12-4 Updates

 

Overall

• All product name references have been updated to correctly refer to the legal name of the product: TOPS OnPoint.
   
• Corrected an issue inadvertently introduced in the last update where the timeout on the server was set to a significantly shorter time than it should have been. This caused users to be forcibly logged out and, upon logging back in, module names would not display. This issue has been corrected, however there may be some users that experience it due to the database having changed since last login. If this occurs, log out, log in using an invalid password, and then log back in again. This should correct the problem permanently. If it happens after this, please contact TOPS Technical Support.


Contacts

• Some customers were experiencing difficulty searching for or displaying names in grids because of the separation between first name, middle name and last name. Some screens displayed only first and last names, causing customers to be concerned about loss of middle name data. This has prompted us to make a sweeping, a full scale change of the way the name fields are displayed throughout TOPS OnPoint.
   
  • All grids displaying First Name and Last Name fields have been changed to a single consolidated name field by default. The First Name, Last Name and Middle Name fields are now available in the field chooser for the same grids.
     
  • All Add New Contact forms now include a single "Name" field instead of First and Last name fields. Any name entered into such forms will correctly parse First, Middle and Last names into the database.
     
  • The default search field in the Lookup Bar in all contact related grid listings is now the "Name" field.
     
  • A new utility has been added to correct any 'lost' middle names that may have occured due to "read-only" users deleting contacts in the contacts screen. This utility has already been run against all existing client databases - all middle name data is now fully visible.
     
  • The Name field will always display exactly as entered, regardless of how the parser splits the data into First, Middle and Last names.


Communities

• Using the Save & Add option in the Add Officer function will no longer cause an error to be displayed if the user selects an existing contact for the second officer.


Work Orders

• When adding a contact that is related to a home (Add Contact At Location), users will now be presented with three options:
  
  • Home Contact - the drop down list will be limited to contacts already associated with the home (Owners, Renters, Developers, Previous Owners). This list will also include all previously defined contacts at location for this home.  
     
  • Existing Contact - the drop down list will include all existing contacts in the database. Typing into the text area of the Select Contact dropdown list will narrow the results displayed in the search list similar to Google.
     
  • New Contact - the drop down will change to a "Name" textbox where the user may enter the full name of a new contact.

 

12-3 Updates

 

Overall

• We've made some speed improvements to the login process. Logging in should be significantly faster now.
  
• In all Flex Data fields, we have updated the gear functionality: Adding a new Type from the gear automatically places the type in the field and closes the popup. Editing updates the edited type.
  
• Corrected a double scroll bar that appeared on certain monitor resolutions when the group panel was displayed in the list display.


Form Letter

• You may now click and drag to place a merge code to any desired location on a form letter.


Communities

• The following have been added to the Policies panel under Governance when adding or converting a community:, Architectural Approval Policy, Late Payment Policy, Leasing Policy, Screening/Orientation Policy and Violation Policy. The names cannot be edited or deleted, but the descriptions may be edited.
  
• In Print Filed Reports, filed reports are now stored in the same format as they were created (CSV, PDF, HTML, etc.)


Owners

• When adding an owner in the Quick Add, you may now choose to opt that owner in to receive emails.
  
• 3 options have been removed from Special Flags: Bills/Statements, Mailing Labels, and Special forms. These flags are specific to each address in the address listing.
  
• Owner mailing labels may no longer be printed for an address in which the Mailing Labels flag has been unchecked.
  
• The Bills & Statements, Special Forms and Mailing Labels flags are now activated by default when adding a new address for an owner.


CC&R

• The CC&R Codes report now includes the Change To column, which indicates if the status or stage of the violation or architectural request will be changed upon performing that action step.
  
• In the Actions table, when a scheduled action has been skipped, the tool tip on the skip icon will now display the date the action level was skipped.
  
• The "All Open" filter on the Architectural Requests listing will now correctly display records in which the stage is set to "New".
  
• The Last Letter option has been removed from Email on both Violations and Architectural Requests Lists.


Setup

• Improved the speed of sending an email to a contact.


Hybrid

• Improved performance of the synchronization process. Data is now processed on the server instead of the user's machine. Syncing should be significantly faster now.
  
• Community contacts now accurately syncs between Pro and OP.
  
• Community Fact Sheet from TOPS Pro is now fully included in the hybrid sync.
  
• Owner Flex data from TOPS Pro is now available to sync both ways between Pro and OnPoint.
  
• The sync may now be scheduled via the TOPS Scheduler in TOPS Professional.


Documentation

• A new section has been added to the help wiki documenting the OnPoint Hybrid. This section will continue to be updated in the coming months.

12-2b Updates

Global Features

• We've optimized the login screen to make the login process faster. You should notice a significant improvement in processing time.
   
• We've corrected an issue that prevented the add new violation and add new architectural screens from displaying in Chrome.
   
• In Define Flex Data (any module), defining a field of type 'Date' will now allow the pull down calendar to be displayed when entering flex data.
   
• Corrected an error message that appeared when attempting to open a Report in the Filed Reports section that appeared greater than position ten in the display.
   
• We have added a new value to the info popup in Print Filed Reports for all modules. This new value indicates whether the Show Flex option was checkmarked when the report was created.

Form Letter

• Corrected an issue that caused the merge code [Address Line 2] to print a blank line if no value existed in the record.
   
• The [Community City-State-Postal Code] merge code is now printing the Community's complete City, State, and Postal codes.
   
• Corrected an issue that prevented letters from wrapping and aligning correctly when the margin settings exceeded 1 inch.


CC&R

• We've added a new "Take Next Action" option to the list views in CC&Rs By Home, Violations and Architectural. This option works similarly to the feature on the CC&R Dashboard. Simply checkmark to select a range of records on the list view, and click Take Next Action to automatically print the letter for that record.
   
• On the CC&R Dashboard we've removed the 'Change Status or Stage if Applicable' checkbox from the Actions to be Taken widget. Now, Status or Stage will automatically be changed when the next action is taken if the value was defined in the Action Table.
   
• A new default has been added to the CC&R Actions Table for all codes - the last action in the action table now has a "Change To" setting of 'Closed'. This will cause records to be marked as closed when the last action in the action table is taken, by default.


Work Orders

• Corrected an issue that caused the Work Order Status report to print off-center on the page.

12-2a Updates

 

Form Letter

• The Building/Section/Phase merge code has been added to Form Letter.
   
• When a form letter has been edited and differs from the saved version, indicator text will display "~Letter Has Been Modified~" in red. Saving the letter will cause this text to go away.
   
• When performing a Find and Replace operation in Form Letter, the message "OnPoint has finished searching the document" will be displayed when the operation has concluded. This replaces the old message "The search string was not found", which some users were interpreting as an error.
   
• Corrected an issue that caused merge codes to insert at the top of the document, rather than at the mouse cursor position. Now, when you insert a merge code, it inserts at the desired location.
   
• Corrected an issue that prevented letters from being printed from the list grid when the letter had been moved to a new letter category.


Owners

• We've added a new option to the Mailing Labels function called "Consolidate Group Owners" which prints a single label for a group owner.


Work Orders

• Now when selecting a Facility when the location is for Common Ground, the facility selected is saving to the field. This applies to both Service Requests and Work Orders.


CC&R

• A new field has been added to the CC&R Control Info in the Data Entry Restriction category. The field, "[#] Day(s) to include Existing Violation Records" will allow you to define a number of days in the past in which to display violations or requests to be reopened.
  
  It works like this: When a new CC&R record is created, the system will check to see if a record was created in the past for the same location and CCR Code. Resulting matches will be displayed so that the record may be reopened, instead of creating a new one.
  
  This new option in the Control Info will allow the community administrator to define how far back the system will search for matching records.
   
• If a violation or architectural request has had an action step taken, the CCR Code may no longer be changed. The Batch Change Code option has also been altered to reflect this functionality.
   
• When adding a record for an owner that has a record open with the same code, the Existing Records Wizard now prints the letter, updates the action table, and charges the owner the fee, if there is a fee associated with that fine.
   
• Selecting records from the Violations or Architectural Requests list display and choosing to print a letter will now cause the printed letter to be inserted into the action table for all of the selected records. The letter is inserted into the next uncompleted level and the rest of the scheduled levels are copied down 1 level. The printed letter displays in the Scheduled Actions table as well as the Attachments panel.
   
• Corrected an issue that caused letters to appear out of order in the action table when a CC&R History Report was printed with the Action Table Subreport option selected.
   
• Corrected an issue that caused the action table levels to be displayed out of order in the CC&R History Report When Sort By is set to Lot/Unit Number.
   
• Corrected a parser error that appeared when reopening a violation at a specific level in the action table.
   

 

12-1 Updates

 

Form Letter

• Line breaks now display on new letters. On existing form letters, once the stripping is removed, you will need to press shift+enter to show line breaks.
   
• Corrected an issue that prevented letters from being created with an apostrophe in the title field.


Communities

• We've made corrections to the Officers report to print the full address, instead of just the first line. We have also cleaned up the formatting of the report to make it more in keeping with other OnPoint reports.
   
• Property Manager, Board President and Alt Contact records have been created as fixed Community Contact system types, which cannot be deleted. This supports the signature and form letter fields for these contacts.


Owners

• Corrected a cosmetic error that caused the Home Information column to grow and shrink as the Add Owner Info checkmark is toggled on and off.


CC&R

• Owners may now elect to select "No Letter for This Action" in a CC&R Action table step. A column has been added to the Actions to be Taken panel named "Letter" that displays the letter # and "Letter Name" for the next action step for the record and if the next action step has no letter, it displays "No Letter for This Action" in both the Letter column on the Dashboard and in the Scheduled Actions when drilling into the record.
   
• Using the 'Batch Change Stage' batch process to change Architectural Requests to a 'closed' status such as Approved, Disapproved or Cancelled will now also change the status of the selected records to Closed.
   
• The list of available records in the 'Batch Change Stage' batch process will no longer reflect closed Architectural Requests.


Setup

• In Setup > Owner Data Setup, we have corrected the name of the link and corrected the name in the title bar.
   
• Corrected an issue that prevented 'Copy settings from another community' from working when there is an apostrophe character in the CCR Code ID.

December 2011 Update #2

 

Overall

• You are now able to enter as well as save a date that was entered manually into the Date flex field (as opposed to selecting from the date selector).
   
• User Email Addresses will now be included in the conversion of data from TOPS Professional.

 

Form Letter

• The old form letter program didn't want to go away gracefully - it was still accessible from My Account. This is now correctly pointing to the new form letter program.
   
• The CCR Article Cited merge code is now pulling data from the "Cite Article from Governing Documents" field.
   
• No longer getting an error message when saving a letter with or without an image; letter saves as expected.
   
• Corrected an error that prevented some images from displaying in Form Letter previews.
   
• Corrected the spelling of the "Exsiting Form Letters" title to correctly read "Existing Form Letters".


Communities

• In Communities > Contractors, corrected an error that prevented vendors from being selected in the "Existing Contractor' option.


Owners

• Now you can run Owner > Reports to include the Flex Data for Owners:
  • Set the Sort By to Owner Last Name and checkmark Flex to get Owner Flex Data on the following Reports:
    • Owners Summary Report
    • Telephone Directory
    • Standard Owners Report
    * Note - If you do not set the Sort By to Owner Last Name, then you get the Homes Flex Data when Flex is checkmarked
• Simply checkmark Flex to get Owner Flex Data on the following:
  • Owner Resale Report
  • Owner & Home Report

 
• Changed the gear icon for Add/Edit streets to a plus icon. This should be more in keeping with the expectations of the users.
   
• Corrected an error that occurred when attempting to search by address in the Lookup Bar in Owner> Owners.


Work Orders

• When adding a new Work Order or Service Request, the "View Home Record" icon is grayed out (not selectable) until a home has been selected.


CC&R

• Four new options have been added to the quick add for a new violation record:
  • Process First Action (takes the first action on the action table and prints the attached letter)
  • Update Action History (updates the action table's history if the first action is taken)*
  • Print Duplicate Letter for Renters (if a renter is associated with the home, a secondary letter will be printed)*
  • Apply charges to Homeowner (if a fee is associated with the first action step)*
  
  * Option may only be selected if Process First Action option is selected.
   
• Made some updates to the new CC&R Inspections Log:
  • When adding a new inspection, the Next Inspection field by default will be calculated based on the setting in Control Info > Next Inspection section. The user can change the date, but cannot set a Next Inspect date in the past.
  • Deleting an inspection record will NOT change Next Inspection date.
  • Editing an inspection record will not allow users to change inspection date or Next Inspection date field.
  
   
• We've removed the 'status grouping' setting that was applied on CC&R list grids, and replaced them with the more familiar status filter combo boxes at the top of the list (Open, Closed, All)
   
• Architectural codes will now be available to be selected when a user selects the "All CC&R Codes" option in the Batch Add Note batch process.
   
• CC&R Batches "Change Code" and "Add Note" have been updated to allow code list selections to display more logically:
  • Codes are now grouped together by type (Violation and Architectural)
  • Within the groups, codes are listed alphabetically by Code ID.
  
   
• A new option has been added to CC&R Control Info, Next Inspection, which allows the 'Next Inspect Date' to calculate X number of days after the Last Inspection date. This setting will auto calculate the Next Inspection date when:
  • Adding a record
  • Adding an Inspection
  • Batch Processing > Batch Entry (same as adding a record)
  • Batch Processing > Process Letters
  • Dashboard > Action to Take
  
   
• After reopening a closed violation or architectural request, selecting the "Print Next Letter" option will now correctly print the next untaken action, instead of the first action in the action table.
   
• After reopening a closed violation or architectural request, the "Next Inspect" date will now recalculate based on the settings defined in Control Info. Date calculations commence from the date the record was reopened.
   
• The Inspections grid has now been renamed to Inspections Log.
   
• The inspection log now supports multiple attachments:
  • Add Attachment
  • Allows for multiple attachments per inspection
  • User can remove inspection's attachments, Inspection grid will refresh after popup is closed.
  • When edit inspection record, adding attachment will append more files to the inspection record.
  • If inspection's attachments exist, icon is displayed.
  • Hovering over the attachments icon will tell how many attachments are associated with the inspection record.
  • When clicking on the attachments icon, a popup that contains a list of inspection's attachments is displayed.
  
   
• Next Inspection and Last Inspection fields have been moved from the left side panel in CC&R record details. These values are now reflected in the Inspections Log panel on the right hand side.
   
• The "Inspected By" field has been added to the Add/Edit Inspection templates. The field will default to the user that is logged into OnPoint but has a list of user IDs displaying alphanumerically from which to choose (inspector must have an OnPoint user account).
   
• Corrected an issue that occurred when reopening a a record with the option "Reopen the record unchanged". The issue was that all actions on the action table would display as locked in spite of the fact that the actions had not been taken previously.
   
• Corrected a parser error that appeared when attempting to view certain CC&R records.
   
• CC&R code details may now be viewed from within an existing record via the "View CCR Code" icon in the record detail.


Setup

• Corrected an issue that prevented the Finish button from being clicked when the user selected the "Copy Settings from Another Community" option, instead of copying settings during the New Community Setup Wizard.

 

December 2011 Patch Notes

 

Overall

• We have a brand new form letter engine! It slices, it dices, it juliennes! What are you still doing here? Go log on and check it out!!
   
• Email Signature and Print Signature merge codes have been activated. You can change your signatures in your User profile, or have your administrator add it to your user record.
   
• Added a new feature on the bottom left of all list views that indicates whether a filter has been applied on that grid. If the filter is cleared or the grid is reset, the filter indicator will display "none".


Owners

• Emails sent to a homeowner will now be saved under Homes Attachments with a file name pattern LetterName_(###-1). The ### indicates the email batch number. (This change replaced the previous file name pattern, which displayed as “Form Letter Batch #xxx”.
   
• The Letter Options popup has been updated: The Delivery Method field has 2 options - Print and Email. Print will display a Print Preview, and Email will invoke the email function as long as the owner has the Opt-In checked. If Email is selected and the owner is not opted in for email, the letter will print via Print Preview.


Work Orders

• Added the ability to print labels for vendor records.


CC&R

• In the CC&R Action Table, we have added a new feature that allows you to change the status or stage when an action level is taken. Examples of how this might be used: automatically close a violation record when the last action is taken; automatically change an architectural record’s stage to Approved when the approval letter is sent. Additionally, a new “Changed To” column has been added to the Action Table.
   
• The Default AR Charge code field in CCR Control Info is now only visible to OnPoint Hybrid activated communities.
   
• Corrected an error that prevented CCR Codes from being saved if the code ID contained an apostrophe.
   
• Inspections without an attachment will now correctly save the record to the Inspections Log.


Administration

• Corrected the page scroller in the user list to allow more than one page of results to be displayed.

 

November 2011 Patch Notes (2)

 

Overall

• Corrected an error that occurred when a user attempted to enter a note containing the '<' character, preventing the note from being saved.
   
• The Recent Correspondance dashboard object will no longer display photo attachments (.jpg, .bmp) or document attachments (.doc). This applies to the Recent Correspondance widget on Owners, Work Order, and CC&R.


Communities

• You may now upload a community logo for the communities you manage! To do so, go to Communities > Community and add an image to the Picture Gallery.
   
• Corrected an error in the Preferred Contractors module that prevented a new contractor from being saved if there was an apostrophe in the name or ID.


Work Orders

• Updated the Costs detail screen in Work Order so that entering a quantity for a new cost will automatically cause the burden rate, tax rate and total amounts to calculate.


CC&R

• We have changed the function of the Close/Reopen function to allow a user to choose to reopen a closed record under the code's default action table, instead of continuing the current record's action table. This facilitates recurring violations in compliance with the laws in certain states.
   
• We have added the options Print First Action, Print Duplicate Letters for Renters and Apply charges to Homeowners to the Batch Entry batch process. You may now choose to automatically perform these actions on a mass level via the batch process.
   
• The CCR Batch Change Status feature in Batch Processing has been renamed to Batch Change Stage, and the new status options, new and cancelled have been added.
   
• We have improved the grouping routine in the Batch Process > Process Letters > Group By Property option. The Group By Property option will now correctly organize the record groupings in the list display.
   
• We have made some cosmetic changes (such as Community ID and Name being added to the title bar, and a more consistant layout of the data) to the popup features (Date Changes History and Close This Record) in Violation and Architectural record detail to make them more consistent with other popups.
   
• The Insert CC&R Article link has been removed from CCR Codes,Record Detail and Quick Add pages. In it's place, we have added a new link "View CC&R Article" that displays the article in a tooltip when you rest your cursor on it, or you may click the link to display the full article in a popup. This text may be copied and pasted if you wish to use any text from the article in your record. The View CC&R Article link will only be displayed if the selected code for that record has an article associated with it.
   
• If a user navigates to a CC&R Record (Violation or Architectural) via the CC&Rs By Home and then deletes the record, OnPoint will return the user to the selected home in CC&Rs by home once the delete function has been completed.
   
• After clicking View All in the notes object in CC&R Record detail, a link 'Back to CC&R Record Page' will now be displayed.
   
• In compliance with our UI standards, we have updated the CC&R Codes page to show an asterisk next to required fields.
   
• While in the Violation or Architectural Quick Add wizards, if one creates a new CCR Code on the fly, that code will now properly display in the codes database grid without needing to leave the page and come back.
   
• In the Architectural Requests list page, we have added two options to the stage filter - All Open and All Closed.
   
• Closed violations may no longer be selected in the batch process Select Violation Actions List.
   
• Corrected an error in the new Inspections grid that prevented a new record from being saved if the attachment field was blank.
   
• Last Inspection Date and Next Inspection date have been removed from the CCR Record History due to the Inspections log making this data redundant.


Setup

• Corrected an issue in older communities that were converted from TOPS Professional where the contact display name became uneditable. All communities should now automatically update to the correct display name format.

November 2011 Patch Notes (1)

 

Overall

• Several dashboard elements have been updated to prevent text wrapping and also make the purpose of the objects more clear.
   
• The Picture Gallery has been changed to a new box format so that it can be displayed independently.


Owners

• No longer getting an error message when clicking on Print Owner Reports from the Quick Actions panel on the Dashboard.


CC&R

• The record detail pages in CC&R (Violations and Architectural) have been redesigned to a two-column layout. This layout better matches other aspects of OnPoint, as well as following the standards of OnPoint with the record on the left and the related info on the right.
   
• A brand new feature has been added to the CC&R module called Inspections. This feature allows you to track each time an inspection has been performed. The table tracks simple information about each inspection: the inspection date, the name of the inspector, and notes from the inspection.
   
• The Scheduled Actions table has been completely redesigned:
  
  
  • We have moved the object to the right of the record and cut it down from a full sized object to a half sized object.
     
  • We have removed all of the functional commands from the main grid (edit, delete) and moved those to the detail record view.
     
  • We have added a new icon field that indicates the current status of the action record.
    
    • A green check represents a completed action.
       
    • A blue arrow indicates a skipped action.
       
    • A folder indicates that you may take that action.
       
    • An exclamation in a triangle icon represents an action that is overdue, meaning that the scheduled date has passed.
       
    • A lock icon indicates that the action was taken prior to the record being closed and subsequently reopened.
       
  • When an action has been taken, the date it was completed will appear in a tooltip.
   
• Several new reports have been added to allow the user to print out CC&R details. You can find the new Print option in the detail records for CC&Rs By Home, Violations, Architectural, CC&R Codes and Control Info. Clicking the Print option will provide you with a series of options for the report; the below image shows the options from a home detail page in CC&Rs By Home.
   
• A new batch process, 'Batch Change Stage', has been added to Batch Processing. This function allows you to update a number of architectural request records simultaneously.
   
• The filter object for the Architectural Requests grid has been changed to display Stage rather than Status. An additional option, ALL, has been added to the list as well.
   
• In the filter object in Violations, we have changed the Both option to say ALL, to make it more comprehensible.
   
• Due to the filter object making it obsolete, Status has been removed from the Search/Lookup in Violations and Architectural Requests.
   
• Corrected an issue that prevented new records from being created in Batch Entry if there was no primary owner assigned to that owner.
   
• Corrected an issue in Batch Entry that caused template defaults to be applied even when a user selected 'Use Code Defaults' if the code did not have all fields completed for the code defaults.
   
• Corrected an error message in Batch Processing that appeared when a user attempted to edit a template they had just created.
   
• We've changed the label on the Architectural Request details from 'Add AR' to 'Add Request'.
   
• Corrected a security issue that prevented new codes from being saved when logged on as administrator.
 

Work Orders

• The record detail pages in Work Order (Work Orders and Service Requests) have been redesigned to a two-column layout. This layout better matches other aspects of OnPoint, as well as following the standards of OnPoint with the record on the left and the related info on the right.

Setup

• Corrected an issue in which some communities would not populate new letters when using the Copy Settings from Another Community in the Setup New Community Wizard.

October 2011 Patch Notes (2)

 

Overall

• Flex Data is now an available option that may be selected on any report to be included in the report data. .
   
• Added a count function to the image gallery (CC&R and Work Order) to provide consistent behavior across modules:
  • If there is no picture for the record, the View Gallery option displays the "No Image Loaded" graphic, and the record count displays "(0)"
  • Adding or removing a picture to the Gallery will now immediately update the count of images associated with the record "(1)"
  • If all the pictures in the Gallery are deleted, the "Set Primary Picture to None" option is automatically selected (star displays yellow), record count changes to "0" and the record displays the "No Image Loaded" graphic.


Communities

• We have updated the "Association has Articles of Incorporation and Bylaws" option in Governance to allow for the user to upload and attach new legal documents for the Association.


Work Orders

• Corrected an issue that prevented the Quick Add window from opening when the user had the cursor positioned inside the filter drop down..


CC&R

• Corrected a navigational error in CC&R's repeat violations code. When a new violation is added via the Quick Add and the User clicks the "Save and Add New" command, the system will detect whether an existing violation matches the home and code for the newly entered violation. If it does, the user may then elect to reopen the existing violation instead of creating a new one. Once this process is completed, regardless of the user's choices, the Quick Add will return to the Quick Add screen and proceed to start adding a new record from the original "Save and Add New" command.
   
• On the CC&R Dashboard, corrected Architectural chart and drilldown to correctly reflect Stage rather than Status.
   
• On the CC&R Dashboard, corrected an error that prevented the record drilldown from being displayed when a user selected the "New" pie slice..
• In both Violations and Architectural grid listing pages, the Status field has been removed from the Lookup Bar search. These options were deemed redundant due to the existing filters above the grid listings..


Setup > Calendar

• Corrected a display issue with certain Calendar fields not aligning on iOS devices.
   
• Corrected an issue that prevented some Work Orders from displaying on the Calendar. Now, any Work Order with a Target Date that matches the current date, or the date displayed in the calendar by the user will properly be displayed..

 

October 2011 Patch Notes

Overall

• Custom Phone Number, Email Address and Street Address descriptions must now be unique values. This prevents duplicate data selection.
   

Communities

• In Communities > Community > Amenities, Amenity names must now be a unique value.
   
• The Amenities report now displays the full list of amenities entered for the community regardless or resident services definitions.

Owners

• Addresses with 5 lines will now correctly print on mailing labels 5160, 5261 and 5262.
   
• Corrected an issue in the Owner Summary Report that caused notes to be printed whether the user had the notes flag activated or not.

Work Orders

• We have updated the Work Order Dashboard to accommodate the recent changes to Work Order and Service Requests. You may now drill down to view only Open, Closed, Converted, or All records.
   
• The default sort method for all Work Order and Service Request grids has been set to Descending order by Record ID (most recently created to earliest). This can be changed simply by clicking on the field header in any grid.
   
• Corrected an issue with the Community being displayed in the email sent to Vendors on vendor assignment when the Work Order location was set to Common Ground.
   
• When adding a WO for a common ground and clicking Save & Add, the radio button remains on Common Ground and the drop down options display the Facility list.
   
• "Search By Location" in the Search Options list now also produces search results for records marked as Common Ground.
   
• The Location field will now display the address for a home that has no primary owner.

CC&R

• The default Stage for new Architectural Requests has been set to Pending.
   
• The new gear functionality has been added to the Batch Processing > Batch Entry > Batch Template grid.
   
• CC&R Batch Processing - Batch Entry now displays a blank field for the default template.

Setup

• We've Updated the record selection routine on the Calendar grids (List View and To Do). Users may now select multiple to do items and mark them as complete, or select a range of records to export to any desired format.
   
• The new gear functionality has been added to the Contacts > Relationships grid.
   
• Corrected an error that appeared when attempting to remove a relationship from a Contact.
   
• Corrected an issue that prevented the User Profile from being saved if the Print Signature field was empty.

Administration

• Administration > Organization - When adding a new contact to an organization, we have added a new radio button option called "Organization Contact" This will narrow the list of contacts in the contact selector to only those individuals in also associated with that organization. 

September 2011 Patch Notes (2)

 

Overall

• Continuing the theme from our last update, we have implemented the intelligent search box feature into all of the remaining areas in which it had not been implemented. Now in all areas of the program, when you see a record search for a home, owner, contact, vendor or user (indicated by an elipses button [...]) you can click into the field and type any value related to the desired record to see records that match that value. The display will narrow down as you type additional information.
   
• We have now carried the single click to enter grids feature throughout every grid in the software. Grids that have underlined text (a hyperlink) may lead to more than one kind of record. In this scenario, click or tap the appropriate link to drill down to the desired record. Otherwise, simply single-click or tap anywhere in a row to drill down to the detail view.
   
• Corrected an issue that appeared when a new field was added via the field chooser, causing the spacing of the grid to look wonky. Now, when a field is added from the field chooser, the grid accommodates the new field by auto-arranging all of the fields in the grid.
   
• We have removed redundant wording on many of the command links throughout the program - Save and Add New is now Save and Add, Add New Record has now become Add Record.


Communities

• Corrected an error that appeared when attempting to print reports from the Communities Dashboard.
   
• Corrected an error that prevented a new officer from being added.


Owners

• Corrected a cosmetic issue in Safari that caused the phone number fields to appear out of alignment.


Work Orders

• The Vendor Quick Add has been redesigned to add a contact to the Vendor (new or existing) when adding a Vendor.
   
• Fixed an oversight with the new 'Email Vendor on Assigment' feature in Control Info where the checkbox in the Add New Work Order screen did not change based on the value selected in Control Info.


CC&R

• Corrected a HTTP 404 error that appeared when attempting to create a new Violation from a closed Architectural Request.
   
• Corrected an issue that prevented violation emails from being sent to an owner via a Form Letter when multiple email addresses were entered on an owner's record.
   
• The pending inspections on the CC&R Dashboard is now correctly displaying records based on the Inspect By date.
   
• Corrected an issue in CC&R that caused closed violations and architectural requests to display on the calendar if the target date was the current date.


Setup

• When adding a new owner via the Setup menu, a new checkbox has been added to allow setting the opt-in to emails for that new owner.


Documentation

• Updated the Organizations section of the Admin Module help area. Of particular note is the new topic that details Planning Organizations.

September 2011 Patch Notes (1)

 

Overall

• We've modified the back-end server setup to reduce the potentiality of the OnPoint servers going down.
   
• All gear icons and popups in all modules are now formatted and aligned to match each other and other modules.


Communities

• The Gear icon throughout the Communites module has been updated to behave similar to the Owner module changes last release: 
   
  • If you add an item to the list in the gear popup (type, for example) the value of the new item will automatically populate in the parent field when the new item is saved.
     
  • If you click on the gear icon to edit or delete an item, the parent field will automatically be reloaded to display the updated data when you click save or the gear popup is closed (via the x in the upper right corner).
     
  • Corrected a parser error that appeared when a a new or existing insurance provider was added to the Insurance sub module.
     
  • The edit address popup in the Community Address panel will now properly close upon saving in Safari.


Owners

• Corrected an issue that prevented a record from being saved when Phone Number or Email Description fields contained an apostrophe character.


Work Orders

• When a vendor is unassigned from a work order, the following email will now be sent to the vendor: "Hello (vendor name),The previous work order assignment from (name of cmty) no longer requires your attention. Please review the work order details below (WO details from the assigned email)"
   
• Corrected an error that prevented new work orders from being created in communities that had a numeric ID.
   
• Corrected an error that appeared when a new work order was added and a vendor assigned that had no contact information (phone or email).


CC&R

• In CC&R Batch Processing > Process Letters - the current community the user is logged in to is checked by default.
   
• In CC&Rs By Home > Record Lists (in a home) - Corrected an issue that caused the filter (Open/Closed/Both) to appear as centered in webkit browsers (Chrome, Safari, Android).
   
• Corrected a parser error that appeared when attempting to add a new violation from a grid within a selected record.
   


Setup

• Contacts - We have changed the default display name formatting to First Last, instead of Last, First.
   
• Calendar > To Do List - The clear icon now correctly displays in webkit browsers (Chrome, Safari, Android) .


Administration

• The 'Email To' icon on the Organization page now utilizes TOPS iMail/ OnPoint email.
   
• Organizations may now be deleted. A deleted organization will be logged in the log file.


Documentation

• The Work Order module is now documented in the OnPoint help Wiki. This completes the initial offering of help files for OnPoint. (all modules have now been documented) Additional help files will of course be added on a regular basis, but to the best of our knowledge, all of the existing features in OnPoint should now be at least minimally documented.
   
• Several CC&R Module wiki help topics have been updated to incorporate recent changes.

 

Program Updates

Overall

• Flex Data: corrected an issue in Select type flex fields that prevented list items from being stored properly. 
   

Community

• Corrected an error that prevented officer groups from being deleted due due to deleted officer records being retained in the garbage collector.
   
•  In Contractors, selecting a vendor that has multiple addresses associated with it will now pull the default address labeled Mailing Address.
   
• In Insurance > Add Policy, selecting the Existing Provider option will now appropriately display a blank value until a vendor is selected, instead of displaying the first vendor in the list.
   
• The Sector name field now displays in alphabetic order.
   
• Corrected an issue that caused Add Attorney and Add Officer to throw a error message when the process was cancelled.
   

Owners

• Made a large number of adjustments to the way the gear icon works in the Owners module. Now, when clicking on a gear icon and creating a new record and clicking the save button, the newly created value will automatically populate in the original pulldown field.
   

Work Order

• We have enhanced the email that is sent to a vendor when a work order has been assigned to the vendor. The email now includes the following information: Work Order Number, Priority, Type, Authorized on, Authorized By, Target Date, Created Date, Phone Number, Summary, Description, Special Instructions, Location, Contact and Special Instructions.
    
• When a vendor is unassigned from a work order, an email will auomatically be sent to the vendor based on the setting found in Control Info. The content of the email has also been chnged so that it no longer yells at the vendor in all caps.
   
• Attempting to delete a vendor that has work orders assigned to them will now cause a message to be displayed: "This Vendor is currently being used and cannot be deleted."  If the vendor does not have any assignments, then the standard warning prompt displays: "Do you want to delete this vendor?"
   
• Converting a Service Request to a Work Order will now correctly update the Work Order ID to the ID format defined in Control Info. The View Parent and View Child record links have also been updated to incorporate this change.
   
• We've added a gear icon to the Vendor Insurance Type field to allow adding Insurance Types on the fly.
   
• We've cleaned up some design elements in the Work Order to match the look and feel of other OnPoint module pages.
   
• Corrected an issue that caused an error message to be displayed when the Add Work Order Type process is cancelled.
   
• Corrected an error that appeared when selecting a contact from the Approver list in Control Info.
   
• Selecting a Facility under Common Ground in a Service Request will now cause the facility to be displayed in the Location field.
   
• Corrected an issue in Work Order gear popups for Vendor Type and Work Order Types that prevented navigation between values within the popup.  
   

Setup

• We've completely redesigned the Contacts screen to be more user friendly, as well as matching fields in Owners. The Contact Roles grid has been moved up to a more prominent location on the right, and a new Address grid has been added.
   
• Contact records may now be accessed via single click on the record grid.
   
• When clicking the Description link in the Contact Roles panel, OnPoint now navigates to the record and the Community selector displays the community ID that's associated with the record.
   
• Corrected an error that occurred when attempting to add a home with an existing Street name that was added via the Community module.
   

Documentation

• We've added a number of new help topics to the OnPoint Help Wiki documenting known issues and solutions.
   
• Form Letter documentation has been added.
   
• The functions in the Setup menu have been documented.
   
• Terms and Definitions has been reorganized and updated.
   

Program Updates

Overall

• New Filtering has been added to all main grid lists. This adds a number of new functionalities:
   
  • All fields will now have a small arrow icon to the right of the field name. Clicking on this icon will display a pull down list of all of the values in that grid column. You may select one of these options to filter your results to only display records matching this value.
     
  • When a filter is applied in this way, the arrow icon will display a gold background color to indicate that a filter has been applied.
     
  • You may clear the filter from this bar by selecting (all records) from the same drop down list.
     
• A number of new changes have also been made to the filter bar used by all grids:
   
  • If a value filter has been applied on a column, turning on the filter row (funnel icon) will cause the filter criteria to display on the filter bar.
     
  • The Filter row background has been changed to light blue to match the rest of the grids.
     
  • A new "Clear" icon has been added to the filter row. This option will only appear when a filter has been applied and the filter row is visible. Clicking the icon will cause the filter row to be cleared out, thus displaying all records in the grid.
     
  • The search method for the filter row has been changed to "Starts With" instead of "Contains".
     
  • The font size and padding around the filter bar has been increased on mobile devices to make it easier to touch.
     
• We have changed the select method of all multi-column combo search boxes (Select Existing Owner, Contact, Vendor, Home, Etc.) The text area of the combo box may now be typed into to narrow down the search results to the desired record. This 'Google-esque' interface should make finding a record in the database more in keeping with customer expectations.
   
• An issue that caused the server to re-initiate the login procedure whenever a user navigated to a new page has been corrected. This should resolve the slowdown issues customers have experienced since the last update.
   
• The close icon ([X]) on all popups has been increased in size to make it easier for mobile device users to touch it.
   
• Searching for Owner name 2 in the Global Search function will no longer cause the Legal Name to appear twice in the results grid.
   
• Owners will now use the proper last name in a Contact's Display name if that last name is different from the one in the Legal Name field in Owners.
   
• Corrected an error that appeared when copying settings from another community via the New Community Wizard.
   

Community

• Attorneys is now limited to one record per Attorney type.
   
• Attorney Type may now be edited and saved from within the Attorney Details page.
   
• Emails may now be sent to board members from Communities > Officers.
   

Owners

• Corrected a parser error that prevented a new CC&R record from being created via the Owner detail screen.
   
• iOS: Form Letters may now be printed for Homes and Owners.
   
• iOS: Emails may now be sent from Owners > Owners.
   

Work Order

• Added a new section to Work Order Control Info "Printing/Email":
   
  • "Email Vendor on Assignment": This setting is community specific that, when checked, will cause the "Email Vendor" checkbox to automatically be selected when a new Work Order and a vendor is assigned. This will also occur if the vendor is changed or added to an existing Work Order record.
     
  • "Show Company Info": When this option is selected, the Organization's contact information will be included in the Print Work Order report.
     
• The Print Options window now displays Show Offical Use and Show Company Info for both the selected record and from the Service Requests List.
   
• Corrected a SQL error that appeared when attempting to save Work Order > Control Info.
   
• Work Order reports have had the Work Order number field lengthened to allow for larger custom Work Order ID numbers, such as [CMTY]-[YYYY][MM][DD]-[0].
   
• Print via the Work Order List and Print via the Selected Record is now correctly saving to the Attachments panel of the Work Order Record.
   
• Corrected an issue with the Work Order Lookup Bar that caused the Vendor Name Search to display "No data to display" when there is a vendor with the name that is entered.
   
• When searching the Lookup Bar by vendor phone number, results will now display based on the data and not the format the user enters. (ex. 5551234 vs 555-1234).
   
• Newly created Work Order Types will now autofill into the Type field.
   
• Android: When selecting a Type from the Work Order Quick Add, the dialogue will now use native Android controls, allowing selection of a type.
   
• iOS: Email is now sending from iPads from within the record for Assigned To and Contact at Location (General email) and from the Work Order List (both General and WO Status). Also working in Service Requests: SR General and SR Status.
   
• IE: The Assigned To panel has been updated so that it displays the same in all browsers. This corrects an error in Internet Explorer that prevented vendors from being able to be re-assigned once a work order had been initially created.
    

CC&R

• Corrected an error that prevented Violations and Architecturals from being created from Owners and CC&Rs By Home.
   
• When clicking the "Print Next Letter" link of a selected Violation record, one should no longer receive an error message of 'Object reference not set to an instance of an object'.
   
• Emails may now be sent directly to a homeowner via the mail icon next to the email field in Violations and Archictectural submodules.
   
• iOS: Email is now sending from iPads Violations: General, CCR Status, and Last Letter. Also sending from Architectural: General, CCR Status, and Last Letter. Functioning from CC&Rs by Home: List and via the record.
    

Administration

• User Activity is now being correctly written to the Activity Log. This had stopped working in a recent update due to us switching to a newer server. We attempted to move everything over to prevent any kind of disruption in service.
   
• The Main Address field in the Organizations screen will now properly save with the record.
   
• Corrected an error that prevented filter results from displaying properly in the View Logs utility.
   
• When selecting a child organization from the Organization grid, the detail for the selected record will now display, instead of the main parent organization.
   

Program Updates

Overall

• Corrected an issue in Global Search that caused only the first record in the search results to display, regardless of which record you selected.
   

Community

• On the Community page, changed the default grid display for Amenities to sort by Name in alphabetical order.
   
• Corrected an issue that occured when the user triggers the Quick Add window from the Governance page and then clicks cancel. The page was returning to the Community page; it is now correctly returning back to the Governance page.
    

Owners

• The default mailing address field that was introduced in the last update will now automatically populate with the current home address on which the person is primary owner.
   
• Added a new way to access the 'Opt-In for TOPS iMail' on the owner record detail page. This option may still be accessed from special flags as well.
    

CC&R

• In the CC&Rs by Home grid, Home Address and Owner Name are now links that navigate to the appropriate record. The record summary field links to the record details for the violation or architectural request.
   
• Updated the look and feel of the CC&Rs by Home grids to be more consistent with the design standards.
   
• Whenever an action is taken in a violation, the "last inspect date" is automatically populated with the completed date of the scheduled action.
   
• When a user drills down into the gallery to view images that have been added to the record, the return link now displays as "Back to [Submodule] Page".
   
• The Open/Closed/Both filter drop downs will now properly display the correct list of records when set to Open.
    

Work Order

• Corrected an error that prevented new work order records from being created in communities with a numeric ID.
   
• The "Close This Record" links in Work Order and Service Request detail pages have been moved to the top right where other record actions are displayed, and renamed to match the submodule name.
   
• Corrected an error in the Work Order and Service Request export files that caused headers to display HTML codes in the data.
    

Administration

• Updated the grids in Administration > Organization to make it look more in line with the rest of the modules.
   

Program Updates

Overall

• All grids in OnPoint have been changed to make them more “device friendly”
   
  • We have removed the magnifying glass icon column from all grids. The icon was deemed too tiny to easily hit with a finger on a phone or tablet device.
     
  • All grids have had increased padding added to increase row height and make the records easier to select on a touch device.
     
  • In the smaller grids, embedded on record detail pages, the main column of data has been changed to a hyperlink. Clicking on this link will lead the user to the record detail.
     
  • In the larger grids (record listings, search results, submodule lists), double click to open record details has been removed. A record may now be opened by single clicking on it (or pressing once with a finger). 
     
• Choosing the “Letter” option from the Owners, Homes, Violations or Architectural lists will now present a checkmark to include mailing labels. Checking this option will cause a new “Mailing Labels” hyperlink to appear at the top right of the print preview screen. Clicking the link will cause a new screen to appear in the preview area containing the mailing label information.  
   
• Corrected an issue in some browsers that prevented the column headers from being dragged from the field chooser box to the column header grid.  
   

Calendar

• Service Requests now display on the Calendar on the day/date that they are created.  
   
• Corrected an error that appeared when changing View from Appointments/Events to All Items.  
   

Community

• Sectors (Lot/Block/Section/Neighborhood) now supports alpha characters, as well as numbers.
   
• Flex fields now display properly and users will be able to enter as well as save data into the fields.
    
• Community: Corrected an issue in Chrome that caused the Get Directions and Delete icons to appear cut off.
    
• When a user clicks the Show Additional link, the expanded state will now be remembered until the user closes the browser window or logs out of OnPoint.
    
• Saving a newly created contact in the Governance tab will now properly redirect the user to the Governance page again.
    
• All email links in the Communities module now utilizes TOPS iMail.
    
• Attorneys: changing the Group/Type of an attorney will now correctly display the new type.
    

Owners

• Added a new “Address Key” feature to the print options for Owner Mailing Labels. Selectable options include None (default), Account # and Lot/Unit #. Leaving the default of none will print mailing labels exactly as normal with the name, address and city/state/zip. Choosing either Account Number or Lot/Unit Number options will add a 4th line at the top of the mailing labels. This line will display in parentheses the Community ID followed by a dash and then the number (Account or Lot/Unit). Labels will also be sorted by this value.
   
• If the only person record associated with a home is a renter, that record is marked as Renter/Primary. If an Owner, Developer or Builder is added to the home they may now be defined as a primary record.
   
• Corrected an error that prevented direct emails from sending out to owners when the Allow Automatic Emails option in Special Flags was not checked.
   
• When a home is resold, the previous owner will no longer have that home’s address entered as their primary mailing address. The next available address on that person’s record will become the default primary address. If no other address exists on that person’s record, the default mailing address will be cleared out.
   
• If a home or owner has any history (notes, attachments, letters, violations, architectural requests, service requests or work orders), the delete link for the home will be hidden, even if the user has the rights to delete records. This protects the audit trail.
   

CC&R

• Modified the default grid field layouts and the field chooser fields for all CC&R grids:
   
  
  • Added the Email field to the Field Chooser for all CC&R list pages.
     
  • In CC&Rs by Home, changed the fields that display in the grid by default (in order) to: CMTY, Address, Street, Owner, Count of Violations, Count of Architecturals.
     
  • In Violations, changed the fields that display in the grid by default (in order) to: CMTY, Record, Status, Code, Summary, Address, Street, Owner, Last Action, Next Action, Next inspection.
     
  • In Architectural, changed the fields that display in the grid by default (in order) to: CMTY, record, Stage, Code, Summary, Address, Street, Owner, Request Date, Respond by date.
   
• In Violations and Architectural, changed “Close this Record” link to "Close Violation"/”Close Architectural”, and moved it to the command area in the top right corner beside “Add Violation”/”Add Architectural”.
   
• When closing an Architectural record, the Final Action field now displayes the uncompleted action levels letters that are associated with each action level for that record.
   
• An owner that has more than one email address is displaying only once, as expected, on the CC&Rs by Home list/grid.
   
• Added the Open/Closed/Both filter drop down above the home list in CC&Rs by Home. This will affect the 'Count of Violations' and 'Count of Architectural Requests' fields, so choosing Open displays a count of open records (default mode), choosing Closed displays a count of closed records, and both displays a count of all records in that home.
   
• The CCR Status Report now has a Last Inspection date field added to the report. Also, if the record is a violation then the Request Date and Approved Date have been removed as these fields are for Architectural Requests only.
   
• The CC&R Reminders report can now display all open architectural requests for both New and Pending stages.
   
• The Last Inspection date field is now populating/calculating properly for both Violations and Architectural Requests.
   
• Next Inspection field is now updating to the next scheduled action date and the Last Inspection field is populating with the completed date. The Next Inspection field displays the date of the next scheduled action in the table. This is working with Batch Processing and adding via Violations grid. Also working for Architectural Requests.
   
• Corrected an error that occurred when printing next letter in a community that has a numeric ID (i.e.11711); letters now print as expected.
   

Work Order

• Modified the default grid field layouts and the field chooser fields for Work Order and Service Request list grids:
   
  
  • Changed the fields that display in the Work Order grid by default (in order) to: CMTY, ID, Create Date, Target Date, Priority, Type, Summary, Assign to, Location.
     
  • Changed the fields that display in the Service Request grid by default (in order) to: CMTY, ID, Create Date, Assign to, Type, Summary, Owner, Location. 
   
• Modified the Service Request Quick Add to fit more into the Service Request model: Removed Approved By and Vendor Assignment and added new User Assignment field that contains a pulldown listing of OnPoint users. The default is the currently logged-in user.
   
• Added the ability to add a vendor’s mailing address and new vendor contact when adding a new vendor in the Work Order Quick Add.
   
• Removed All Communities display option from the Work Order Definitions page.
   
• No longer getting an error message when clicking on Accumulated Costs on the Dashboard in the Work Order Costs Accumulated panel.
   
• Corrected error that occurred when printing a Work Order Summary Report with Sort by set to Job Location.
   
• Corrected an error message that occurred when clicking on the existing photo of a Work Order record that has a photo associated with that record.
   

 

Program Updates

Overall

• Corrected an issue in the data conversion that caused Flex Data fields to appear blank when converted.
   
• Corrected an issue that caused columns to resize incorrectly in Internet Explorer.
   
• Corrected an issue that prevented column headers from being moved in certain browsers when dragging a column header to the grid.
   
• Corrected an issue with all grids that prevented users from being able to move, remove or add columns to grids in some browser versions.
   
• Increased the row padding in all grids with an additional 4 pixels above and below the text. This change should make selecting records easier for mobile device users.
   
• Records may now be drilled into from a grid with a single click, instead of a double click or the magnifying glass. This should make navigation easier for mobile device users. 

Form Letter

• The Print Draft feature of Form Letter will no longer display as blank.
   
• Corrected error that caused Form Letter to crash when selecting nonstandard letters containing conversion artifacts.

Contacts

• Completely redesigned the Contacts page. This new design incorporates a number of new features, such as a better display for contact names that automatically parses the Display Name into the appropriate fields.
  
  The fields have been rearranged in the interface to make them have a better flow. The addresses for a contact have been converted to a grid display that allows the user to view and manage addresses.
  
  A new selection fireld has been added to the main contact records area to allow the user to easily define the preferred address for the Contact.
   
• TOPS iMail functions have been further integrated into OnPoint. Contacts must now be opted in to receive email in order for email addresses to display linked on Dashboards and in grids.

Calendar

• The Calendar now includes a context sensitive Right-click menu. options that display are:  Go to Today, Go to Date, Change View To... (60 Minutes / 30 Minutes / 15 Minutes / 10 Minutes).
   
• The Back to Calendar link now navigates back to the Calendar as expected.
  

Community

•  Major redesign of the Communities Module: The Community General, Community Legal Info and Community Control Info have been removed. In their place, two new submodules have been created - Community and Governance.  
   
  • Community - represents the physical location of the community, the buildings, and community contacts.
     
  • Governance - represents the legal organization (HOA / COA / POA / AOAO) that governs the physical community. Governance defines all of the legal and organizational aspects of the community association.
     
    The format of the new submodules follow the standards set forth in other parts of OnPoint, with the record information on the left hand panel and the related records on the right side.
     
• The Community Addresses have been moved to a new table that provides the address information in a more attractive and user friendly format. Each of these now also has a new "Get Directions" globe icon that when clicked, leads to a Google Map page for this address.
   
• Sectors may now be defined by the user in the Community sub module.
   
• Amenities will now be listed in alphabetic order.
   
• The Add Community Contact quick add now has the ability to add extension number(s) to phone number fields.
   
• In Governance, the "What Legal Documents are Used to Govern this Association" section has been redesigned. Instead of a simple text field, this area now allows the user to define file attachments as the governing documents for a community.
   
• Users may now select from a list of board/committee groups to indicate which group is the Board of Directors, or the primary governing body of the community.
   
• Officers, Attorney, Contractors and Insurance pages have been updated stylistically to more closely match other submodules.
   
• The select contact grid when selecting an existing contact while adding an officer now displays names in alphabetic order with no duplication of names.
   
• Board / Committee group types may no longer be deleted or edited.
   
• Duplicate officer group names are no longer allowed
   
• Contractor Types may now be custom defined via the gear icon next to the field.
   
• Preferred Contractors report will now successfully render.
   
• Corrected an issue that prevented a type from being selected on Attorney page.
   
• Attachments may now be added to Amenities without the need to pre-save the record.
   
• Changed the calculation formula in the Properties widget on the dashboard to more accurately reflect the expected return in the graph.
   
• The Email Board Members button in the Quick Actions widget of the Community Dashboard will no longer allow the user to select a Board or Committee group that does not have any members.
   
• An existing Attorney from another community may now be added to Communities > Attorneys
   
• No longer getting an error message when clicking on Email Community Contacts from the Quick Actions panel on the Community Dashboard.
  

Owners

•  Owners page has been redesigned to incorporate new standards and make the interface more user friendly. The names area has been beefed up to include a better company name interface, and a name parser for names entered into the display name field. We have also included the new address grid to track multiple addresses. A new field for selecting the primary address is now displayed in the main record area, and reads the list of available addresses from the new grid. The iMail opt-in field has also been added to the owner record.
   
• Print Letter options now include a check box to 'Also Print Mailing Labels'. If the check box is checked, the letter print preview window will display a 'Mailing Labels' link in the top right of the preview. When clicking the Mailing Labels link a seperate window opens with the mailing labels. These can be saved or printed to the printer directly.
   
• Made some adjustments to the Owner Resale feature to make previous owners and home addresses more appropriately predict the new values.
   
• The current home address will now be removed from the previous owner's contact record once a resale has been completed. This will not affect alternate addresses or other properties owned by this contact.
   
• Removed Renter from the Owner Type list on resales.
   
• When a new owner has been added, if the Owner Type is set to Renter, the Lease Start Date and Lease End date fields will now appear.
   
• Added country field to mailing labels, and corrected some issues with alternate address displays on labels.
   
• When Apartment numbers / Unit IDs have been activated, they will now automatically be displayed in all areas addresses are displayed, including labels, without user intervention.
   
• The Unlisted check box for the phone number fields are no longer wrapping in Chrome.
   
• Add Phone and Add Address will no longer allow duplicate descriptions. The system will automatically increment the default description if none is added by the user (ex. Phone 3).
   
• Corrected an issue that caused an error message to display when a user attempted to add a visitor via the Add Visitor hyperlink.
   
• Clarification: Updating phone number depends on how the owners have been entered. If owners have been added as owner 1 name and owner 2 name (indicates 1 record), then updating a phone number in the owner record will update the information in both contact records. If added owner primary and additional owner, which indicates 2 records for property, then each individual contact record would have to be updated.
   
• When searching in the Lookup Bar, if the field to search on is set to Owner Type, and the value to search for is set to Primary, the primary owner record will be returned for this address. The priority is the Primary Owner type, but if that is absent, the system will display the next record in this priority scale: Primary Owner, Owner, Developer, Builder, Renter.
   
• Corrected an issue that prevented homes from being deleted in Internet Explorer.
   
• Corrected an issue that caused an error message to appear when clicking on the email option.
  

CC&R

• Architectural Requests has been updated significantly to separate it more from violations, and more correctly reflect the unique properties of the architectural approval process.
   
• A new field, Final Action, has been added to Architectural. The administrator may define a letter that will be printed when the record is closed manually, or the stage is changed to Approved, Disapproved or Cancelled.
   
• CC&Rs By Home now displays details in two grids, one for Violations, and the second for Architectural Requests. 
   
• The default stage for a new CC&R record is New. This stage will remain until the first action has been taken on a record, at which time the stage will change automatically to Pending. This gives users the abiltiy to filter new records upon which no action has yet been taken.
   
• A new prompt has been added to the Take Selected Action: 'This action has already been taken. Do you want to retake the action with the current date.'
   
• The Default Violations and Architectural Action Tables no longer display under Control Info. Code defaults will now be managed through the default ARC and VIO codes in the Codes sub-module.
   
• The View Extra Options link has been removed in CC&R Batch Processing, and all of the options are now visible on the main Batch Processing page.
   
• Updated the layout of the CC&R Codes, CC&R Violations Detail and CC&R Architectural Request Detail screens to more appropriately match the interface of other areas of the program.
   
• Clicking on a code in the Fines Posted by Violation Code widget on the dashboard will no longer generate an error message in Internet Explorer.
   
• Corrected an issue that caused an error message that stated the community contained no CC&R Codes when it in fact does.
   
• Owners that were imported from TOPS Professional will now recognize their own email address when attempting to email owners from the CC&R module.
   
• Owners with multiple email addresses will no longer display in CC&R sub modules as duplicates.
   
• Corrected an issue that prevented emails from being sent to imported owners.
   
• The Final Action list options now display the letters / action steps associated with the Violation/Architectural Request that is being closed.
   
• No longer getting an error message when clicking Save after selecting a file/photo that is larger than 4.2MB; the record is saved, the photo displays and attaches, and may be viewed.
   
• No longer getting an error message when clicking on Control Info.
   
• Now able to enter data into the Flex Data fields in Codes and in the Violations record.
  

Work Order

• Tweaked the user interface of the Work Order screen to make it more in keeping with the rest of the product.
   
• A new Vendor Assignment feature has been added to the Work Order Quick Add. When the new 'Vendor Assignment?' checkbox is checked, it displays options to add an Existing Vendor or New Vendor, Select Vendor, Phone and Email fields as well as the Email vendor on assignment checkbox.
   
• Clicking the Delete Vendor option will now return the user to the main Vendor List.
   
• The following fields have been added to the Field Chooser for the Vendors grid: 1099, Fax, Federal Tax ID, Website, and # Work Orders (displays the number of work orders assigned to each vendor).
   
• Corrected an issue that prevented the Service Request status chart from being displayed on the dashboard in some versions of Firefox.
   
• If an image has been selected as the primary image for a Work Order or Service Request, it is now included in the PDF attachment when that record is sent to a vendor via PDF.
   
• Service Requests Summary and Service Requests Detailed Reports now include only data for the current community instead of all communities.
   
• Work Order Summary and Work Order Detailed Reports now include only data for the current community instead of all communities.
   
• Corrected an issue that prevented data from displaying in Excel when an export to Excel was performed from Vendors.
   
• An email address may now be added to the selected Vendor from the 'Assign to Vendor' screen.
   
• Editing the Vendor Type no longer generates an error message in certain bvrowsers.
   
• Terminology for the close function has been changed from 'Close this Record' / 'Reopen This Record' to 'Close Work Order' / 'Reopen This Work Order'.
   
• When an email is sent to a specific contact, the person should now receive the email correctly, instead of a mailer daemon email. CCs should also now correctly send to the specified email addresses.
   
• The Vendor Email Address will now automatically populate in the To field for new vendor emails.
   
• Corrected a parser error in the vendor display list.
  

Administration

• A user may now maintain up to 5 simultaneous logins. When the maximum number of users is reached (simultaneous logins), the longest idle user of the same name will be logged off. The maximum user message will still display if the user names do not match.
   
• A large number of updates have been made to the security system covering every aspect of the program to insure that Full, Read/Write, Read Only and No Access settings are correctly reflected throughout the software. This covers over 294 field permission rights throughout the program.
   
• When a user with a No Access role enters data into Global Search the results window now displays "No Match Results Were Found".
   
• When a user does not have rights to iMail, the envelope icon next to email fields is no longer displayed.
  

Program Updates

 

Overall

• HUGE CHANGE! The Roles and Permissions (Security Rights) interface has been completely re-done. Administrators may now restrict user rights from a top, module level down to a detailed field group level. This change affects every single aspect on TOPS OnPoint, so your current user list will be reset, and you will need to reassign rights for the roles.
   
• CC&R and Work Order modules now feature a photo gallery by which you may select an image to associate with the record. This feature follows the same functionality as in TOPS Professional’s Work Order module, allowing images to be printed with a record.
   
• Added Picture Chooser to Work Order, Service Request, Violation and Architectural Request Quick Adds.
   
• The Status field in all modules has been standardized to include only Open and Closed options.
   
• Added new Status filter combo box (Open/Closed/Both) to all Work Order and CC&R grids (both in the modules and on the Owners screen).
   
• Added ‘count’ fields throughout list views in Homes, Owners and CC&Rs by Home. These display a count of Work Orders/Service Requests or Violations/Architectural requests for that record.
   
• Updated email links throughout the program to utilize TOPS iMail.
   
• Addresses now default to USA as the country.
   
• Corrected an error in Global Search causing phone numbers searches to prevent changing the number of results shown per page.


Form Letter

• Form Letter Manager now features a list of ‘Master Letters’ based on the default (XX) community.
   
• Margin outlines are now displayed by default in Form Letter. All margins now default to 1 inch. This may be changed by the user on individual letters.
   
• A large number of merge code fields have been added to the Form Letter program.
   
• The words ‘Size’ and ‘Zoom’ have now been changed to their correct values, and may be changed by the user.


Owners

• You may now print multiple mailing labels for a single owner.


Work Orders

• Vendor and Contact at Location will now automatically select the default phone number and email address of the selected contact.
   
• The interfaces of Work Order and Service Request have been reworked slightly to make them more user friendly.


CC&R

• Architectural Requests now has its very own default action table. This allows you to define a default list of actions to take for each new architectural request created in OnPoint.
   
• We have also added two new default codes: Violation (VIO) and Architectural (ARC). When you create a new CC&R code, you will now have the option to copy the action table for a new code from either the default code, or any existing code in the system.
   
• When editing codes, you will now be able to edit the default action table for each type (VIO or ARC), and have any changes you make cascade down to every CC&R record based on that table.
   
• A new field has been added to Architectural Requests called Stage. Stages are the values formerly called Status: Pending, Approved, Disapproved. Two additional stage options have been added, New and Cancelled. This should provide some additional options for managing architectural requests.
   
• Marking an Architectural Request as cancelled will prompt the user to enter a note of explanation.
   
• Added options to Append/Overwrite/Cancel when copying the CC&R Article to the description in the Quick Add.
   
• Added multiple fields to the Field Chooser for the list grids in the CC&R module including Status, Stage, Last Inspection, Next Inspection.
   
• Corrected some issues causing Batch Letter Processing to misbehave.
   
• Inspection Reminder settings in Control Info will now save properly.
   
• If an action on the action table is skipped, the grid value will now read “Skipped” for that step, and the system will automatically move on to the next action in the list.
   
• Reports will now be based off the Commence Action Date instead of the Create Date.