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1. To Add a New Category To Edit a Category To Delete a Category 1 Clickadd edit delete email 1 Click add edit delete email 1 Click add edit delete email bulletin categories bulletin categories bulletin categories 2 Click Add 2 Click on a category to edit 2 Click on a category to delete 3 Type the category name full 3 Click Edit 3 Click Delete description administrator 4 Type the desired changes name and an optional image 5 Click Save Changes file 4 Click Save New Computer Junkies eMail Bulletin Welcome All Computer Junkies 30 TOPS Community Web Sites User Manual Bulletin Administration When an event is added you may automatically add the event to an email bulletin and all individuals subscribed to that bulletin will receive an email informing them of the event You may also send email bulletins directly from the email bulletins option on the sidebar You may not edit or delete email bulletins once they have been sent so make sure you check your text before you click the send button To send email bulletins To Send an Email Bulletin To Send Email Bulletins From 1 Click Senda TON Announcements or Events Calendar 2 Select a bulletin category subdivision or check 1 Create a new announcement or calendar event the box to send the email to everyone in the 2 Create the item as usual address book 3 At the bottom of the new announcement event 3 Enter the subject of the email choose a category
2. eForm Edit Form Title Name address the Board Please complete this form if you wish to address the Board of Directors or the members of a Full Description subcomittee AUTO RESPONSE Your request has been received by the Management Auto Reply Message Someone will contact you shortly regarding your request Form Available on Public Site Vv Adding eForm Fields A field is a piece of data you wish to have the resident enter such as first name You will be asked to fill in the following information for each field Required Checking this box defines this as a required field Users will be unable to submit the form without first entering a value into the field Please note that this option should only be used for fields in which you are certain the user can complete Label This is the title of the question you want the user to answer You might form it as a statement or a question First Name or What is your first name 27 TOPS Community Web Sites User Manual Type This is the kind of field that will be displayed in the form 2 Short Text This is a standard field type A one line text field will be displayed in the form z Long Text A 3 line text field will be displayed in the form If the user enters more than three lines and a scroll bar will appear on the right side Comments If you wish to add standard text in the middle of your form or would like to use HTML use
3. Preventing Message Board Abuse There are several things that can be done to prevent abuse ranging from the mundane to the drastic We have recommended a few options below First and foremost you should have posted a clear definition of the rules and regulations A simple way to do so is to add a Terms of Service TOS document to your Documents section You can find a sample version of this that you can download and customize to your site on our downloads page at www topshome com a Next we recommend that you put a disclaimer on the Message Board using the Feature Description text and tell people they can t use it for advertising This is just a reiteration of the information in your TOS but the more often you post it the stronger legal standing you have Alternatively you could post a message on the board stating The Rules This should include a list of things that are or are not allowed on the site TOPS has standard disclaimer text that we place on every new site in the feature description for the message board page Perhaps the easiest and least intrusive option that you have to keep your message board clean is to police the site Anyone with security level one can delete messages posted to the board If you cannot police it yourself you can assign someone in the community to do so perhaps a board member We can change the security of the message board to allow that person to delete the unwanted messages When
4. 2 PAYMENT Credit Prepaid 125 00 125 00 250 00 2 CHARGE ASSESSMENTS 125 00 00 125 00 CHARGE 125 00 00 00 1 1 2003 APPLY CREDIT ASSESSMENTS 125 00 00 00 2 21 2003 EXP ADJUST Misc Charges 288 00 00 288 00 4 1 2003 CHARGE ASSESSMENTS 125 00 00 413 00 4 3 2003 PAYMENT ASSESSMENTS 125 00 125 00 2210 288 00 13 TOPS Community Web Sites User Manual User Profiles A User Profile stores information on a single owner or resident This information is initially uploaded from TOPS although residents do have the option to add additional personal information It is up to each resident to fill in as much detail as they are comfortable sharing The following fields are uploaded from TOPS 2000 initially when an owner is added to the address book e irst Name gmail Address e ast Name z rimary Address 1 amp 2 Kategory Residents ity State amp Zip amp amp ogin Name e ubdivision Cmty name by default e assword 4c0t Unit Security Level 50 not visible to Alt Address 1 amp 2 residents 6 ity State amp Zip Berson ID ID From TOPS not edome Phone visible to residents ell Phone Alt if not unlisted N ork Phone If not unlisted Other Phone Fax if not unlisted The owner populates all other fields in the user profile as desired Once information is added to the user profile this information is added to the address book All residents can see information contained with
5. 3 Enter the topic name 4 Click Save New To Edit a Review Topic j Click the category containing the review topic you wish to edit Click Edit Reviews in Category Name Click the review topic you wish to edit 4 Enter the new descriptions of this item 5 Click Save review topic N W Predefining Categories We highly recommend that you predefine review categories rather than allowing residents to add them Residents often do not understand the structural layout of the site and will create new reviews that are actually categories This can cause your reviews section to become untidy and difficult to maintain Keep in mind that reviews have a three tier level structure Review Categories Such as plumbers pool contractors and local restaurants Review Topic Such as Brothers Plumbing S amp S Pools or Joe s Crab Shack zs Reviews Here is where residents place their actual reviews of this specific vendor business topic 44 TOPS Community Web Sites Review Administration User Manual Each resident has the ability to write a review within any category Only the Community Administrator can delete a review To administer reviews click Reviews on the sidebar and follow these steps To Post a Review 1 Click Post a new review 2 Select a category from the list or enter a new category name 3 Click Continue 4 Select the item you wish to review or enter a new item to revi
6. Private Home Page The private homepage is the first page residents see upon logging into your web site The private home page may be any combination of text graphics what s new and events calendar You can define exactly how you wish it to appear by editing the content in the Feature Descriptions Private Home Popup The Private Home Page popup displays each time a resident logs into the web site This is a great way to bring urgent announcements important additions and exciting features to your residents attention You can edit the content of the private home popup through the feature descriptions interface If there is no content in the popup it will not display on your web site However if there is any content at all even a space the popup will display every time the private home page is viewed For more information in Feature Descriptions see the Admin Only section of this manual 12 TOPS Community Web Sites User Manual Account Info The Account Info link on the side menu bar provides an owner with a wealth of information on their account with the association All of the information in the Account Info section is uploaded to the web site by TOPS 2000 There is no editing enabled for this information regardless of security level If edits need to be made to Account Info those edits must be performed in TOPS 2000 What is in Account Info The information that is uploaded to the account info area can be
7. 2 be es ot es 70 TOPS Community Web Sites User Manual Inform Owners using an Email Bulletin Even if you have already used TOPS 2000 to send a form letter to all of your owners informing them of their login names and passwords this data can be easily forgotten or misplaced A great way to keep residents regularly informed of their login information is to use the eBulletins feature To do this follow these steps Log in to the community web site as Send a new eMail Bulletin Administrator Click the eBulletins link on the left ios oaLap navigation menu Check hara to send eMa Toward the bottom of the screen right sooo sere below the button that says Save Changes is the link to send out a new si email bulletin Click on the link to bjuct roan views Hac a Nan Web Sta create a new email bulletin to send 2 ma has a web ste Hended lo beep you informed of atriis events and other out y po la n P S ripear e Be The top half of the screen will help ie ed io a you select to the residents whom you Passwori infomation along with want to send the email Bulletin eater May i NOTE If you want to send your sE eBulletin out to everyone in the address book who has an email address you can put a check mark in the box that is the second field on the page Enter the text of your message Click the checkbox if you want to send the login and password information with the message Each recipient of the email w
8. 4 Confirm Server Information lHost Address f192 168 1 280 E re i User ID WEBWIZ Confirm that this information is correct ax Password WEBWIZ and click Next eS Ja The communities for which you have E lt Back Next gt X Close purchased the TOPS Community Web E Site Service should automatically be Communities to Upload Step 2 of 6 M M 1 M Compare your community ID s with our information and make any disp layed m this list corrections needed Choose which web site communities to upload 10 If a community that has a TOPS web r site is not displayed here click Add EITT Community to add the community to the list of communities to upload 11 Click Next to continue to the next step Add Community X Close 66 TOPS Community Web Sites User Manual 12 If you wish to have TOPS 2000 Schedule Automatic Uploads Step 3 of 6 automatically per form updates of your Scheduling automatic uploads requires an internet connection established prior to upload time otherwise the upload will not take community owner data files click Use place It also requires that the TOPSCommunityWebsites program th wind 3 Automatic Scheduler AS You may chose not to use the automatic upload scheduling feature 13 Check the days you wish to have TOPS and simply upload manually You may always upload manually at any rf h d 1 d time in addition to any automatic uploads that are scheduled pertorm the automate
9. Click Save New the advertiser 5 Click Save Changes Adding Ads for an Advertiser Finally you will want to add any ads this advertiser has paid for Enter the text and picture of the ad as described in the Classified Ads section of this manual then select the name of the advertiser from the list labeled Advertiser and click save new Advertiser Tip A great way to track your advertising dollars is to set up anew community in TOPS name it the same as your web site and set up the advertisers as owners in that community Then you can simply set the monthly payment amount as the ad fee 56 TOPS Community Web Sites User Manual Feature Descriptions If you want to change the content that appears on one of the main pages of your web site you can use the Feature Descriptions editor to do this This will allow you to use the rich text editor to add content to the top portion of that page The feature description can edit everything above the table of data for that feature except the page header To Edit a feature description Click Feature Descriptions from the sidebar Select the page to be edited and click Edit Use the rich text editor to change the content of the page Click Save Changes Fo eS There is another way to access the feature description editor as well When logged in as an administrator every main page you visit will have a link titled edit feature description This link will take you directly
10. Owners can then click the link on their community to be directed to the classified section of your management company site The Shoppers Classified feature is available for any community site you wish to add it All you need to do is ask us to add it for you by sending an email to websupportOtopssoft com 22 TOPS Community Web Sites User Manual Board Committee Listings A person must be in the address book in order to be listed on a particular board or committee Each Board or Committee within your community should be listed in the category area To Add a New Category To Rename a Category To Delete a Category 1 Click here to edit categories 1 Click here to edit categories 1 Click here to edit categories 2 Click Add to add a category 2 Click on a category to edit 2 Click on a category to delete 3 Type the category name 3 Click Edit 3 Click Delete 4 Click Save New 4 Type the new name 5 Click Save New Listing Order It is important to note that the order in which the committee members are added to the committee are the order in which they will appear on the web site If you want the Chair of the Committee to be listed first you ll need to choose their name first However if you later decide to change the order of the names you can click on each individual entry and enter the new position into the Sequence Number in List field The name that appears in the box is the primary residents first name and last name
11. spacing and captions If you want to add a new image to the internal images of your site you can click the Browse button above This will let you locate the file on your local computer Once you have selected the file to be uploaded click Upload to add the image to the list of Internal Images on your site Notice that the interface will only allow you to upload image files The interface is advanced and is even able to tell whether or not a file is a legitimate image file If a file has a gif or jpg extension but is not a valid image it will detect this and reject it If a file has a different type of file extension or none but is a legitimate image 1t will detect this as well 64 l l l l l l TOPS 2000 Softw are related Features iT i la aS Es A A gt o ee o ee a e li gt o ll TOPS Community Web Sites User Manual Uploading Owner Data from TOPS 2000 Using the Web Wizard Uploading data from TOPS 2000 to a TOPS Web Site entails three steps setting up server information a one time task you won t have to perform again uploading data from TOPS 2000 to the web site typically a weekly or monthly task and generating the form letters to inform homeowners of their login names and passwords typically a one time task for each new community web site The Web Wizard in TOPS 2000 makes performing all of these steps a simple and effi
12. 1m ii o os e o o sem e os p o pa fp o fm p ome o o o e o o fer ey nl TOPS Community Web Sites User Manual Board Only Functions One of the unique sections in TOPS Community Web Sites is the Board Only area This section is limited to address book records with a security level of 25 in other words Board Members It is necessary to first define community board members with the security level of 25 to allow them to view these features Please see the note regarding defining a Board Member category under the Address Book section for more information on defining Board Members Board Only Message Board The board only area also contains its own message board completely independent of the resident message board Board members can post general information questions comments and more to the message board Anyone with a security level of 25 the default for board members or better can add a topic to the message board and add a message under any topic as well as reply to any existing message See the Message Board section for more information on how to use Documents Board Chat Your TOPS Community Web Site actually contains a separate fully functional chat feature for board members only This is a great tool to discuss board related issues especially if one or more board members are unable to make it to a meeting location This feature is also good for scheduled online events An excellent example of this would be to schedule liv
13. Businesses advertisers Points of Interest parks zoos museums News State and Local Newspapers Shopping malls shops in area Education schools colleges online learning and For Fun disney com bluemountain com 39 TOPS Community Web Sites User Manual Live Chat One of the most unique and dynamic features of TOPS Community Web Sites is the Live Chat feature This feature allows anyone who is currently signed on to the web site to take part in a realtime community chat The chat window updates itself any time the user presses Enter clicks Send and automatically every 7 seconds This allows any additional messages added to the chat to appear almost instantaneously What s more the chat transcript is left alive for several hours even if idle So if everyone who was in the chat suddenly had to close their web browser and then reopen the web site their conversation would still appear Scheduling Live Chats As an administrator you can greatly influence how residents use the web site by choosing where information on a particular topic will be put If you post an announcement that there will be an open forum on Live Chat at 7pm regarding ideas for new parking rules people will use the feature If you post an announcement with accompanying email bulletin that the first of each month at 8pm there is a new homeowner Q amp A in the chat room that anyone is welcome to take part in both for learning new things and for sha
14. Categories To Edit a Module 1 Click Edit Modules Admin Only 2 Click Here to Edit Categories 3 Clickon a module to edit 4 Click Edit 5 Type the new information 6 Click Save New To Delete a Module 1 Click Edit Modules Admin Only 2 Click Here to Edit Categories 3 Clickon a module to delete 4 Click Delete 5 Contact TOPS Support to remove the module from the sidebar Each module is grouped by category This allows you to create groupings within the module such as Breakfast Lunch Dinner and Dessert within the Recipes module To administer module categories click on the Module Name and follow these steps To Add a New Category 1 Click here to edit module name 2 Click Add to add a category 3 Enter a short description name 4 Enter any rich text for the category 5 Define view and edit security levels 6 Click Save New To Rename a Category 1 Click here to edit module name 2 Click on a category to edit 3 Click Edit 4 Type the new information 5 Click Save New 61 To Delete a Category 1 Click here to edit module name 2 Click on a category to delete 3 Click Delete TOPS Community Web Sites User Manual Administering Modules Modules may contain photos documents spreadsheets presentations text files and even sound files The rich text editor may be used to better format your entries Images that are uploaded will be automatically resized to fit the scr
15. Simple Schemes These schemes offer a generic easy way to inform owners of a uniform login name and password e g via a newsletter e imple 1 Login Last Name Street Address Number smith1030 Password Street Address Number 1030 Simple 2 Login Last Name Lot Unit Number smith103 Password Lot Unit Number 103 Simple 3 Login Last Name Account Number smith10103 Password Account Number 10103 Since the login name must be unique for all owners to be able to log in to the web site you must ensure that the simple scheme you choose will not result in duplication If you are a condo association for example you should not use simple scheme 1 since the street address number is the same for many owners Thus two owners with a last name of Smith living at 100 Easy Street would receive duplicate logins of Smith100 Because these logins share a similar login structure you must be advised of the security risk inherent in the simple schemes Owners could easily figure out a neighbor s login information and log in as that individual Because of the sensitive nature of the data available from TOPS 2000 if you choose to use a simple scheme you should warn owners to change their password as soon as they login for the first time 67 TOPS Community Web Sites Instruction 19 You should now confirm that all of the settings listed here are correct to the best of your knowledge It is also a good idea to click and dra
16. Sites User Manual Events Administration You can administer the events calendar by clicking on Events Calendar on the sidebar and following these directions To Add an Event To Edit an Event To Delete an Event 1 Click add edit delete calendar 1 Click add edit delete calendar 1 Click add edit delete calendar events events events 2 Click Add 2 Click the event you wish to 2 Click on the event you wish to 3 Enter the event information edit delete including recurring settings and 3 Click Edit 3 Click Delete announcement or email bulletin 4 Enter the desired changes for categories the event 4 ClickSave New 5 Click Save Changes You may notice that editing an event does not give you access to the item in the announcements or email bulletins Remember that email bulletins cannot be edited once sent You can however edit the announcement by clicking on the Announcements item on the sidebar and editing the item there Events Calendar 34 TOPS Community Web Sites User Manual Facilities Facilities are any location or item in your community that may be used rented or ordered by your residents Such items as pools gymnasiums recreational rooms bike paths and malls help make your community more attractive to prospective owners This is also a great way to let current residents know about features you offer like dry cleaning pick up or banquet room rentals Facilities Administration You m
17. Uploads C Do not use Scheduler Manual updates only Z y y Use Automatic Scheduler TOPSCommunityW eb exe will be added to Window s Startup 14 Set the time the automatic uploads will sunday Y Thursday First Day of Month Time ja 3 00 4 PM E be performed on the selected days Z Monday Y Friday 18th Day of Month Y Tuesday J Saturday J Last Day of Month 15 Click Next to continue to the next step Y 4 16 Select a password scheme from the X cose drop down list Define Upload Options Step 4 of 6 Please check the appropriate boxes to select which data to upload 17 Check the owner data that will be for all selected communities included 1n the upload This applies to Password Scheme Standard First 5 Characters of Last Name Number ALL communities selected Include In Data Upload Y Accounting Information 18 Click Next to continue to the next step Y 1 Year History IV Include History Notes Y Gate Security IV Work Orders IV Service Requests Y CCAR Violations 4CC Requests lt Back Next gt X Close Standard Scheme The Standard Scheme is the same scheme that is used in TOPS 2000 version 3 04 Login First 5 characters of owner s last name 3 digit number smith001 Password TOPS Property ID andom This new scheme is a completely randomized generation of characters symbols and numbers for both the login name and password Each field is exactly 8 characters no more no less
18. You as community web site administrator have the ability to add to or edit the address book categories SPECIAL NOTE The Residents category should never be deleted only renamed This is important because TOPS 2000 only uploads data to this category If you delete the category TOPS data will be uploaded to a nonexistent category causing it to be invisible in the address book To Add a Category To Edit a Category To Delete a category 1 Click here to edit categories 1 Click here to edit categories 1 Click here to edit categories 2 Click Add to add a category 2 Click on a category you wish 2 Click on a category you wish to 3 Type the name of the category to edit delete 4 Click Save New 3 Click Edit to edit that 3 Click Delete to delete that category name category 4 Type the name of the category 5 Click Save New Address Book Administration Community Web Site administrators and other individuals with level 1 security access have the ability to directly edit an address book record This is the equivalent of logging in as the owner and clicking User Profile Because owners are transferred from TOPS they will always be stored in the resident category You may however add outsiders to their own category manually For example if you wish to store contact information for the property management company in a category called management you may add that information by selecting Address Book from the side bar clickin
19. a Home for Sale To Delete a Home for Sale 1 Click add edit delete Homes 1 Click add edit delete Homes 1 Click add edit delete Homes for Sale for Sale for Sale 2 Click Add 2 Click the home for sale you 2 Click on the home for sale you 3 Add information about the wish to edit wish to delete home for sale 3 Click Edit 3 Click Delete 4 Click Save New 4 Enter the desired changes for the home 5 Click Save Changes Homes for Sale allows a picture of the home to be added to the ad The picture file should be no more than 40k in size to allow for quick viewing The ad can also contain a hyperlink to another web site Remember to spell out the entire web site address so it becomes an active link i e http www my_house com Homesites for Sale If you have an empty lot available for sale you may offer it under the Homesites for Sale option The functionality for this feature is handled through the Homes for Sale feature To define a homesite add a Home for Sale as above and check the box marked Empty Lot Edit Home for Sale zmer Lot n vel estab neighborhood pent of Dal rees esce ent budding iot 38 TOPS Community Web Sites User Manual Hot Links Hot Link Categories Hot Links are other web sites that may be of interest to your residents You might wish to link to local schools and governments as well as to national sites such as www weather com Hot links are broken into categories to better
20. a start date and an end date Surveys will not appear on the site until the start date and will disappear from resident view on the end date Surveys are easy to design and can have up to eight options The program prevents duplicate voting and it allows viewing of aggregated results PLEASE NOTE The Votes amp Surveys feature is not suited to official elections or other essential voting functions as there are no security measures to prove beyond that shadow of a doubt that a logged on resident is in fact that individual Additionally many states have not approved online voting for local elections We recommend that you consult an attorney before initiating any kind of official online voting Survey Administration To administer the Votes and Surveys sections click Votes Surveys on the sidebar Next follow the steps below To Add a Survey To Edit a Survey To Delete a Survey 1 Click Add Edit Delete 1 Click Add Edit Delete 1 Click Add Edit Delete Votes Surveys Votes Surveys Votes Surveys 2 Click Add 2 Click the survey you wish to 2 Click on the survey you wish to 3 Enter descriptions survey edit delete dates and up to 8 options 3 Click Edit 3 Click Delete 4 Click Save New 4 Enter the desired changes for the survey 5 Click Save Changes 47 TOPS Community Web Sites User Manual 48 l l l l l l Board Only Features 1
21. allows you to view the current view security level defined for every feature in the site S8 TOPS Community Web Sites User Manual Custom Modules Modules are the most varied feature in TOPS Community Web Sites as they are limited only by the imagination of each web site administrator Modules are a great way to customize your web site as much as you want but it is important to understand how they are structured in order to properly use them You can see what modules are currently available on your site by logging on to the site as the administrator and selecting Edit Modules under the Admin Only subheading Potential Uses For Modules You may have noticed a few of the custom modules on your site already such as Recipes Kids Play Groups and Photo Gallery These modules are built into the site as an example of how the feature might be used Here are some other examples of how our customers are using the Modules feature 2 Community Sites Manageme nt Sites 25 Lost and Found Module es Community Listings 2 Help Wanted Module Services Provided Maps amp Directions Management FAQs Carpooling Marketing Info e Yard of the Month e Realty Info Neighborhood Section Phase Info Our Team Bios e Developers Continuing Education local college Group Outings 55 communities Admin Only hidden Module Security Settings Both the module itself and the sub categories in the module
22. appropriate for your community 7 Add any announcements and upcoming events 8 Add documents and newsletters 9 Setup any initial hot links that you want for your area school government entertainment etc 10 Setup any additional recipients in the request and questions section to make it easier for residents to contact them Make sure these people are aware that they are being added to the site 11 Upload your owner data and financial reports from TOPS 2000 and print form letters for residents This will be done by a management company administrator if applicable 12 Send out your form letters as a notice to residents with the address of the new community web site information on what they will be able to do with it and logins and passwords Encourage each resident to fill out their User Profile 13 Add any classified ads that you have sold TOPS Community Web Sites User Manual Continuing Maintenance e Schedule updates from TOPS for resident and owner information Export reports such as financials for use by board members s Add any new documents or newsletters that become available ss Add new announcements and events as needed s Sell and post classified and banner advertising 2 Post any volunteer requests Add surveys when desired 2 Keep an eye on message board postings e Delete events announcements as they become outdated s Send regular eBulletins to inform owners of site
23. big size and bolds it Align Left Right or Center lt H4 gt lt H4 gt Heading 4 Makes text normal size and bolds it Align Left Right or Center lt H5 gt lt H5 gt Heading 5 Makes text small size and bolds it Align Left Right or Center lt H6 gt lt H6 gt Heading 6 Makes text smallest size and bolds it Align Left Right or Center lt CENTER gt Centers anything in the container NONE lt CENTER gt lt BLOCKQUOTE gt Indents the text inside the container NONE lt BLOCKQUOTE gt lt FONT gt Changes the way the text inside the container Size 1 6 ex Size 3 lt FONT gt looks The size of the text 1 is smallest 6 is largest The color of the text Hexidecimal or Names Color Color name ex purple The name of the font must be exact Face Font ex Arial If you want to create numbered or bulleted items use the following code lt UL gt Result lt OL gt Result lt LI gt Bullet 1 9Bullet 1 lt LI gt Number 1 1 Number 1 lt LI gt Bullet2 ooBullet 2 lt LI gt Number2 9 Number 2 lt LI gt Bullet 3 Bullet 3 lt LI gt Number 3 3 Number 3 lt UL gt lt OL gt TE TOPS Community Web Sites User Manual Appendix B Web Site Management Along with maintaining your TOPS Community Web Site there are a few things you should be aware of for management purposes Search Engine Submission TOPS Software does not submit your site to search engines Although some search engines may find your
24. content Technical Support By now you will have chosen the individual who will be your TOPS Community Web Site Administrator This individual is responsible for all administration dealing with your web site TOPS Software will provide unlimited e mail support to the Administrator provided you continue to upkeep your TOPS Community Web Site You may contact TOPS Software Technical Support in the following ways Toll Free 800 899 5689 M F 9 30 5 30 EST E Mail websupportOtopshome com US Post 364 C Christopher Avenue Gaithersburg MD 20879 Online Our website www topshome com contains a wealth of information about TOPS community websites Also check our knowledge base for further help and information www topshome com topshome Administrators Help CWS_Help htm TOPS will provide free e mail support to one community administrator and one management company administrator Telephone support will be provided free of charge for e mail problems Fees may apply for all other telephone support TOPS Community Web Sites User Manual General Site Administration TOPS Community Web Site Features were written with consistency in mind Following are the general directions on how to add edit or delete something in your site Following the general directions are brief descriptions of each function and things to keep in mind when administrating those particular functions If a question arises about site administration please ema
25. defined by the Community Administrator An ad can be viewed by clicking classifieds from the sidebar selecting a category and clicking the ad you wish to view To add edit or delete classified ad categories To Add a New Category To Rename a Category To Delete a Category 1 Click here to edit categories 1 Click here to edit categories 1 Click here to edit categories 2 Click Add to add a category 2 Click on a category to edit 2 Click on a category to delete 3 Type the category name 3 Click Edit 3 Click Delete 4 Click Save New 4 Type the new name 5 Click Save New Soft Classifieds may be sold in time blocks to Advertisers may use pictures to spice up allow for managed ads classified ads Limited to one per ad 21 TOPS Community Web Sites User Manual Classified Administration Only the Community Administrator may add edit or delete classified ads If a resident wishes to place an ad they must submit the request by clicking the Request option from the sidebar selecting the Community Administrator s name from the list and submitting an ad request to that individual To Add an Ad To Edit an Ad To Delete an Ad 1 Click a category in which you 1 Click on the ad you wish to edit 1 Click on the ad you wish to wish to add an ad 2 Click Edit to edit that ad delete 2 Click Edit Classified Ads in 3 Enter the desired changes for 2 Click Delete to delete that ad category name the ad 3 Click Add 4 Click S
26. manual called Understanding Security Levels prior to setting up new accounts in the address book Board Members in the Address Book In your TOPS Community Web Site a board member is defined as an address book record assigned level 25 security access While it is possible to define an owner in the residents category as a board member simply by changing his security level to 25 many communities opt to create a separate address book category just for board members This serves several purposes including the following 1 Only the board member has access to the login and password for the special account not their spouse or children 2 Residents can easily identify board members in the address book by clicking the Board Members category Instead of having to do an alphabetical search in the address book 3 You can change the default email address of the board member Many communities have a single address such as myemtyboard yahoo com this way all of the board members can be assigned this default email address 4 It hides personal data from the residents Many board members do not want other residents knowing everything about them such as work phone number fax cell phone etc 5 You can assign positions instead of names By assigning a login for president treasurer etc you make it easier on yourself when election time comes around When the new officers take office simply change the password and give
27. point you can create form letters to inform each owner of his her login name and password needed to log in to the community web site After this wizard is finished the finished letters will appear in print preview at which point you may print them for mailing You can also generate a list of all login names and passwords for company records Open Form Letter For xx SAMPLE CONDOMINIUM sos Although the wizard was designed to be used only once to set up each new community web site you can use it each time you want to do an upload if you don t want to do them manually If you have questions problems suggestions or need help with using the Web Wizard please send an email to websupport Otopssoft com 68 TOPS Community Web Sites User Manual How To Perform a Manual Data Upload If you chose not to define a regular upload schedule for your communities you will need to perform your uploads manually On the main menu of TOPS 2000 lect Communi click Internet Available Communities Click Community Web Sites and E PUES See select the desired community option a Upload Current Community Update only the community currently opened in TOPS 2000 Advanced Upload Options Update a specifically selected community seen at right Upload All Communities Update ALL Records TF Retnitialize Records Update the communities selected APT in the setup options Update Now X Cancel Recommended Notice To config
28. that info to the new officer The old officer can still log in using his personal login info and the new officer assumes the position in the web site 17 TOPS Community Web Sites User Manual Using the Address Book A user may access the address book to get contact information on the community officers the management company maintenance or the other residents To use the address book click address book from the sidebar Next click the category that contains the individual you are searching for and then select their name from the list that follows If you want to list by addresses instead of names click Click here to List by Street Name Alternatively you can search for an individual in the address book by clicking Click here to Search the Address Book In the search form that subsequently comes up type in any information you know about that individual For example if you know your neighbor s first name only you may type that in the first name field then click search Any individual having that first name will appear in the search results Changing information stored in an address book entry The data listed about an owner in the Address Book may only be added to by updating the User Profile for that owner Remember that certain information in the user profile is updated directly from TOPS 2000 This includes owner name address telephone number and contact numbers spouse name if entered in TOPS 2000 and alternate a
29. the administrator can delete messages or topis Deleting a topic deletes all associated messages Messages may not be edited however they may be deleted and re added To administer the community message board click on Message Board on the sidebar and follow these steps To Add a Topic 1 Click add a new topic 2 Enter the topic subject and description 3 Click Save message topic To Add a Message 1 Click in the topic your message should be stored 2 Click Add a new message under this topic 3 Enter the message text To Reply to a Message 1 Click the topic containing the message you wish to reply to 2 Click on the message you wish to reply to 3 Click post a reply message To Delete a Topic 1 Click the topic you wish to delete 2 Click Delete this entire topic To Delete a Message 1 Click the topic containing the message you wish to delete 2 Click on the message you wish to delete 3 Click Delete this message 4 Enter your reply 5 Click Save message topic 4 Click Save message topic Subscribing to the Message Board Subscribers to the Message Board receive email notifications each time a new Topic or message is posted To subscribe or unsubscribe one needs to simply click Click Here to Subscribe or Un subscribe to the Message Board Replies Last Post Topic Creator On line grocery Gating the Community 4 TOPS Community Web Sites User Manual
30. this field type The label will not be displayed and anything in the comments area will be listed as standard text Drop Down A drop down combo box allows a user to select a value from a list of options that you define The different values must be defined in the comments default list items area and a comma must separate them Email If you wish to use the Auto Reply feature you MUST define one field in your form as an e mail field It is not enough to have the label state Email It is a good idea to make this a required field since the auto reply will only be sent if this field is completed Checkbox This field type should only be used if the answer to your question is Yes or No The field will be displayed in your eForm as a checkbox You should never define a field that has a yes no answer such as a checkbox as required The user would never be allowed to say no Comments Default List Items Comments If you have defined a comments field this is where you will enter the text or HTML that you wish to display in the form Default Text If you have defined a short text long text or email field type you may optionally enter some default text to appear in the form You should only use it if there is an answer that you want automatically filled in and shown on the screen i e in a city field type the default city in which the community is located 2 List Items If you have defined a drop
31. to send an email bulletin of the 4 Check the box if you wish to append the login new item Subdivisions are not available from name and password of the recipient to the bottom this interface of the mail 5 Click Browse if you wish to attach a file to the email 6 Enter the text of the email 7 Format the email as desired 8 Click Send email bulletin Send a new eMail Bulletin Choose an eMal Buletin Category Check hare to send eMail Bulet fo everyone n the Address Book ith an emal address se a specific Subdweion Subject Check here to send Login anc Password mformation along wit eMail Bulletn Attached File 31 TOPS Community Web Sites User Manual Events Calendar The events calendar is the hub of the TOPS Community Web Site system With it you may add an event post the event as an announcement and send it as an email bulletin The event can have a picture associated with it as well as a web site The Events Calendar Object The events calendar like What s New is an insertable object This means that you can insert the events calendar into another feature or even maintain more than one page with the events calendar Since the events calendar may be categorized a useful application of this would be to maintain a separate events page that points directly to the Clubhouse category of the events calendar You could still maintain the global community events calendar but this is an easy opt
32. 9 User Profile 5 14 User Profiles 14 Using the Address Book 18 Using the Rich text Editor 63 Using the Web Wizard 66 Volunteer Needs 46 Votes 47 Votes Surveys 47 Web Site Administrator 80 Web Site Management See Appendix B Web Wizard 66 68 69 websupport topshome com 6 7 73 78 Whatis in Account Info 13 www topshome com 4 6 18 42 70 78
33. A A as A A O Ss A a a ee A A A t d t TOPS Community Web Sites User Manual A Letter from the President Dear Customer Congratulations on your purchase of a TOPS Community Web Site Now using your new website owners in your community will be able to answer their own questions such as their current account balance last payment info and the status of work orders and CCR records for their home Owners will also be able to find information on scheduled activities like meetings and events download important community documents or share their opinions on a wide variety of topics with their fellow residents Owners can submit address correction forms right off the website since they can see the mailing address on file for them What a great way to keep your owner data current yet stop your office phone from ringing Even community legal documents can be stored on the website and downloaded to owners if they need a copy without having to make a copy and send it to them Think of the possibilities Instead of calling your office an owner can simply go to the community website enter their personal login id and password and they have access to all of the data related to the community and their home Best of all they can do this 24 hours a day 7 days a week This new form of communication will foster a better sense of community as well as allow owners to become better informed about issues within their community Visit our website a
34. Access for further formatting and reporting Pe NOTE This is the only report that will accurately display login names and passwords because members have the ability to change their own passwords It is possible however to create a simple report in TOPS Form Letter that will display all of the login names and passwords that have been assigned by TOPS 2000 Site Statistics Your TOPS Interactive Web Site maintains a number of useful statistics to help you better track what is happening with your site To access the Statistics menu log in to your site using your administrative login name and password Scroll down to the Admin Only section and click on Statistics The statistics menu provides several options for displaying information about your site 2 Show Page Views for Last Thirty Days This option also called show hits in older versions of our sites displays page hits on your web site over the past thirty days A summary section displays total hits for the last 30 days as well as average information 2 Show Most Frequented Pages This option displays a listing of the pages that are most commonly visited by your users Only the top 10 most frequented pages are displayed 5 Show Login Statistics This option displays a complete listing of all registered users along with accurate statistics of the total number of times each user has logged on to the site and the last login date and time ax Show Security Settings This option
35. E tages 51 MAS IVI AMA A E adic RENA 32 Admin Only Features AMM 55 Edit Advertisers E INN 56 Feature DESCUPLDA Sis 57 Edit S bdi VISIONS dias 57 TOPS Community Web Sites User Manual Resident Listings Address Book Report coococnnococonncccnonccononcnononccononcnononcnonancnonnncnnnns 58 A A O wk sa wive gu sind sual tea cat wate sents ca ohms esa ae 58 Custom Mo CUES mor ta Ett o te es odds de 59 Using the Rich text AOL as ecseeduesasasvesasud ceaaradctsdhesaduesacadvestiucs e aaa aaeateeansonaces 63 TOPS 2000 Software related Features e sessessesossossesossosseseossesessossesossossessssossesoe 65 Uploading Owner Data from TOPS 2000 0 eeeeeeecceeecesonececeeeencetseeeoeesseeesees 66 Informing Owners of the New Websites ooooococcoccccconcccnoncnononcnononccononcconanononancnonnncninns 70 TOPS SCE Way oS a tas save nada ramus ea eedsnnae ee esedoounsawtecs 72 Board Only Financial Reports A Gea et Genet 13 E A ETEA EIEEE EEEE EEES 75 Appendix A HTML Quick Guide ss siccisssiccsssacssccs ce secetasecesansasstaaeh unseat en ch codatacusnactvasedentes 76 Appendix B Web Site Management 0 c ceescecssececesececseececeeeeeceeceecsceecsseeeeeeeeees 78 Appendix C Glossary of Terms jesc ssscecasissvssectasscaegasd svaeacpcsaaeateleceutassaeaatesdeoneedeaeadens 80 A ea ce iea tea tlegeeeh T 81 l l l l l l l l l l l a A A A A A A A A A A es es AA A a A
36. Security Level 73 request 5 20 22 43 Requests 43 resident category 16 Resident Listings 58 Residents 41 44 50 79 Review Administration 45 Review Categories 44 reviews 44 45 Reviews 44 rich text editor 52 53 57 62 63 64 schedule 50 69 78 Search Engine Submission 78 search engines 78 security 13 16 17 25 42 47 50 51 52 53 58 59 61 67 73 79 security levels 79 server 66 Shopper s Classifieds 22 Shoppers Classifieds Management Companies 22 Site Statistics 58 Statistics 58 See Site Statistics subdivisions 30 57 Support 6 7 Supported document formats 24 Survey Administration 47 Surveys 47 Table of Contents 1 Tag Syntax 76 Task Manager 52 Task Manager Administration 52 Task Manager Categories 52 Task Notes 53 Task Notifications 53 Technical Support 6 82 User Manual Tier 60 TOPS 4 5 6 7 11 13 14 15 16 17 18 25 32 36 37 38 40 42 50 51 57 58 59 61 65 66 67 69 70 71 73 76 77 78 80 TOPS 2000 69 TOPS 2000 Software related Features 65 TOPS 2000 5 11 13 14 15 16 17 18 42 57 58 66 67 70 71 72 73 Understanding Security Levels 17 79 Updates 78 Updating a User Profile 14 upload 11 13 18 42 64 66 67 68 69 70 73 74 Uploading and Managing Pictures 64 Uploading Owner Data See Appendix C Uploading Reports 73 URL 80 user profile 14 18 7
37. TOPS Software Community Web Sites User Manual TOPS Community Web Sites User Manual Table of Contents AAA eein e sreo eseo sse o Esino ors oora o or osia eS 3 A Letter from the President ii as 4 IETS SAIC Ol bs E gt Continuing VIALE MANIC inesse i e aee a a dapa r ii e NENN 6 Technical SUPPORT E RA E EN a 6 General Site Administration sicune ia 7 Resident Features encore cnc capote taa deidad dai dadas 9 P blic Home Pagina lloras 10 Login Sr ii indio 11 Private Home Page dadas 12 Account THO 13 Weer Prol a AE Sar 14 Address BOOK iia ld ota 16 Announcements alii a ia lia 20 Classifieds lid 21 Board Commiittee Listings at ad 23 DOC UMS TS eor nren i A IN E T lan nee aoe a ae 24 SOS NA et Ae stad ls Sa IAs baile cla Qu Pe at late tie Ba 26 Email Bulletins nt A ie Naa cai AA 30 Events Calendar aa da 32 Pacman a 35 A O 36 Homes tor Lea a SA id SS Sh 37 Elo mes toral dl Gis 38 Homesites for Sale nia la 38 HoLa Ada asia 39 Live Chat AS tea Matsa tan til s ce Seaside 40 MESSAGE Borda lali 41 Regue SUS o i 43 RAS e as add 44 MOUNT Ne Sa A A ate phat AES a REETA 46 A O 47 Board Only Pea tress cc ssi cscecsssscavaceicssasicavnsceovcovsvsntesses oosuvape tagavesesansesnnesaunsevecsacspecucieenceeans 49 Board Only PuUncu ons ins ii a cis 50 Board Only Message Board vas 50 BOM dd oa mes 50 Board Only D c mMmentS ensani syeitaa tulsa e td 51 O oasis ts was a cau guenne de uct bs ac vom euaotss bss acpveea seu A A
38. aded to your web site Please see the Board Only Reports section under TOPS 2000 software related features for more information on uploading and administering reports 51 TOPS Community Web Sites User Manual Task Manager Using the Task Manager users can keep track of the status of certain tasks in the community Contributors can add notes to update the task and notifications can be set to inform certain people of any time that a task is updated By default the task manager only appears in the Board Only section of a web site Task Manager Categories Only an administrator can add or edit task manager categories but they can set several different security levels to determine who can do what within each category When a task manager category is created or edited the following security levels can be set 2 View Security Level determines who is able to see the tasks 2 Contribute Security Level determines who is able to add notes to a task 2 Edit Security Level determines who is able to add edit or delete tasks and notification To Add a New Category To Edit a Category To Delete a Category 1 Click here to edit categories 1 Click here to edit categories 1 Click here to edit categories 2 Click Add to add a category 2 Click on a category to edit 2 Click on a category to delete 3 Type the category name and set 3 Click Edit 3 Click Delete the security levels 4 Make any changes you want 4 Click Save New 5 Cl
39. ave New 4 Enter the dates and description for the ad 5 Click Save New Adding Pictures A classified ad may contain a picture which can be a scanned photo business card or even a menu Warn your advertisers to keep the picture to no more than 40 kilobytes for quick and easy viewing Height and width is not an indicator of file size To check the file size right click on the file name and select properties Adding a picture to an ad is as simple as locating the desired picture on your computer Have your advertisers send you their ad information on a floppy disk or in email Save the files to an easily accessible location such as the desktop When you add the ad to your web site click the browse button in the field labeled picture if desired When you click the save now button the picture will automatically be transferred to your web site Shoppers Classifieds Management Companies The Shopper s Classifieds feature provides a way to create classified advertising that spans ALL of your community web sites The Shoppers Classifieds feature uses the Classified Ads section of your management company web site All you do is offer a Special price to global vendors who wish to reach all of your communities through advertising Once a vendor signs up simply add a classified listing to your management company site As soon as the listing is added it will appear in all of your community web sites that have the Shopper s Classifieds link
40. ay add facilities by clicking Facilities from the sidebar and following these steps To Add a Facility To Edit a Facility To Delete a Facility 1 Click add edit delete facility 1 Click add edit delete facility 1 Click add edit delete facility 2 Click Add 2 Click the facility you wish to 2 Click on the facility you wish 3 Enter the facility information edit to delete including cost rules and 3 Click Edit 3 Click Delete optional photo 4 Enter the desired changes for 4 Click Save New the facility 5 Click Save Changes Pictures of your facilities should be less than 40K in size so that accessing the facility information is a speedy process Another type of information that can be useful to add to the facilities section is amenities in the surrounding areas such as nearby beaches and parks local school information etc Facilities Tip Remember that outsiders come to your website looking for a good place to live A fast way to provide that is to fill your facili ties area with all of the services provided by your community Go ahead and add playgrounds bike paths parking garages and van services to your facilities list 35 TOPS Community Web Sites User Manual Garage Sales The Garage Sales area allows you to quickly add garage yard sales flea markets book drives craft shows and bake sales to your TOPS Community Web Site This area is accessible to both public and private portions of the site allow
41. categories 1 Click here to edit categories 1 Click here to edit categories 2 Click Add to add a category 2 Click on a category to edit 2 Click on a category to delete 3 Type the category name 3 Click Edit 3 Click Delete 4 Click Save New 4 Type the new name 5 Click Save New Document Administration When you are ready to add a document to your website check to make sure the file is in an acceptable file format see previous page and ensure that any necessary security measures have been taken See tip previous page Finally follow the steps listed below To Add a Document To Edit a Document To Delete a Document 1 Click Document from the 1 Click Document from the 1 Click Document from the sidebar sidebar sidebar 2 Click on the category you wish 2 Click on the category your 2 Click on the category your your document to be in document is in document is in 3 Click Edit Documents in 3 Click Edit Documents in 3 Click Edit Documents in Category Name Category Name Category Name 4 Click Add 4 Click on the document you 4 Click on the document you 5 Enter the description and type wish to edit wish to delete 6 Click Browse and locate the 5 Click Edit 5 Click Delete file on your computer 6 Enter the desired changes for 7 Double click the file name the document 8 Click Save New 7 Click Save Changes 25 TOPS Community Web Sites User Manual eForms eForms allow for residents of your community to electronica
42. cessing the Login Screen 11 Account Info 13 19 Adding Ads for an Advertiser 56 Adding an Owner or Resident 15 Adding Pictures 22 address book 5 14 16 18 21 23 29 31 56 Address Book 16 18 29 Address Book Categories 16 Address Book Report See Resident Listings Addresses 78 Admin Only 5 10 12 55 56 57 58 59 61 Admin Only Features 55 Administering Hot Links 39 Administering Modules 62 Administrator 5 6 20 21 22 26 30 33 37 38 44 45 79 Adobe Acrobat 24 Ads 22 56 78 advertiser 21 56 Advertiser 21 56 announcement 20 29 32 34 Announcement Categories 20 announcements 5 6 7 12 20 34 Announcements 20 34 78 Announcements Administration 20 Appendix A 76 Appendix B 78 Appendix C 80 ASCII Text 74 Attach 74 Attaching Files 74 Available Reports 73 Backward Communication 18 BMP 80 board members 6 17 23 50 51 73 Board Members 79 Board Members in the Address Book 17 Board Only 42 49 50 51 52 713 Index Board Only Financial Reports 73 Board Only Functions 50 Board Only Reports See Reports Board Committee Listings 23 Bulletin Administration 31 bulletin board See Message Board Bulletin Categories 30 Changing information stored in an address book entry 18 charges 78 Classified Administration 22 Classified ads 21 56 Classified Ads 21 Classified Categories 21 Clean Up 78 Commun
43. cient process To access the web wizard open TOPS Web Site Setup and Upload Wizard 2000 and open any community This Web Site Setup Wizard is designed to help you set up and execute your web site data uploads You should only need to run this wizard once but you can run it more than once After d Click Internet then Community Web running this wizard use Setup Options in the Internet menu of Sites then choose Web Wizard TOPS 2000 to easily execute data uploads to your community web sites Click Next to continue on to the first This wizard will lead you through the following steps Enter Server Information step 1n the web wizard Select Communities to Upload A 7 F Schedule Automatic Uploads Look on any invoice you have received Define Upload Options Execute Data Upload from TOPS Software or locate your Generate Form Letters TOPS License Agreement Find your TOPS Client ID A X Close Enter your Client ID into the text field Enter Server Information Step 1 of 6 in 2 While connected to the internet retrieve your server settings and information based on your client number Please make any corrections necessary 6 Click Get Server Information 1 Please establish a connection to the web connected to lan The server information should be 2 Please enter your Client ie WX1234 wd1234 completed in the fields displayed to the 3 Get server information right
44. customized per community The following account info items are available for upload Account Contact Architectural Requests full history ggs Account Balance es CC amp R Violations full history Balance as of s Work Orders full history 2 Last payment date s Service Requests full history e Last payment amount Pool Passes current only e Last payment check number Vehicle Visitor passes current only g Last 12 months account history 12 Month Account History The 12 month accounting history is a wonderful feature that is very useful both for the property manager and for the owners allowing them to lookup someone s account status online What s more the file recreates itself each time you upload updating the 12 month record to the time of the upload To see this feature owners can click Account Info opening an owner s record clicking View Account Info and then clicking on Click here for Account History In addition to the full 12 month history you may also choose to upload owner history notes to the web site as well These will appear as a dated line item in the history 12 Month Account History JOHN SMER Type Description Amount Payment Check Balance 30 2002 BAL FWD Balance Forward 211 00 00 211 00 2 PAYMENT ASSESSMENTS 125 00 125 00 2167 26 00 gt CHARGE AS SMENTS 125 00 00 211 00 2 EXP ADJUST Misc Charges 312 00 00 101 00 2 EXP ADJUST Admin Fees 24 00 00 125 00
45. d Passwords 58 How To Perform a Manual Data Upload 69 How TOPS 2000 Uploads Work 17 HTML 24 26 27 28 36 63 64 74 76 77 80 HTML Quick Guide See Appendix A HTML Tags 77 hyperlink 37 38 74 80 Hyperlink 80 image 30 62 64 80 Inform Owners using a Form Letter 70 Inform Owners using an Email Bulletin 71 Informing Owners of the New Websites 70 Internet 5 69 78 80 JPEG 24 80 JPG 80 TOPS Community Web Sites Keep Current 78 Label 27 Links See Hot Links See Hot Links See Hot Links Listing Order 23 Live Chat 40 50 login 4 5 10 11 15 17 18 31 58 66 67 70 71 Login Screen 11 lots for sale See Homesites for Sale Management Web Site 80 merge codes 70 message board 6 41 Message Board 41 50 Microsoft Excel 24 Microsoft Word 24 Module Categories 61 Module Security Settings 59 Modules 59 Modules Adding 61 Navigating the Events Calendar 32 password 4 5 11 15 17 18 31 56 58 67 71 pdf 24 Person ID 14 17 Photo Gallery See Modules picture 22 32 37 38 39 56 80 Pictures 35 Play Groups See Modules PNG 80 portable docume nt format 24 post 6 32 41 50 Potential Uses For Modules 59 Print 52 70 Private Home Page 12 Private Home Popup 12 Public 27 79 Public Home Page 10 receiver 29 Receivers 29 Recipes See Modules Remember Login Info 11 Reports 51 73 74 Reports
46. d View Account Information under their user record Simply click this option to view the information for this owner The information displayed will be the same as if you have logged on as this owner and clicked the Account Info menu option 19 TOPS Community Web Sites User Manual Announcements Announcement Categories Announcements are categorized on the web site as defined by the Community Web Site Administrator An announcement can be added via the announcements area or in conjunction with an event posting To add edit or delete Announcement categories To Add a New Category To Rename a Category To Delete a Category 1 Click here to edit categories 1 Click here to edit categories 1 Click here to edit categories 2 Click Add to add a category 2 Click on a category to edit 2 Click on a category to delete 3 Type the category name 3 Click Edit 3 Click Delete 4 Click Save New 4 Type the new name 5 Click Save New Announcements Administration Only the Community Administrator may add edit or delete announcements If a resident wishes to make an announcement they must submit the request by clicking the Request option from the sidebar selecting the Community Administrator s name from the list and submitting an announcement request to that individual Announcements are not automatically added to the event calendar To add an event that shows in the calendar e mail bulletins and the announcements areas you must add t
47. ddress information Owners may still edit this information but it is not necessary If you do not wish phone number data to upload to the website you can check the option labeled Unlisted on the owner record in TOPS 2000 TOPS Software also offers a utility that will perform this task for all owners in the community The utility is available in the Downloads section of www topshome com Backward Communication TOPS Software provides a limited level of backwards communication from community web sites to TOPS 2000 Downloaded data currently includes e mail addresses and login names and passwords Thus if an owner logs into your community web site and changes his user name and password and enters his email address this data will be updated in TOPS 2000 during your next upload cycle Search Tip You don t need to type ALL the information you know about a person Start with a broad search for an individual Like last name or zip code and narrow it down by adding additional information if you receive too many results in return 18 TOPS Community Web Sites User Manual View Account Info The View Account Information option is available to allow an administrator to see the accounting information stored in an owner s account To access this option go to the address book and click on the name of the individual whose accounting information you wish to see If you re logged on as administrator you ll see an option calle
48. down field type you must enter the available options into this area Individual items should be separated by a comma e g Board of Directors Communications Committee Operations Committee Architectural Committee Click Save Enter more fields to continue adding fields to the form until it is complete When you are done click the Save No More fields button Enter a New Field Order Required Type Comments Default List Items Separate dropdown list items with commas Name Short Text ie suas a E oe iii jji Save Enter More Fields Save No More Fields Done Don t Save This Field 28 TOPS Community Web Sites User Manual Receivers Receivers are individuals that the eForm will be e mailed to automatically once it has been completed by a user Usually the only receiver will be you but if you wanted a particular form to be forwarded to the chairman of the board for example you would add him as the receiver You MUST add at least one receiver or the results of the form will go nowhere We also recommend that you only allow people with administrative access to be receivers i e If you were to make the chairman of the board the receiver and the form called for some action on the site like adding an announcement the chairman having standard access would be unable to comply You may not add a receiver to an eForm unless they have been added to the address book See the Address Book section to learn how to add nor
49. e chat with the property manager once a month on a certain night Board members may then log in to the site and ask questions of the property mana ger to answer all their questions The Live Chat is one of the simplest and easiest features to use The hardest part of this feature is getting people to use it The best way to encourage its use is to schedule certain times for round table forums and brain storming sessions These sessions are far more rapid than message board forums and can accomplish a great deal in a shorter amount of time See the Live Chat section for more information on how to use Documents 50 TOPS Community Web Sites User Manual Board Only Documents There is a special category of documents that is used to store any community documents that board members should have access to but other residents should not These board only documents can only be viewed by a security level of 25 the default security level for board members or better Keep in mind that any documents category may be defined as Board Only simply by setting the security level as 25 By default only the Board Only Documents category will be linked from the Board Only section of the main menu but you can request that additional categories be linked by sending a request to websupport topssoft com See the Documents section for more information on how to use Documents Board Only Reports Financial reports that you print from TOPS may be uplo
50. e standard Windows picture type Community Web Site A Community Web Site is unique to each community that E mail Bulletin GIF HTML Hyperlink JPG JPEG Management Web Site PNG URL also Domain Name Web Site Administrator purchases one Owner data is uploaded from TOPS to the Internet to allow a constant flow of new information online A broadcast e mail that is sent to a group of individuals Graphic Interchange Format an image type that compresses through color and allows animation and single color transparency Hypertext Markup Language the language in which all web sites are created A group of underlined text or an image linked to a website address Click on the hyperlink to jump to the linked location Joint Photograph Experts Group an image type that compresses through resolution making graphics of extremely small file size A Management Web Site is purchased by a management company to provide information on the company as well as to act as a host to Community Web Sites Portable Network Graphic an Internet image type that compresses in a lossless format allows opacity settings and single color transparency Uniform Resource Locater an Internet address The manager of your TOPS web site In charge of maintaining the web site 80 TOPS Community Web Sites 12 Month Account History 13 12 month history 13 A Letter from the President 4 acceptable file format 25 Ac
51. een To administer your module click on the Module Name and follow these steps To Add a File Entry To Edit a File Entry To Delete a File Entry 1 Click the category your entry 1 Click the category the entry is 1 Click the category the entry is will be in in in 2 Click edit category name 2 Click edit category name 2 Click edit category name 3 Click Add 3 Click the entry to edit 3 Click on the entry to delete 4 Enter a short description 4 Click Edit 4 Click Delete name 5 Enter the desired changes for 5 Enter a rich text description the entry 6 Enter a website link if desired 6 Click Save Changes 7 Enter an e mail address if desired 8 Click Browse 9 If desired select any document or image on your computer that you wish to add 10 Click Save New 62 TOPS Community Web Sites User Manual Using the Rich text Editor Previously in order to add HTML code to a description an administrator would have to learn HTML and insert HTML code into the Full Description text box of an item A new component of the web site called the rich text editor allows you to format the content in a description without having to know any HTML This component is gradually being released to several of the web site features As of the time this manual was published the following items have the rich text editor available for use ex The content of the main pages on the web site known as Feature Descriptions 2 Modules m
52. elete eForms 2 Click on the form you wish to edit 3 Click Edit 4 Make changes or click edit form fields to make changes 5 Click Save 26 To Delete an eForm 1 Click add edit delete eForms 2 Click on the form you wish to delete 3 Click Delete TOPS Community Web Sites User Manual General eForm Information Form Title Name This is the name that will appear in the E Forms list Examples would be Login Request Form or Architectural Revision Request Form The form title also appears at the top of the form Full Description Here you should enter a full description of what the form is This is where you will also want to use HTML to implement special formatting This text will appear at the top of the form under the form title Auto Reply Message If you include an e mail field in your form you may have an auto response automatically emailed to the individual completing the form as soon as they click the submit button Enter the content of the auto reply message here to define what text will be emailed We recommend that you always begin with a single line titled Auto Response This way people do not think that they are receiving the e mail from a live person Form Available on Public Site Forms can be shown only on the private portion of web site or on both the public and private portions of the site Check this box to activate both Click Continue to continue on to adding fields to the form
53. ew both short and long descriptions 5 Click Continue 6 Enter a rating one line synapses and the text of your review 7 Click Save review To Edit a Review Click the category containing the review topic for the review you wish to edit Click the review topic containing the review you wish to edit Click Edit Reviews Click the review you wish to edit Click Edit Enter the changes you wish to make Click Save changes Two Women and A Hammer Individual Reviews Reviewed by angel Almaraz on 11 30 2000 10 59 47 AM Rating They did a greet job These two sist workmanship ay workwone rehuip wa parb ewed by Roger Gastman on 1130 2000 11 09 20 A 45 To Delete a Review 1 Click the category containing the review you wish to delete Click on the review topic containing the review you wish to delete Click Edit Reviews Click the review you wish to delete Click Delete s0 hard and got the job done in a time frame that was satisfactory to cur needs TOPS Community Web Sites User Manual Volunteer Needs Every community has opportunities for individuals who wish to volunteer their time money or belongings to better the community These opportunities can easily be stored in the volunteer needs section Simply list out community needs such as gift giving food drives bake sales blood drives and volunteer needs Don t forget to check
54. g on the desired category like management and clicking on the add edit or delete option You may now add edit or Delete an individual by performing the following steps To Add an Individual To Edit an Individual To Delete an Individual 1 Click a category in which you 1 In the address book click on 1 Click on the name of the person wish to add a person the name of the person you you wish to delete 2 Click Add Edit or Delete wish to edit 2 Click Delete to delete that Category 2 Click Edit this person person 3 Click Add 3 Enter the desired changes for 4 Enter the name and information the individual about the new person 4 Click Save New 5 Click Save New 16 TOPS Community Web Sites User Manual How TOPS 2000 Uploads Work When data is uploaded from TOPS 2000 to a website only primary owners are uploaded Only individuals with a login generated from TOPS 2000 will be able to view accounting information The instructions above for adding owners only apply to those individuals who are not primary owners and therefore are not being uploaded by TOPS This might include developers secondary or tertiary owners renters or even nonresident board members TOPS 2000 identifies the primary owner through the Person ID field Under no circumstances should data in this field be altered or deleted otherwise your TOPS uploads will cease to work for this owner SPECIAL NOTE Read the section at the end of this
55. g over the text in the yellow box right click and choose copy and then paste the data into your word processor Save this document so that you have a reference of your defined settings 20 Click Execute Data Upload to perform your first manual upload You must click this button if you want to perform an upload Clicking finish will save your settings but will not perform an upload 21 When the upload is complete click the Next button 22 Select one of the communities you uploaded and click Open Form Letter For 23 When the form letter list appears for this community scroll down to letter 100 and click in the space If you already have used slot 100 choose an available blank slot 24 If you have already created a form letter to inform owners of their user names and passwords click on that form letter 25 When you have completed the form letter process click finish to complete the web wizard User Manual Illustration Execute Upload Client wd1234 FTP Server Address 192 168 1 230 FTP User Name WEBWIZ FTP Password WEBWIZ Step 5 of 6 Password Scheme Standard First 5 Characters of Last Name Number Upload Account Information Yes Upload 1 Year History with Notes Yes Upload Workorders Yes Upload CC amp R Violations 4CC Requests Yes Upload Pool Passes Yes Upload Gate Security Information Yes gt Execute Data Upload lt Back af Einish Generate Form Letters Step 6 of 6 At this
56. hat item to the event calendar To Add an Announcement To Edit an Announcement To Delete an 1 Click a category in which you 1 Click on the announcement you Announcement wish to add an announcement wish to edit 1 Click on the announcement you 2 Click Edit Announcements 2 Click Edit to edit that wish to delete 3 Click Add announcement 2 Click Delete to delete that 4 Enter the date and descriptions 3 Enter the desired changes for announcement for the announcement the announcement 5 Click Save New 4 Click Save New Violations Nat pnme K tior m those of you that have been ang in the fire lane that a fine 250 will pphed Announcements may be added directly to the announcements area or you may add them in the event calendar 20 TOPS Community Web Sites User Manual Classified Ads Classified ads may be placed by individuals within the community or sold to vendors and other local businesses similar to the classified ads in a daily paper Classified ads contain a start date and end date allowing you to sell them in blocks of time They may be shown on either the public or private sections of the website or both Advertiser information is pulled directly from the address book Prior to adding a classified ad if the advertiser is not a resident of the community make sure the advertiser information is filled out in the Edit Advertisers area Classified Categories The classifieds are categorized on the web site as
57. ick Save New Task Manager Administration The default view of the task manager is to view all tasks with an Open status You can click on a tab to select a different status view Click All to see all of the tasks in this category The Print Report feature at the bottom will create a printer friendly page for a report of all tasks in your current view Click on a particular task to see more details on it To manage individual tasks do the following To Add a Task To Edit a Task To Delete a Task 1 Click Edit in category name 1 Click Edit in category name 1 Click Edit in category name 2 Click Add to add a task 2 Clickon task to edit 2 Click on a task to delete 3 Enter information about the 3 Click Edit 3 Click Delete task then use the rich text 4 Make any changes you want editor to add a description of 5 Click Save Changes the task 4 Click Save New 5 Add any notification members to the task see Other Task Features for details 52 TOPS Community Web Sites User Manual Task Notifications Each task consists of several parts the task statistics the content of the task any notes on the task and the task notification If you click on a task to see more details on it the statistics will appear in a box within the main content of the task The rest of the task box will contain the content of the task Below that is a list of notifications for the task Any time a change is made to that task everyone in the notification lis
58. if you check the spouse box the first and last name of the spouse as it appears in the address book will be listed instead Edit Board Committee Members under Board of Directors Link to Address Book Entries If you use the default nterface to choose a resident from the address book each board member s name will be displayed as a link to their address book record If you do not wish to display personal information about a board member you have two choices The first is to create a separate category for the board members in your address book and link the Board Committee listing to the names in that category rather than the board member s personal entry The second alternative is to do away with the link altoge ther by hand typing the list of board member names into the description areas for the Board Committees category 23 TOPS Community Web Sites User Manual Documents The documents section is used to store any community documents your residents should have access to These include covenant conditions and restrictions pool and facility rules and any other important documents you wish to add Document Formats It is important to keep in mind that your residents will be viewing documents from a variety of computers and operating systems If you save your documents in formats like Microsoft Word or Microsoft Excel your residents must have these programs or their viewers to be able to read them Because it is the m
59. il TOPS Web Support Team at websupport topshome com General Directions Most features contain a listing of categories and then information within the categories You will first need to add each category and then add the information that will be stored within that category To add edit or delete categories 1 Click on feature classifieds announcements etc 2 Click on add edit or delete a category 3 Choose Process add edit or delete To Add Items 1 Click Add 2 Enter information in text boxes 3 Use the TAB key to navigate between text boxes 4 Click on save changes when finished To Edit Items 1 Click on Add Edit or Delete 2 Click on the item you wish to edit 3 Click the edit button 4 Make your modification in the text boxes 5 Click on save changes To Delete Items 1 Click on Add Edit or Delete 2 Select the item you wish to delete 3 Click the delete button TOPS Community Web Sites User Manual UN uo L ED J 0 U LL J Cc u 5 UN U ad TOPS Community Web Sites User Manual Public Home Page The public side of your web site serves as your online business card to the outside world While residents will visit it in order to access the login screen the most likely visitors to this section of your web site will be prospective homebuyers and other individuals researching your community To create a better impression make sure you have added facilities to the Facilities sec
60. ill display all of the events in a table that you can print Create export file will export to a comma separated text file that may be imported into any database program RSVP When an event is added to the calendar you may wish to use an RSVP to determine who and how many will be participating in that event To use the RSVP feature simply check the RSVP checkbox when you create the event and enter the email address to which RSVPs will be sent Events Categories The Community Administrator may set up a number of different event calendar categories to better organize community events Begin by clicking Events Calendar on the sidebar and then follow these directions To Add a New Category To Rename a Category To Delete a Category 5 Click add edit delete events 6 Click add edit delete events 4 Click add edit delete events calendar categories calendar categories calendar categories 6 Click Add 7 Click on a category to edit 5 Click on a category to delete 7 Type the new category name 8 Click Edit 6 Click Delete 8 Click Save New 9 Type the new name 10 Click Save Changes Events Calendar Tip To keep from being bombarded by requests from residents while you are out walking the dog design an e form for res i dents to submit requests to you This helps you automate the process and allows you the freedom of disapproving invalid requests and controlling language 33 TOPS Community Web
61. ill receive their own unique login and password information with the email als TOPS Community Web Sites User Manual TOPS Scheduler Utility The TOPS Scheduler utility allows you to automatically perform TOPS Internet related tasks at certain times on selected days You can use this utility to automatically upload TOPS community web site data at a particular time each day Keep in mind that each computer you set the scheduler up on will perform its own scheduled tasks so be careful not to duplicate upload tasks on separate computers To setup the scheduler see the instructions below Illustration In TOPS 2000 go to Ned Run Task Darton as Internet gt Scheduler gt E 511 2004 600 ait A m 511 2004 91200 HiO PH Schedule Tasks Click Add pe to add a new task Tudy 5011 2008 700 00 PN cele pareri unload r Pay 511 2004 525 37 PN Give the task a description click Community Web Sites then Next Put a checkmark next to a Neat AS each community you want that task to upload then click Next Select the time and days to upload then click Finish Minimize the scheduler or click Done to place it in the Windows system tray You will also want to make sure that the Scheduler runs whenever the computer first boots up To do this go into TOPS 2000 to Internet gt Scheduler gt Run Schedule on Startup The scheduler now has a very useful feature that will make sure that uploads are
62. in a resident s user profile via the address book Exceptions to this rule include Login Name Password Security Level and Person ID Updating a User Profile An owner must log in to be able to update her user profile Once she has logged in she may add or edit her personal information by clicking on the User Profile option on the sidebar From there she can simply click in a field to edit it or use the TAB key to navigate through all of the fields A community administrator should only edit an owner from within TOPS Information added to the website does NOT update automatically to TOPS you must enter that information in for it to apply Hiding and Deleting Profile Info An owner may not wish to share all of their information in the community address book For fields the owner has entered herself she can simply delete the information she does not wish to share However if the information was populated by TOPS 2000 deleting the information is only a temporary solution since TOPS 2000 will add it back the next time her owner record changes Instead the owner should check the box labeled Hide from Address Book for the fields she wishes not to reveal to other owners 14 TOPS Community Web Sites User Manual Adding an Owner or Resident To take advantage of owner data stored in TOPS 2000 primary owners should only be added from within TOPS 2000 Sometimes however you may have members of the community that you w
63. ing norrresidents to learn about the sale Garage Sales Administration It is important that you monitor this section so that old sales are removed from the web site in a timely manner To administer sales click on Garage Sales and follow these instructions To Add a Sale To Edit a Sale To Delete a Sale 1 Click add edit delete 1 Click add edit delete 1 Click add edit delete Garage Sale Garage Sale Garage Sale 2 Click Add 2 Click the sale to edit 2 Click on the sale to delete 3 Enter the start and end dates 3 Click Edit 3 Click Delete time location and item list 4 Enter the desired changes for 4 Click Save New the sale 5 Click Save Changes Both the Start Date and the End Date must be filled in for the sale If the sale will run only one day simply type the same date into both fields HTML may be used to format items in the items field See Appendix A for more information on HTML Edit Garage Sale Garage Sale 3708 Perry Street Moving Everything must gol e Furreture Baby Fumi Office Furniture 36 TOPS Community Web Sites User Manual Homes for Lease The Homes for Lease section allows owners to advertise their homes for rent or lease on the public and private sections of your TOPS Community Web Site Homes For Lease Administration Each resident can add his or her own home for lease or the Community Administrator can add any home for lease To administer homes for lease click
64. internally If you need to access the login screen and you do not have a link to it on your main menu you can access it from the address bar in your browser To do so follow these steps 2s Open a browser window and load the management company web site Click in the address bar twice Click and drag over the words outside frame http www greenmanagement com gm outside_frame asp s Type login and press lt ENTER gt e At the login screen enter the administrative login name and password If desired check the box to remember the login information ws Click login Remember Login Info The Remember Login Info checkbox in the login screen saves a cookie on the users machine with their particular login name and password This information allows the user to directly enter the private side of the site without entering in their login name and password on subsequent visits to the web site This information may be reset by checking the Discard Remember Login checkbox in the User Profile Forgot Your Password If an owner has forgotten their password they can automatically recover this information by clicking the Forgot Your Password link in the login screen This feature will email the correct password to the email address that is entered into the User Profile If no password has been configured in the User Profile the user will receive an error upon attempting to select this option 11 TOPS Community Web Sites User Manual
65. ion for residents wishing to see when the clubhouse is booked You can also insert the events calendar into the private home page for higher visibility Navigating the Events Calendar Days highlighted in blue have events associated with them The green day is today The category is at the top right and starts at All Events by default Click on an underlined date to jump down to that day s events Click on an event to read the full description Click Prior Month or Next Month to navigate through the months Click the pull down at the top right to select a specific month from a list Brgy See A a Purging Old Events After you have had your community web site for a while you may find that editing events becomes difficult due to the sheer volume You can delete all events that occurred before a certain date by clicking Click Here to Purge Old Events By Date Please make sure that this is what you want to do before proceeding as you will not be able to recover or restore purged events 32 TOPS Community Web Sites User Manual Exporting Events to a Database Board Members property managers event coordinators and residents alike may wish to download a copy of the community events calendar to load into database and calendar programs such as Excel Outlook Act or Goldmine To do so simply click Click Here to Export Calendar Events to a Text File Enter a start and end date and click the appropriate option View Report w
66. is achieved through the use of HTML HTML Hypertext Markup Language is the behind the scenes language that all web pages are written in If you are already familiar with HTML you can embed it into most of the form fields in your TOPS Community Web Site to apply formatting If you are not already familiar with HTML use the following guide to learn some simple HTML formatting tags Embedding Code into Your Form Each form field that you complete is translated into HTML code once it is placed on the web site Therefore if you wish a classified ad to contain special formatting simply type the appropriate HTML tags along with the text of the ad For example if you typed lt CENTER gt lt B gt Wok N Woll is having a sale lt B gt lt CENTER gt it would appear like this on your page Wok N Woll is having a sale Tag Syntax There are two kinds of HTML tags Open Ended and Closed Container tags Open Ended tags are tags that do a single task for example the tag for a line break lt BR gt does simply that it causes the text to wrap to the next line Closed Container tags involve turning a feature on then off again as is the case with the bold tag for example lt B gt turns the bold formatting on lt B gt turns it off again Notice that the closed container tag is simply a repeat of the tag name preceded by a forward slash Sometimes the tag name itself is not enough to perform the task you desire In this case you may need t
67. ity Web Site 4 6 7 20 25 32 36 37 38 50 76 77 78 80 Continuing Maintenance 6 Custom Module Tier Structure 60 Custom Modules 59 Defining Upload Options For Each Community 69 Deleting Reports 74 Design Rules 26 Discarding Login Cookie 15 Document Administration 25 Document Categories 25 Document Formats 24 documents 4 5 6 24 51 62 70 78 Document 24 25 51 78 Domain Name See URL eBulletins 6 71 Edit Advertisers 56 Edit Subdivisions 57 eForms 26 76 E mail Bulletin 80 email bulletins 31 34 Email Bulletins 30 Embedding Code into Your Form 76 event 20 31 32 34 events 4 5 6 12 32 33 34 50 78 Events 32 34 78 Events Calendar 32 facilities 35 81 User Manual Facilities 35 Feature Descriptions 10 12 57 63 features 5 7 35 79 Financial reports 73 See Reports Forgot Y our Password 11 form 26 27 28 29 43 76 Form Fields 27 form letter 68 70 71 Form Letter 58 68 70 Form Maintenance 26 Form Title Name 27 format 26 36 62 63 74 77 80 Full Description 27 Garage Sales 36 General Directions 7 63 General Form Information 27 General Site Administration 7 Getting Started 5 GIF 24 80 Hiding and Deleting Profile Info 14 Homes for Lease 37 Homes for Sale 38 Homesites for Sale 38 Hot Link Categories 39 Hot links 39 Hot Links 39 How to get a Report of all User Names an
68. lly submit requests forms or other information to any number of people in your community EForms are simply a collection of pre defined fields the resident can fill in As Community Administrator you can design your own E Forms to fit your needs Design Rules Designing online eForms can be a breeze if you follow a few key rules 1 Know what you want to have eForms are designed field by field so you must know exactly what you want your form to look like before you begin to create it The easiest way to do that is to draw your proposed form on a piece of paper Write down exactly what information you want people to give you and how you want it to look 2 Know what you want it to look like You may use HTML in your eForms to format field names and description text To implement such formatting as bold italics bullet lists and color check the HTML Quick Guide appendix at the end of this manual 3 Know how to get what you want Following this section is a breakdown of each field you will be filling in and what it does eForm Maintenance Before you can design a form you must add it to your form list Begin by clicking eForms from the sidebar When the form list appears follow these steps To Add a New eForm 1 Click add edit delete eForms 2 Click Add 3 Fill in form info 4 Click Continue 5 Add all fields and distribution list 6 Click Save no more receivers To Edit an eForm 1 Click add edit d
69. m Letter 1 In TOPS 2000 click Owner Form COMETE olx Letters e Fomname Scroll down to letter 100 and click in the space If you already have used slot 100 choose an available blank slot Enter the name of the new letter Click OK 100 Web Site Letter 3 Enter the text of your letter If you a wish you may et copy the aan Eees letter from the sample documents available in the Downloads section of our website www topshome com jajaj ajaj u FESS 1 vowed 00 Web Ste Leter 51 Lines To add merge codes click the merge codes button on the toolbar or right amp Community Name click where you wish to add a merge code You must add at least two merge Date Full codes Login Name and Password Des ves Name These are the last two merge codes com errr car ORTI omo you sh days avoek under the Owner Info category pi rato Mabou your home check the schede Once you have created your letter make sure that you save it File Save To print your form letter select File Print Form Letter our c siriore thro mT wing and reviews 10 Select a printer and click Print m Sete caret i Se eer IA 11 Choose All Homes and select a print do E N order E inari San cor le er opperuites en 12 Click Print ee Community Name has a new web site Following are soma of the things You can find of our web ate gt Y E View conidental password protected information abour your home like four curent account balance
70. not accidently missed If the Scheduler finds that it did not run a task when it was scheduled to possibly because the computer was turned off it will run that task immediately when the Scheduler starts up again 72 TOPS Community Web Sites User Manual Board Only Financial Reports Financial reports are an often requested item by community board members Rather than waiting to bring reams of printed reports to the next board meeting you can provide your board members with online versions of important financial reports Available Reports The following reports may be uploaded to the web in TOPS 2000 version 3 1 Telephone Directory Owners es Aged Delinquency A R 5 Delinquency Status A R 5 Balance Sheet G L gzs Income Statement G L gs Reserve Statement G L Yearly Spreadsheet G L Future versions of the software will include additional reports Reports Security Level This function will be set by default to the Board Only section of your web site with a view security setting of 25 board member security level You may choose to change the security level if you wish owners to be able to view your reports Simply let us know by sending an email to websupport topshome com Uploading Reports 1 To upload a report go to the report screen and prepare the report as if to print it 2 Locate the checkbox labeled Export to Web and check it 3 Click print You should receive a message that the ex
71. o use in any community website Only 4 are predefined Security Level 100 Public Access anything defined as level 100 may be accessed by any visitor to the site without the need to log in Security Level 50 Residents level 50 is dead center Residents may log in to the site and access all of the primary features of the site They may not add or edit any features however Security Level 25 Board Members any feature that is assigned this level of security will only be visible by individuals whose user profile designates a security level or 25 or less Security Level 1 Administrator only the person with administrative access may see items of this security level This is the highest access level and has rights to add edit and delete all dynamic functions on the site Custom defining security levels the rule of thumb when defining your own security levels is to work on a sliding scale users with level 30 access are lower and may do less than users with level 25 access and so on Keep a record of the various levels that you set so that you can re use the same levels For example if you want a resident to be able to send out e bulletins but not to read board member data assign level 45 to e bulletin administrators That way when other residents wish the same access you can simply change their level to 45 79 TOPS Community Web Sites BMP User Manual Appendix C Glossary of Terms Bitmap th
72. o use modifiers which are called attributes Attributes are listed after the tag name preceded by a space and usually have a value An example would be the lt FONT gt tag which does nothing by itself but when combined with an attribute like color lt FONT Color Blue gt it can change the color of your text Notice the quotes around the word blue the value of an attribute should always be specified in this manner Always remember to close a tag in this case lt FONT gt Otherwise all of your text from the tag forward would be blue 76 TOPS Community Web Sites User Manual HTML Tags Below is a list of valid HTML tags that you can use to format items in your TOPS Community Web Site Tag Name Description Attributes Values lt B gt lt B gt Bolds Text NONE lt I gt lt I gt Italicizes Text NONE lt BR gt Line Break to next Line NONE lt HR gt Horizontal Rule line across Page Width of screen How wide the line is ex 50 How tall the line is Height of pixels ex 20 The position of the line Align Left Right or Center Color of the line Color Color name ex red Turns off 3 d shading Noshade N A ex lt HR Width 50 Noshade gt lt H1 gt lt H1 gt Heading 1 Makes text biggest size and boldsit Align Left Right or Center lt H2 gt lt H2 gt Heading 2 Makes text bigger size and bolds it Align Left Right or Center lt H3 gt lt H3 gt Heading 3 Makes text
73. odule sub categories and module items Tasks and task notes 2 Email Bulletins The rich text editor looks like the following y Ba Mlo o ly Q BU7 aio EEE e coa EB See S tlo Fort y size y Format y A PANES rm a E A A Welcome to your Ocean View Community Web Site You have arrived at the private resident only portion of your community web site In an actual community website each resident would be given an individual login and password which would allow him or her accece ta thic area Here ic where ta find the feahirec that reall henefit the cammunit and indiandual hame zl Source Notice the 3 tabs at the bottom These let you select your view of the content Edit lets you use the WYSIWYG interface What You See Is What You Get Source lets you manually edit the HTML code that creates the page This is useful for fine tuning the code or adding code that is not featured in the WYSIWYG components Finally Preview lets you view what the content will look like which is basically a read only version of the Edit view When formatting text there are some tools such as the links and the font formatting that require you to select the content that you want to format Because of this you will have to enter the content before you can format it For more details on how to use each feature click on the icon with the question mark in the upper right corner to access the help file 63 TOPS C
74. ommunity Web Sites User Manual Uploading and Managing Pictures When HTML had to be entered manually into the Full Description field inserting pictures was a complicated process First you had to upload the picture into a module such as the Photo Gallery You also had to remember the filename and how to link to the image using HTML The new richtext editor greatly simplifies this process One of the icons in the center of the 2 row in the rich text editor will allow you to insert an image into the content Clicking on the icon will bring up the following interface Se There are two types of images that can be em inserted external images which are located somewhere else on the web and saab ii internal images which are located on el aE 2 pee your site All internal images will be listed o Gee in the interface shown here By clicking on A a filename you can preview that image in the window to the right or click Preview E for a full size preview Clicking Insert will e OF add that image to the content in the rich r TEA text editor Delete will permanently delete ma ao JE the file from the site mae Y eos SA SA KARA A BESAR 3 With this new interface for managing your image files you can even format the image before you insert it The properties in the lower right of the window control the display properties of the image including forcing the width height alignment style alternate text border
75. on homes for lease then follow these steps To Add a Home for Lease 1 Click add edit delete Homes for Lease 2 Click Add 3 Add information about the home for lease 4 Click Save New To Edit a Home for Lease 1 Click add edit delete Homes for Lease 2 Click the home for lease you wish to edit 3 Click Edit 4 Enter the desired changes for the home 5 Click Save Changes To Delete a Home for Lease 1 Click add edit delete Homes for Lease 2 Click on the home for lease you wish to delete 3 Click Delete Homes for Lease allows for a picture of the home to be added to the site The picture file should be no more than 40k in size to allow for quick viewing The ad can also contain a hyperlink to another web site Remember to spell out the entire web site address so it becomes an active link i e http www my_house com 1100 Northmeadow Drive 1100 Northmeadow Drive Alameda GA 30095 Showing Instructions Call for appointment 37 TOPS Community Web Sites User Manual Homes for Sale The Homes for Sale section allows owners to advertise their homes for sale on the public and private sections of your TOPS Community Web Site Homes For Sale Administration Each resident can add his or her own home for sale or the Community Administrator can add any home for sale To administer homes for sale click on Homes for Sale and then follow these steps To Add a Home for Sale To Edit
76. organize your links Hot Link Categories To administer hot link categories click on Hot Links and follow these steps To Add a New Category To Rename a Category To Delete a Category 1 Click here to edit categories 1 Click here to edit categories 1 Click here to edit categories 2 Click Add to add a category 2 Click on a category to edit 2 Click on a category to delete 3 Type the category name 3 Click Edit 3 Click Delete 4 Click Save New 4 Type the new name 5 Click Save New Administering Hot Links Hot links are more than just text links to a favorite web page You can include critiques descriptions and a picture banner Perhaps the best part is the ability to include a map link With this feature you can pinpoint an exact location on a map using a map site such as Www mapquest com To administer your hot links To Add a Hot Link To Edit a Hot Link To Delete a Hot Link 1 Click the category your hot link 1 Click the category the hot link 1 Click the category the hot link will be in isin isin 2 Click edit category name 2 Click edit category name 2 Click edit category name 3 Click Add 3 Click the hot link to edit 3 Click on the hot link to delete 4 Add information about the hot 4 Click Edit 4 Click Delete link Include map link if 5 Enter the desired changes for desired the hot link 5 Click Save New 6 Click Save Changes Hot Link Category Tip We recommend Home Pages resident web sites Local
77. ost widely used on the Internet we recommend you use Adobe s portable document format pdf However if you do not own Adobe Acrobat we recommend HTML htm In order for your files to be opened by older browsers your document should have no spaces in its title For example January Newsletter htm should be saved as january_newsletter htm or jannews htm prior to saving on the site Supported document formats include 2 Microsoft Word doc rtf 2 Microsoft Excel x1s 2 Adobe Acrobat pdf 22 HTML htm html 2 JPEG Image jpg jpeg 2 GIF Image gif 2 Plain Text File txt Security Tip Certain legal documents are invalid if altered Therefore you may wish to enable security on sensitive legal documents A quick way to do So is to enable security features in Adobe Acrobat To do so select secu rity standard in the save as dialog box Under Settings check Changing the document and Selecting Text and Graphics Then click OK and save 24 TOPS Community Web Sites User Manual Document Categories Documents in your TOPS Community Web Site are organized by category Before you can add a document to the website you must select the category it will be stored in To add edit or delete document categories first click on the Documents option on the sidebar Next follow the appropriate directions below To Add a New Category To Rename a Category To Delete a Category 1 Click here to edit
78. ould like to give access to the site who are not primary owners These could include renters owners family members developers and more You may add community members via the address book feature but keep in mind that these individuals will not have access to any account information that is uploaded from TOPS 2000 M See the Address Book section of this manual to learn how to add a resident to the address book manually Discarding Login Cookie A check box on the initial login screen allows owners to store login information as a cookie on their computer This cookie saves one from having to enter in user name and password information each time they come to the website If one wishes to login using a different login name and password the cookie must be deleted To do so simply check the option labeled discard login information from the user profile screen Edit Person Andrea Master Drennen First Name andrea Last Name Master Drennen Login Name Jamdadmin Password peee Security Level 1 99 Resident 50 fi Administrator 1 Discard Remember Login r Info Birthdate mm dd yyyy o7sisi7 Employer TOPS Software Occupation Web Site Administrator Work Phone e00 899 5689 Email Address Jwebsuppart topssoft com 15 TOPS Community Web Sites User Manual Address Book Address Book Categories The address book is broken into categories All owners are stored in the category called resident
79. ove them from the Web Reports Manager To delete reports from the list highlight the report and click Delete Report Attaching Files You may attach files to your financial reports This is great if you have a supporting file or common disclaimer that you need to include at the bottom of the report Attached files may take one of two forms 2 Text Format Appended If you have a disclaimer or other text that you wish to print at the bottom of the report as if it were built in to the report document save that file as a ASCII Text format in your word processor When you attach that file to your report the system will automatically append the bottom of the report with the contents of your text file This text will appear on the same html page as the report appearing as if it were a part of the report automatically gx Formatted File Linked If you have a supporting file graphs spreadsheet etc for your report you can link to that file using the attach option As long as the file is not in ASCII Text format the file name will appear at the bottom of the HTML report as a hyperlink Board members can then click the link to download and view the supporting file 74 Y U U Q Q lt TOPS Community Web Sites User Manual Appendix A HTML Quick Guide Items in your TOPS Community Web Site such as classified ads and eForms may contain basic formatting such as bold italics colors and bullets This formatting
80. port has been completed and the report file has been saved in the community folder under the WEBRPT folder 4 Click Internet Web Reports Manger All of the reports that you have exported for this community will be displayed in the report manager 5 Check the reports you wish to upload to the community web site If you wish to remove a report from the web site uncheck it Only those reports that have a check in the box on the left will upload to the Internet 273 TOPS Community Web Sites User Manual 6 You may attach a file to any of the reports To do so click the report so it is selected then click the Attach button Graphic and text files will be appended at the end of the report other file formats will be displayed as a link to the file at the bottom of the report 7 Once you have checked the appropriate reports and attached all of the necessary files click Upload Reports Now The designated reports will upload to the community web site HUT OPS 2008 Web Hermits al a Community fic SAMPLE CONDOMINIUM Dat Tips T Recok Nans Comm 0 Fin tached E M02 111008 PH Pont Qemer Telephone Drect 2003 3 TRIOZ4 PH Aged dalrmusnoy ma por 3 111040PN Debnoquercs status NE 7 2 003 ILIOSIPH Fund Gelence Sheet Rebbe Sed Dept Meeting 2 27 03 Ac Last Date of Upload Not Uploaded E Check Al B uncheckai fit Ose Deleting Reports Unchecking reports will remove them from the web site but will not rem
81. ring information and advice many people will drop in if for no other reason than to get to know the new homeowners Assign certain time slots to different committees to have open forums for their topics Schedule chats with your vendors especially if they are doing some work in the community your golf pro property manager or other experts in the community There are so many possibilities available for the Live Chat feature How To Use Live Chat Using the Live Chat feature is easy When the page first loads there will already be a blinking cursor in the text message area below This is where you type any message you want to enter into the chat By pressing the Enter key or clicking the Send button your message posts to the Chat transcript which displays above To clear out the text in the chat transcript simply type in clear without the quotes and press Enter to clear out the current transcript Keep in mind that anyone in the chat can send out a clear command so you may not want to tell all residents about this feature 40 TOPS Community Web Sites User Manual Message Board The message board is the community bulletin board on the Internet Residents can post general information questions comments and more to the message board Any resident of the community can add a topic to the message board and anyone can add a message under any topic as well as reply to any existing message Administering The Message Board Only
82. rresidents to the address book Add eForm Receivers Person Administrator Web Site WwebSupport TOPSsoft com Q Save Enter More Receivers Save No More Receivers eForms Tip Because eForms are so customizable they are a great way for you to get information from owners potential owners prospective advertisers and even for scheduling events To integrate your eForms into your Site create hyperlinks from your events announcements eMail Bulletins and ads to the appropriate eForms 29 TOPS Community Web Sites User Manual Email Bulletins Email Bulletins allow residents to receive occasional emails informing them about subjects they are interested in within the community About Email Bulletins From What Features Can I Send Email Bulletins The Announcements feature the Events calendar and the Email bulletin feature all allow you to send email bulletins to residents Who Can Receive Email Bulletins When an email bulletin is created you have the option to send it to a specific category a specific subdivision or all residents Keep in mind that in order to use the subdivision option you must set the various subdivisions for each record in the address book Bulletin Categories The Community Administrator may set up a number of different email bulletin categories to which residents may subscribe or unsubscribe Begin by clicking eMail Bulletins on the sidebar and then follow these directions
83. s each have 2 security levels that can be adjusted by an administrator View Security and Edit Security View Security determines who will be able to see the module and the items in it z Edit Security determines who can Add Edit and Delete the module or sub category By default when you create a module the view security is 50 and the edit security is 1 When you create a sub category in a module it will always inherit the security levels of its parent module UNLESS no changes were made to the default security levels of the parent module If this is the case 1t will put both view and edit security levels to 1 This is not so important because it can be changed at any time if you make a mistake when creating the module and its subcategories Once you understand the basic structure of Modules creating custom web site sections will be a snap Just remember that if you have added a new module and would like it to appear on the site menu you will need to send an email to websupportOtopssoft com Let us know the name of the new link and whether you prefer it appear on the public side private side or both 59 TOPS Community Web Sites User Manual Custom Module Tier Structure Something to keep in mind when creating a custom module is to plan how you want to structure it Unlike most features of the web site which are 2 tiered the module feature 3 tiered z s 2 tiered refers to how a feature like Documents has sub categories
84. site on their own it is best if you submit the site to search engines yourself Download the document titled How to get Listed in Search Engines from our web site www topshome com for instructions on adding your site as well as links to major search engines Keep Current Because the Internet is a constantly changing medium it is vital that you keep your web site up to date One of the best ways to accomplish this is to add new information constantly You should be updating your site at least once a week with new documents forms events and other data Clean Up Over time web sites can become bogged down with old information and data It is important that you perform clean up operations on a periodic basis to keep your site in optimum condition Delete outdated information from the following sections approximately once every three months 2 Documents 22 Ads 2 Addresses 2 Events 22 Announcements Updates If you need to make updates to the menu frame on the left or your color scheme you may do so by contacting TOPS via e mail websupportOtopshome com or via facsimile 561 828 0261 As changes require effort on the part of the webmaster we ask that you allow 3 business days for changes to be applied Please be advised that charges may apply See schedule E in your contract for further details 78 TOPS Community Web Sites User Manual Understanding Security Levels There are 99 security levels available for you t
85. t will receive an e mail telling them what the update is about Notification can be setup when a task is created or when looking at a task If you are viewing a task and want to edit the notification click the pencil icon next to Notifications To and then follow these instructions To Add a New Notification To Edit a Notification To Delete a Notification 1 Click Add 1 Select the notification you 1 Select the notification you 2 Select the person s name from want to edit and click Edit want to delete the list that you want to receive 2 Make any changes you want 2 Click Delete notification 3 Click Save Changes 3 Set the remaining options 4 Click Save New Task Notes If someone is viewing a task that has contribute level security they will also be able to add notes to the task Like the message board feature only the people who created them can edit the notes but someone with edit level security can delete the note To Add a New Note To Edit a Note To Delete a Note 1 Click here to add a note 1 Click the pencil icon next to 1 Click the trashcan icon to 2 Add any notes you want with the note delete the note the rich text editor 2 Make any changes you want 3 Click Save New 3 Click Save Changes Create New Survey Date Opened 10 1 2300 Date Due 10 31 2009 Date Closed States Open mark Priority 2 Responsible Kathy T ver for my entire household e wiling to pay a 5 cover for each person 4 No thanks not in
86. t www topshome com for more information and to see sample community and management company websites At TOPS Software we re always working to create products that make the management of communities easier TOPS Community Websites are just one more step toward that promise Best Wishes aol Jeff Hardy President TOPS Community Web Sites User Manual Getting Started Now that you have purchased your community web site you will need to do a little set up before you can inform your owners of this new resource This quick guide will walk you through the needed steps to get started 1 You should have already received an email from a representative of TOPS Software containing your web site address and Community Administrator Login ID and Password Open your browser Internet Explorer Netscape Navigator or AOL and navigate to the site name that was listed in the e mail 2 Click Resident Login and type in your community administrator name and password and click login 3 Check to make sure the customizations you requested are correct color wording pictures and features 4 Under the Admin Only heading click Feature Description Make any changes to the text on the feature pages 5 Click Facilities and click Add Edit Delete Facility Add any necessary facility information 6 Using the same steps as above setup any address book categories document categories classified categories and hot link categories that are
87. terested also think we should post some kind of band parade 53 TOPS Community Web Sites User Manual 54 l l l l l l Admin Only Features 1 1m ii o os e o o sem e os p o pa fp o fm p ome o o o e o o fer ey nl TOPS Community Web Sites User Manual Edit Advertisers Classified ads can be populated by either the address book or the advertisers Therefore if you wish to place an ad by a company or individual not stored in the address book you will need to store that information somewhere You can add advertiser information to the to the Edit Advertisers section When you selected the status of the various sections you probably made the edit advertisers section Admin Only status This means that residents logged on under their own user name and password won t even see the option for this section You will need to log in with the community administrator user name and password Next follow these instructions To Add an Advertiser To Edit an Advertiser To Delete an Advertiser 1 Click Edit Advertisers fromthe 1 Click Edit Advertisers fromthe 1 Click Edit Advertisers from the sidebar sidebar sidebar 2 Click Add 2 Click on the advertiser you 2 Click on the advertiser you 3 Enter the advertiser data wish to edit wish to delete leaving unnecessary fields 3 Click Edit 3 Click Delete blank 4 Enter the desired changes for 4
88. tion entered informational text about your community on the home page and added any other content maps pictures school info etc that will make your community more attractive to prospective homebuyers You can edit the content of the public home page yourself Simply log in as administrator click the Feature Descriptions link under Admin Only select Public Home page and edit the content pictures etc of the public home page For more information in Feature Descriptions see the Admin Only section of this manual 10 TOPS Community Web Sites User Manual Login Screen Your Community Web Site is broken into two distinct areas The Public side and the Private side While the public area is visible to all the private area can only be accessed with a valid login name and password By default these logins are assigned by TOPS 2000 when you upload your data but you may also assign individual logins for residents who are not the primary owner on a property such as renters or developers Keep in mind that any individuals that you add manually will not have access to any accounting data generated from TOPS 2000 Accessing the Login Screen On community web sites the Login Screen can be reached by clicking the Resident Login link from the main menu However if you are administering a management company web site the login link is not added by default since most management companies only use the private side of their web sites
89. to the recipient eg Chairman of the Board without any topic or field restrictions To administer requests To Add a Request Option To Edit a Request Option To Delete a Request Option 1 Click add edit delete request 1 Click add edit delete request 1 Click add edit delete request options options options 2 Click Add 2 Click the request form you 2 Click on the request form you 3 Enter the name description and wish to edit wish to delete e mail address for the request 3 Click Edit 3 Click Delete form 4 Enter the desired changes for 4 Click Save New the request form 5 Click Save Changes 43 TOPS Community Web Sites User Manual Reviews In the reviews section a member of the community can write a review on anything that they have an interest in sharing with the community Residents may wish to enter reviews of books restaurants and movies or some more original reviews such as plumbers or auto mechanics Review Categories Each resident has the ability to add a review category and to write a review within the category Only the Community Administrator can delete a review category To administer review categories click Reviews on the sidebar and follow these steps To Add a Topic To Rename a Topic To Delete a Topic 1 Click Add 1 Click on the topic you wishto 1 Click the topic you wish to 2 Enter the topic name edit delete 3 Click Save New 2 Click add a new topic 2 Click Delete this entire topic
90. to the rich text editor allowing you to edit the content of the page you were on Edit Subdivisions If your community tracks subdivisions you have the ability to add this information to your web site and track owners by subdivision Currently the Homes For Sale Homes For Lease Lots For Sale Address Book and Email Bulletins features can utilize subdivisions Currently subdivisions are not linked to the owner record that uploads from TOPS 2000 Thus if you wish to utilize subdivisions you will need to add the names of the subdivisions by clicking Edit Subdivisions under Admin Only and then edit each owner s record via the Address Book to define the subdivision for each owner 57 TOPS Community Web Sites User Manual Resident Listings Address Book Report The Resident Listings report allows you to make a complete backup of all of the user profile data stored on your web sites This is also the only place you can find out a resident s password The Address Book Report is only accessible to administrators with level 1 security access How to get a Report of all User Names and Passwords Log in to the community web site using the administrative login info From the menu sidebar click Address Book Report under Admin Only Check the following options Name Resident 1 Login Name Password Click Create Report to create a printable report or click Create Text File to create a file that may be imported into Word Excel or
91. under it tier 1 then items under that tier 2 2 3 tiered refers to how the Custom Modules feature has a list of modules under it tier 1 then sub categories under that tier 2 then items under that tier 3 See the illustration below Modules C Dog Walking Groups 2 FAQs T Kids Play Groups Photo Gallery t of recipes that ookies and Candies o olate Balls CI Desserts C Main Courses JE Salads TJ Side Dishes 2 Bring to stove over low medium heat stirring all the time The thing to keep in mind is that when you add a new sub category What s New will not display anything announcing the new sub category It is only when you add the bottom level item that What s New displays an announcement about it If you have structured a module so that the sub categories are the bottom level tier any new items added will not display in What s New 60 TOPS Community Web Sites Adding Modules User Manual You may add an unlimited number of modules to your website You must be logged on as administrator to add modules To add a new module follow these steps To Add a New Module 1 ClickEdit Modules Admin Only 2 Click Here to Edit Categories 3 Click Add to add a category 4 Enter a short description name 5 Enter any rich text data for the Module 6 Define view and edit security levels 7 Click Save New 8 Contact TOPS Support to add the module to the sidebar Module
92. ure a community for uploading see below Defining Upload Options For Each Community Using the Web Wizard you can define which data is uploaded for all of your communities If you want to set different settings for different communities however you will need to define the upload options manually On the main menu of TOPS 2000 HEEE PE A Com Conrardy Mares IPH oit Nowe ihade in Urbasi PosemadSchewe click Internet Be o peana ACT TY WO SA CO ser Click Community Web Sites then click Configure Community Uploads Place a checkmark next to each community that will be uploaded aan vng waray re bopo Select the community you want to change the settings for then click Edit B Check Al Ouncheck ail Y Post Sen N Ene Que You can adjust the FTP information by clicking IP Host Setup and adjusting your FTP scheme Click Done when you are finished 69 TOPS Community Web Sites User Manual Informing Owners of the New Websites Once you have performed a data upload you will need to inform your owners that the new website is available and provide them with their login names and passwords You may do this via a form letter generated in TOPS 2000 or you may send an email to owners directly from the website A sample form letter is available online at www topshome com Click Downloads and under sample documents you should find Sample Form Letter Inform Owners using a For
93. with local institutions such as the library and fire station for needs they might have as well Another great thing to list here is any open volunteer positions within the association government such as open board or committee positions activity organizers and of course a community web site administrator To administer volunteer needs click Volunteer Needs from the sidebar and follow these steps To Add a Volunteer Need To Edit a Volunteer Need To Delete a Volunteer 1 Click Add Edit Delete 1 Click Add Edit Delete Need Volunteer Needs Volunteer Needs 1 Click Add Edit Delete 2 Click Add 2 Click the volunteer need you Volunteer Needs 3 Enter the name Description wish to edit 2 Click on the volunteer need dates locations and contact 3 Click Edit you wish to delete information 4 Enter the desired changes for 3 Click Delete 4 Click Save New the volunteer need 5 Click Save Changes Volunteer Needs Tip This is one section of your website that definitely should not be confined to local needs Along with volunteer needs in your own community find needs for disaster relief political campaigns and petition drives Be sure to include website addresses where possible TOPS Community Web Sites User Manual Votes Surveys This feature was designed to take the temperature of the community It enables the board to see how residents feel about a particular issue before pursuing it Each survey has
94. you find that someone has abused the site in spite of your admonitions it is time to take swift action As a warning to anyone that abuses the board you can have us a create a security level to assign to the abuser that only allows him or her to look at the message board but not post messages Repeat offenders can be punished by simply revoking their access to the private side of your web site To do so simply locate that owner in the Owner Maintain screen in TOPS 2000 and check the box labeled Disable Web Interface This will remove the individual from the address book on the next upload preventing him or her from being able to log into the site e If all else fails and too many residents are abusing the feature you can ask us to set the message board feature to Board Only so only the Administrator or Board Members can post the messages 42 TOPS Community Web Sites User Manual Requests Request Forms allow residents to quickly send email to a community leader under a specific topic You will probably want to list one person from each committee as well as each board member as a contact along with the web site administrator and the property manager This area is organized by function within the community and not by resident last name This enables the residents to figure out more easily from whom they need to request something Administering Requests Options A request option once completed will send a simple e mail

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