17. System Maintenance Training Guide - Version 1
    17. System Maintenance Training Guide - Version 1

17. System Maintenance Training Guide

Version 1
Printed on June 06, 2020    
17. System Maintenance Training Guide - Version 1
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System Maintenance
Getting Started

Create Division

Maintain Applications for Division

Maintain Construction Types
    Reviewing/updating existing construction types
    Creating new construction type

Maintain Contact Methods
    Reviewing/updating existing contact method
    Setting up a new contact method

Maintain Garage Positions Table
    Reviewing/updating existing garage positions
    Setting up a new garage position

Maintain Image Layers
    Reviewing/updating existing image layers
    Creating new image layer

Maintain Image Symbols
    Reviewing/updating existing image symbols
    Adding a new image symbol

Maintain Managers
    Reviewing/updating existing managers
    Setting up a new manager

Maintain Owners
    Reviewing/updating existing owners
    Creating a new owner

Maintain Product Types
    Reviewing/updating existing product types
    Creating new product types

Maintain Rooms
    Reviewing/updating existing rooms
    Creating a new room

View Application Alias for Division
Updated July 11, 2014    
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17.1 Getting Started
A complete overview of the System Maintenance module and its applications.


Application Purpose
Create Division Purpose of application is to set up new divisions, by copying features from existing divisions.
Maintain Applications for Division Purpose of application is to set up aliases for applications, which will allow you to find and open an application faster. Very convenient, especially when you don't remember the module to which the application belongs. Instead, you can simply enter an alias on the Main Menu page and open the application immediately.
Maintain Construction Types Purpose of application is to create new construction types or update existing ones. NOTE: Once you have created a construction type, you should setup product types for the construction type in Maintain Product Types application. For details, see Maintain Product Types section of this training guide.
Maintain Contact Methods Purpose of application is to set up new or update existing contact methods (e.g. email, fax). These methods can be then utilized by applications, such as, Maintain Warranty Reps. For details, see Maintain Warranty Reps section of Warranty training guide.
Maintain Garage Positions Table Purpose of application is to set up new or update existing garage positions (e.g. rear, front).
Maintain Image Layers Purpose of application is to add new or update existing image layers. Cost types can be assigned to layers, enabling us to assign floorplan drawings to purchase orders.
Maintain Image Symbols Purpose of application is to add new or update existing image symbols. The image symbols can then be added to floorplans via Maintain Decor Drawings application. For details, see Maintain Decor Drawings section of Decor/Design Center training guide.
Maintain Managers Purpose of application is to set up new or update existing managers (e.g. construction, warranty).
Maintain Owners Purpose of application is to create or update owners of construction sites.
Maintain Product Types Purpose of application is to create new product types or update existing ones (e.g. 24 foot wide shallow semi, 36 foot single home).
Maintain Rooms Purpose of application is to create new rooms or update existing ones.
View Application Alias for Division Purpose of the report is to view applications' aliases.
Updated July 11, 2014    
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17.2 Create Division
Purpose of application is to set up new divisions, by copying set up from existing divisions.


17.2 Create Division
Step Action
1. Open Create Division application.
2. Enter a 3 character abbreviation for the new division in the New Division ID input field.
3. To copy structural setup from an existing division, select a division from the drop down list.
4. When you are ready, click .
5. Fill out Division Info, Accounting System and Setup Controls sections of the form.

FORM FAQ
Division Info
ID A unique ID used to identify the division.
Full Name A non-abbreviation version of division ID should be entered here.
Country Specify the division's location by selecting a country.
Province/State Select a province/state, if applicable.
Image URL If there is a logo associated with your division, enter the image URL here. The division logo will appear at the top left corner of the screen.
Company Name Enter a company name here.
Timezone Select your timezone.
Accounting System
Company Name Company name as it appears in accounting system.
Datasource Name Datasource name can be entered here.
Migration Date Enter migration date here.
Master Company Name Master company name can be entered here.
Setup Controls
To add any controls to the new division, select one or more check boxes.
6. When you are done, click .
Updated July 11, 2014    
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17.3 Maintain Applications for Division
Purpose of application is to set up aliases for applications, which will allow you to find and open an application faster. Very convenient, especially when you don't remember the module to which the application belongs. Instead, you can simply enter an alias on the Main Menu page and open the application immediately.


17.3 Maintain Applications for Division
Step Action
1. Open Maintain Applications for Division application.
2. Select a module and application (e.g. Decor - Maintain Option Selection).
3. When you are done, click .
4. Enter an alias in the Enter Alias input field.
5. When you are done, click .

Now that you've set up your application alias, here is how you can use it. At the very top of your Main Menu page, you should now see an Application Alias input field.

Enter the alias in this field and click . The application to which the alias was pointing, should now be open.
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17.4 Maintain Construction Types
Purpose of application is to create new construction types or update existing ones. NOTE: Once you have created a construction type, you should setup product types for the construction type in Maintain Product Types application. For details, see Maintain Product Types section of this training guide.
17.4.1 Reviewing/updating existing construction types
Step Action
1. Open Maintain Construction Types application.
2. Enter construction type ID in the Select Construction Type input field or click on the link to find one.
3. When you are ready, click .
4. Review the General Information form and make any necessary adjustments.
5. When you are done, click .
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17.4.2 Creating a new construction type
Step Action
1. Open Maintain Construction Types application.
2. Enter a new construction type name in the Enter a new construction type input field and click .
3. Fill out the General Information form.

FORM FAQ
Construction Type A unique ID used to describe construction type (e.g. semi, detached).
Description A more thorough description of construction type can be entered here.
Status Select construction type status (e.g. active, inactive).
4. When you are done, click .
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Maintain Contact Methods
Purpose of application is to set up new or update existing contact methods (e.g. email, fax). These methods can be then utilized by applications, such as, Maintain Warranty Reps. For details, see Maintain Warranty Reps section of Warranty training guide.
Reviewing/updating existing contact method
  1. Open Maintain Contact Methods application.
  2. Select a contact method from the drop down list and click .
  3. Review the Contact Method Information and Update Control sections of the form and make any necessary adjustments.
  4. When you are done, click .


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Setting up a new contact method
  1. Open Maintain Contact Methods application.
  2. Enter a new contact method ID and click .
  3. Fill out Contact Method Information section of the form.

    FORM FAQ
    Contact Method ID A unique ID used to identify the contact method (e.g. fax, email).
    Contact Method Status Current contact method status (e.g. active, inactive).
    Can Transmit By This Method Even though the contact method might be active, it might not be transmissible. Make your selection accordingly; select Yes or No.
    Transmission Target Type Select transmission type (e.g. email, fax).
    Short Description Short description can be entered here.
    Long Description Any extra comments can be entered here.

    To activate contact method in one or more division(s), fill out Update Control section of the form by selecting all applicable divisions:

    All contact methods set up in this application are utilized by several applications, such as, Maintain Warranty Reps:
  4. When you are done, click .


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Maintain Garage Positions Table
Purpose of application is to set up new or update existing garage positions (e.g. rear, front).
Reviewing/updating existing garage positions
  1. Open Maintain Garage Positions Table application.
  2. Select a garage position from the drop down list and click .
  3. Review the General Information form and make any necessary adjustments.
  4. When you are done, click .


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Setting up a new garage position
  1. Open Maintain Garage Positions Table application.
  2. Enter a new garage position ID and click .
  3. Fill out the General Information form.

    FORM FAQ
    Garage Location ID A unique, 1 character, ID used to identify the position of the garage.
    Garage Location Description A more thorough description can be entered here to identify the location of the garage (e.g. P1, rear, front).
  4. When you are done, click .


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17.5 Maintain Image Layers
Purpose of application is to add new or update existing image layers. Cost types can be assigned to layers, enabling us to assign floorplan drawings to purchase orders.
17.5.1 Reviewing/updating existing image layers
Step Action
1. Open Maintain Image Layers application.
2. Select an image layer from the Select Image Layer drop down list and click .
3. Review the Image Layer Information and Image Layer Cost Types sections of the form and make any necessary adjustments.
4. When you are done:
  • To view/reassign image symbols associated with the layer (e.g. we have a 220 Volt Outlet symbol that needs to be assigned to the Electrical layer), click .
  • To save and exit, click .
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17.5.2 Adding a new image layer
Step Action
1. Open Maintain Image Layers application.
2. To add a new image layer, click .
3. Fill out the Image Layer Information and Image Layer Cost Types sections of the form.

FORM FAQ
Image Layer Information
Status Current status of the image layer (e.g. active, inactive).
Menu Group Select menu group. For example, if you want the layer active in Decor/Design Center module, select Decor/Design Center.
Short Description A unique ID used to describe the image layer (e.g. Electrical).
Long Description Any additional comments pertaining to the image layer can be entered here.
Image Layer Cost Types
Cost types can be assigned to layers, enabling us to assign floorplan drawings to purchase orders. So make your selections accordingly. Associated Cost Types list box contains cost types assigned to the layer, while Available Cost Types list box contains all active cost types.
4. When you are done:
  • To save and exit, click .
  • To view/reassign image symbols associated with the layer (e.g. we have a 220 Volt Outlet symbol that needs to be assigned to the Electrical layer), click .

    What you should now see is similar to the example below: two columns labeled Symbols IN Layer... and Symbols NOT IN Layer.... In case of a new layer, all active image symbols are added to it by default. To remove a symbol from layer, select Remove check box and click .

    Similarly, to add an image symbol to the layer, select Add check box and click .
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17.6 Maintain Image Symbols
Purpose of application is to add new or update existing image symbols. The image symbols can then be added to floorplans via Maintain Decor Drawings application. For details, see Maintain Decor Drawings section of Decor/Design Center training guide.
17.6.1 Reviewing/updating existing image symbols
Step Action
1. Open Maintain Image Symbols application.
2. Select an image symbol from the Select Image Symbol drop down list and click .
3. Review the Image Symbol Information section of the form and make any necessary adjustments.
4. When you are done:
  • To view/reassign layers associated with the symbol (e.g. we have a 220 Volt Outlet symbol that needs to be assigned to the Electrical layer), click .
  • To view/reassign divisions associated with the symbol (e.g. 220 Volt Outlet symbol should be active only in Orlando division), click .
  • To save and exit, click .
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17.6.2 Adding a new image symbol
Step Action
1. Open Maintain Image Symbols application.
2. To add a new image symbol, click .
3. Fill out the Image Symbol Information section of the form.

FORM FAQ
Symbol Image Click on the button, navigate to the proper folder on your PC and select the image you want to upload.
Display Code Enter a unique name used to describe the symbol (e.g. central vacuum inlet).
For All Divisions Do you want the image symbol to be active in all divisions? Select Yes or No.
Long Description Any additional comments pertaining to the image symbol can be entered here.
Menu Code Select menu code. For example, if you want the symbol active in Decor/Design Center module, select Decor/Design Center.
Short Description A more thorough description can be entered here.
Status Current symbol status (e.g. active, inactive).
4. When you are done, to save and exit click . Or, you can perform one of the following actions:

VIEWING/ASSIGNING LAYERS TO SYMBOLS
To view/reassign layers associated with the symbol, click .

Each image symbol must be assigned to a layer (e.g. phone outlet to electric layer). To assign a symbol to a new layer, select Add check box and click . If you do not see a layer that you are looking for, you can add one via Maintain Image Layers application. For details, see Maintain Image Layers section of this training guide.

To remove a layer, select Remove check box and click .




VIEWING/ASSIGNING DIVISIONS TO SYMBOLS
To view/reassign divisions associated with the symbol, click .

Select in which divisions the symbol should be active or not. To remove a division, select Remove check box and click .

To add a division, select Add check box and click .
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17.7 Maintain Managers
Purpose of application is to set up new or update existing managers (e.g. construction, warranty).
17.7.1 Reviewing/updating existing managers
Step Action
1. Open Maintain Managers application.
2. Select a manager from the drop down list and click .
3. Review the General Information form and make any necessary adjustments.
4. When you are done, click .
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17.7.2 Setting up a new manager
Step Action
1. Open Maintain Managers application.
2. Select a user to whom to grant manager status from the drop down list and click .

NOTE: A new manager must be entered in the system as a user first. You can enter new users via Update User Permissions application. For details, see Update User Permissions section of this training guide.
3. Fill out the General Information form.

FORM FAQ
Type ID
Title
Status
4. When you are done, click .
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17.6 Maintain Owners
Purpose of application is to create or update owners of construction communities.
17.6.1 Reviewing/updating existing owners
Step Action
1. Open Maintain Owners application.
2. Select an owner from the drop down list and click .
3. Review the Owner Information form and make any necessary adjustments.
4. When you are done, click .
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17.6.2 Creating a new owner
Step Action
1. Open Maintain Owners application.
2. Enter a new owner name in the New Owner Name input field and click .
3. Fill out the Owner Information form.

FORM FAQ
Owner Name Enter the name of the new site owner.
4. When you are done, click .
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Updated July 11, 2014    
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17.7 Maintain Product Types
Purpose of application is to create new product types or update existing ones (e.g. 24 foot wide shallow semi, 36 foot single home).
17.7.1 Reviewing/updating existing product types
Step Action
1. Open Maintain Product Types application.
2. Select a product type from the Select a product type to update drop down list and click .
3. Review the General Information form and make any necessary adjustments.
4. When you are done, click .
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17.7.2 Creating a new product type
Step Action
1. Open Maintain Product Types application.
2. Enter the width of new product in the Product Width input field.
3. Enter construction type ID in the Construction Type input field or click on the link to find one. If you can not find the construction type you are looking for, you can create one via Maintain Construction Types application. For details, see Maintain Construction Types section of this training guide.
4. When you are ready, click .
5. In the General Information form, select product status.

FORM FAQ
Status Select product type status (e.g. active, inactive).
6. When you are done, click .
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17.8 Maintain Rooms
Purpose of application is to create new rooms or update existing ones.
17.8.1 Reviewing/updating existing rooms
Step Action
1. Open Maintain Rooms application.
2. Select a room from the Enter an existing Room drop down list and click .
3. Review the Room Information form and make any necessary adjustments. Make sure that all of the required fields are filled out.
4. When you are done, click .
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17.8.2 Creating a new room
Step Action
1. Open Maintain Rooms application.
2. Enter a new room ID in the Create A New Room input field and click .
3. Fill out the Room Information form. All fields are required.

FORM FAQ
Always Active in Warranty By selecting active status, the following room will be available for selection in applications, such as, Maintain Deficiencies. For details, see Maintain Deficiencies section of the Warranty training guide.
Room Description Enter a non-abbreviated version of the room description (e.g. BF -> Breakfast Area).
Status Current status of the room (e.g. active, inactive). By selecting active status, the following room will be available for selection in applications, such as, Maintain Baseplans. For details, see Maintain Baseplans section of the Job Costing training guide.
4. When you are done, click .
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Updated July 11, 2014    
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17.9 View Application Alias for Division
Purpose of the report is to view applications' aliases.


17.9 View Application Alias for Division
Step Action
1. Open View Application Alias for Division application.
2. At the very least, you should select an application group from Application Group drop down list to avoid running a huge report.
3. When you are done, click .
4. Here is an example of Application Alias report. A list of all aliases is displayed.

To modify an alias, simply click on the Alias link (e.g. ). For details, see Maintain Applications for Division section of this training guide.

If you intended to display different data and need to make some adjustments to the report, click and modify your restrictions.
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Updated July 11, 2014