and Passwords, and click the Groups button. Create the new role-based groups that you wish to use (ignoring the system defined user groups for the moment) and save the new groups.

Click Exit to return to the User Control screen, and click on Settings, Assign User Groups. Click the plus to add individual users of a specific role to the 'Users to Assign' area on the right, and select the new group to which you wish to assign them, and then click 'Assign Now'. This will reassign the users to the new role-based group you set up.

Once all of your users have been reassigned, click the exit button. You may now return to the Groups section and remove any groups that have been emptied.

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Users & Passwords Recommended Settings When Using Global Module

The global module allows access to all of the associations in your portfolio. For this reason, you may not select 'Read Only' access for the Global module.

Additionally, the Global module will ignore any community restrictions that have been assigned to the individual user. For this reason, we recommend that access to the Global module be restricted to administrative and managerial level users.

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How to Add a New Community to the User List

If you added a new community, but you cannot see it in the community list, you need to update your USER, COMMUNITY ASSIGNMENTS, to include this property. Go to ADMINISTRATION, USERS/PASSWORDS, bring up your user id, and select COMMUNITY ASSIGNMENTS. Change the N (NO) to Y (YES) for your new community. Close TOPS v3.2.1™ and re-login. You'll need to do this for each user that needs access to this community.

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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