Resident Information 2.1.1a Software Solutions for Residential Real Estate Professionals.. What is Resident Information? Resident Information will help you in your daily task of managing your buildings unit and resident information in a easy to use format. Resident Information writes and maintains dbase IV database tables and index's and also supports Query By Example (QBE) in all applicable search modes. Resident Information is a task specific application database for: Apartment Complex managers, Real Estate Residential, Managers, Building Managers, And Residential Apartment, Superintendents. This application was designed and developed by a Resident Manager with the hope that other resident managers could benefit by having Resident Information installed on their system. To Quote Mr. Bill Gates ... "Information at your fingertips License Information SHAREWARE SOFTWARE LICENSE1.GRANT OF LICENSE. Techton Software grants to you the right to use and to make an unlimited number of copies of the Resident Information Application ("Software") provided that such copies are used only in connection with your daily work.2. COPYRIGHT. The Software is owned by Techton Software and is protected by United States copyright laws and international treaty provisions. You may not remove the copyright notice form any copy of the Software. 3. OTHER RESTRICTIONS. This License Agreement With the Software Serial Number is your proof of license to exercise the rights granted herein and must be retained by you. You may not rent or lease the Software. You may not reverse engineer, decompile or disassemble the Software. NO WARRANTY ANY USE BY YOU OF THE SOFTWARE IS AT YOUR OWNRISK. THE SOFTWARE IS PROVIDED FOR USE ONLY ON ONE PC AT ANY TIME. THE SOFTWARE IS PROVIDED FOR USE "AS IS" WITHOUT WARRANTY OF ANY KIND. THE AUTHOR, DISCLAIMS ALL WARRANTIES OF ANY KIND, EITHEREXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. NO LIABILITY FOR CONSEQUENTIAL DAMAGES. In no event shall the AUTHOR: Techton Software be liable for any damages whatsoever (including, without limitation, damages for loss of business profits, business interruption, loss of business information, or other pecuniary loss) arising out of the use or inability to use this product, even if Techton Software has been advised of the possibility of such damages. Because some states do not allow the exclusion or limitation ofliability for consequential or incidental damages, the above l imitation may not apply to you.U.S. GOVERNMENT RESTRICTED RIGHTS The Software and documentation are provided with RESTRICTED RIGHTS. Use, duplication, or disclosure by the Government is subject to restrictions as set forth in subparagraph(c)(1)(ii) of The Rights in Technical Data and Computer Software clause at DFARS 252.227-7013 or subparagraphs (c)(1)and (2) of the Commercial Computer Software - Restricted Rights at 48 CFR 52.227-19, as applicable. AUTHOR AND SUPPLIER IS; Techton Software 170 WEST END AVENUE NEW YORK, NY 10023This Agreement is governed by the laws of the State ofWashington.Should you have any questions concerning this Agreement, or if you desire to contact THE AUTHOR for any reason, please write: Techton Software 170 WEST END AVENUE NEW YORK, NY 10023 (212) 875-1763O r, You can "E-Mail Via A.O.L. Screen Name RAM22 or COMP U SERVE UserID=177000,7002THANK YOU. . . 8-1-92 Database Management What is a database? A database is a collection of records. Database records are organized into one or more tables, each stored in a separate file. A table holds a set of related records, which are in turn made up of one or more fields or columns. Each record in a table has one value for each field. Adding a New Resident Record To Add a New Record to your Resident database, Click on the file menu and choose New, or Click on the File NEw Icon on the application toolbar, or use HotKey Ctrl+N Resident Information will clear the current resident record in view and prompt you to first enter a floor number and then to enter a line letter. After you enter the apartment number resident information will return you to the form and the gender field will be in focus, choose the appropriate gender and press enter to move to next field. Resident Information will inform you of your progress in the application information caption under the toolbar. Keep entering the information on the form and make any changes that you may find necessary, when you are satisfied, click the file menu and select Save or DiskIcon on the application toolbar or hotkey Ctrl+S. Resident Information will save and confirm the new apartment record. Editing Text, Changing Records To edit any Resident Record simply highlight the text you wish to change and enter your changes. Resident Information will prompt you when you either exit, try to enter a new record, or try to move to or scroll or search for a new record that the record in view has changed ... Would you like to save your changes? Clicking yes will update that edited record clicking no will allow you to continue and your changes will not be saved to that record. When selecting text for editing, you can highlight the text by clicking on the text and dragging your mouse to the end of the text string, then by using hotKey Ctrl+C the selected text will be placed on the windows clipboard for further editing. *See your windows documentation for more information on the capabilities of your windows clipboard. Deleting Resident Records To delete Records from your Resident database, Click on the file menu and select Delete, or Click the Delete Icon on the toolbar or hit your delete key. Resident Information will prompt you if you would like to delete the record. Clicking yes will remove the present record in view from your database, Clicking no will return you to the view mode and Resident Information will confirm that no record was removed. If you have a Note or OLE Object attached, Resident Information will also ask if you would like the attached Note or Attached Object or Both deleted. Choosing yes will delete the prompted file, choosing no will confirm that the attached file was not removed. Features ... The Options Menu The options menu is where you will find your system and printer information. You will also find the object folder located here and post note management. Resident Information will also allow you to manual dial a telephone number via your installed modem. Manual Dial To manually enter a telephone number and then dial that number you must first have a modem installed on your system. The setup portion of resident information will set your modem up in order to operate correctly in resident information. To dial a number, Click on manual dial you will be prompted to enter a telephone number, enter your number, click ok, then pickup your telephone handset to talk. Resident Telephone Dialing Resident telephone numbers are stored in three fields, the first field is where you will insert the residents home number, the second is where you will place their office or day number and the final field is where their emergency contact number will be placed. The application information caption will inform you on what telephone number goes where. clicking the telephone icon to the right of each stored number will automatically dial the telephone number. If no number is stored in the field, Resident Information will put a message box onto the screen advising you of same Object Links Why Use OLE? Object Linking and Embedding (OLE) is a mechanism that allows applications to inter-operate more effectively, thereby allowing you to work more productively. Resident Information Users can create and manage compound documents. These are documents which seamlessly incorporate data, or objects, of different formats. Sound clips, spreadsheets, text and bitmaps are some examples of objects commonly found in compound documents. Each object is created and maintained by Resident Information, but through the use of OLE, the services of the different server applications are integrated. you feel as if a single application, with all the functionality of each of the server applications, is being used. Resident Information users of OLE objects don't need to be concerned with managing and switching between the various server applications; they focus solely on Resident Information and the task being performed. What is Linking and Embedding ? When an object is incorporated into Resident Information, it maintains an association with the server application that created it. Linking and embedding are two different ways to associate objects in a compound document with their server applications. The differences between linking and embedding lie in how and where the actual source data that comprises the object is stored; this in turn affects the object's portability, its method(s) of activation, and the size of the compound document. Linking is efficient and keeps the size of the Resident Information Object small. Changes made to the Resident Information's object are automatically reflected in any compound documents that have a link to the object. From your point of view, a linked object appears to be wholly contained within the document. In-Place Activation, Placing an Object into Resident Information Resident Information uses In-Place Activation. With in-place activation, you can double-click an object that you placed in Resident Information and interact with the object right there, without switching to a different application window (although you can switch between both Resident Information and your opened Ole Application if you choose). Attaching an Ole Object Simply click on the file menu and choose Object Folder. Resident Information will then popup a window and allow you to select any applications that support OLE 2.0 or you can link a file by browsing your directories. After you choose a document.Picture, soundbite or other application you will return to resident Information and you will see a picture representing the object that you chose. To activate the object, Double click on the picture, your linked or embedded object will appear. If your are happy with your selection go back to the file menu down to the Object folder and click Save Object. Resident Information will prompt you to save the object with the name of what ever apartment is in view with the extension .Ole (ex: 1A.Ole) click ok and Resident Information will confirm the saved file. Editing An Ole Object To edit a Ole Object you must first have an open object running. Once an object is running in resident information or other Application that supports OLE you can copy that active object to the windows clipboard and paste it to resident information or any other application that will support OLE. To edit an OLE object 1.Start the application and open the file that contains the OLE object you want to edit. 2. Double-click the OLE object. 3.Make the desired changes. 4.Choose File/Update to save the changes. 5.Choose File/Exit or File/Exit & Return to exit the application and return to the file containing the object.( * See Your windows documentation for further information on Ole editing and management.) The Icon ToolBar Clicking the Clock Icon will load the windows clock accessory and show your systems time and date. Clicking the Calendar Icon will load Manager.Cal, Windows Calendar accessory. Clicking the Appointment Book Icon will load Manager.Cal, Windows Calendar in the Appointment book view. Clicking the Notebook Icon will load The Resident Managers Information Systems Building Log application. Clicking the Write Note Icon will allow you to attach a post note to the resident record in view. (* Also see Post Note in the features section.) Clicking the Print Icon will print the current record in view Clicking the File Icon will launch Windows File Manager. Post Note Quick Tip ... To add an attached note to your resident record in view, select Post Note or click on the note icon in the icon tool bar. To remove a note from the resident record in view select delete Note. Attach a Post Note To attach a post note to any resident record click the post note icon on the icon bar. To save your note click the file menu on the post note window and select Save As ... a file dialog box will appear and prompt you to save the note. * Notes are saved using the apartment number in view, with the extension .Apt (Ex: If the apartment record for 1A is currently in view, You will be prompted to save your opened note, Save As ... 1A.Apt) Choosing yes will attach the note to the particular record in view. Choosing cancel will return you to resident information an no note will either be saved to your disk or attached to any record. Replacing either the default name or extension will save the file to your C:\Manager\Notes directory in ASCII Format. Viewing, Retrieving an attached Post Note Two things happen when you have attached a note to any resident record. The first thing that you will notice is that the Post note icon changed from "Write Note Icon" to "Attached t Note Icon" the Second thing you will notice is that the above application caption will Blink and advise you that you have an attached note to this record. To view or edit the attached note click the Attached note icon, and edit as you would the comments field. Attach an Ole' Object Simply click on the file menu and choose Object Folder. Resident Information will then popup a window and allow you to select any applications that support OLE 2.0 or you can link a file by browsing your directories. After you choose a document.Picture, soundbite or other application you will return to resident Information and you will see a picture representing the object that you chose. To activate the object, Double click on the picture, your linked or embedded object will appear. If your are happy with your selection go back to the file menu down to the Object folder and click Save Object. Resident Information will prompt you to save the object with the name of what ever apartment is in view with the extension .Ole (ex: 1A.Ole) click ok and Resident Information will confirm the saved file. Counting Resident Records To Count all Unit Owners, Rentals, sublets or Total records stored in your database, Click on the file menu and select Record Count. Simply select the proper menu for the desired information. Clicking on Total Residents will return the number of total resident records stored in your database. ** See the application information caption under the toolbar for realtime count of records. Packing Your Database Resident Information does not actually physically remove records from the database when you choose the delete commend under the file menu. Instead, Resident Information marks the resident record that presently is in view for deletion. The resident record is still present, but can no longer be accessed by resident Information. This makes it necessary to periodically pack the database to remove the deleted records and free the disk space they occupy. To remove deleted resident records from your resident database, use the Pack Database menu command under the file menu. It: Removes all deleted records from the Resident.dbf table Removes all deleted records from index files having the same name as the table Compresses unused space in the comments field. Viewing a List of Residents Click the list box and it will drop down to show you a current listing in alphabetical order of the units in your database. Click any on of the unit records and resident information will fill the form with that units information. Searching Resident Records Query By Example Query by example enables you to change Search/query conditions when Resident Information is in Search mode, you can enter search conditions directly into the Search prompt. Once the conditions are entered, Clicking Ok retrieves the Resident records that match the conditions. The Following is a list of operators that Resident Information will except ...1) =Equal to 2) <>Not equal to 3) >Greater than 4) >=Greater than or equal to 5) A in the Search prompt searching Last Names will return all records with Last name values starting with the letter "A" . A Search condition of =Donohoe or simply Donohoe in the search Prompt searching last names will return all records with last name values of Donohoe. You retrieve information from the Resident Database by clicking on the file menu and then clicking on the search menu. As you will see, a list of specific search applicable items will show on screen. This allows you to search your resident information in a number of ways, By floor, by unit line, by apartment, and other record selection options. Resident Information performs the complex queries for you, all Resident Information wants from you is the floor number or unit letter or apartment number the rest is automatic. Any Records that match the information you enter in the search mode will return all records that match. If you enter the wrong information or if the information cannot be found in your resident database, Resident Information will prompt you with a message box "Information "Textyouentered" Not Found In Database." Example: If you select the search option "By Line..." and Enter the Letter "A" all apartments that are on the "A" line will come into view, simply scroll down the records to view 1A, 2A, 3A etc. The same holds true for any search option. To view all sublets in your database chose the search option Sublets, Resident Information will query the database for all records that have the sublet box selected in their records and then allow you to view them by scrolling through them one by one. Searching the Comments Field To use the search function in the comments field, use the hotkey Ctrl +F or click on "find under the Edit Comments menu where you will be prompted to enter the search text that you want to locate in the comments field. After you enter the text click "Find" Resident Information will then try to locate the search text. If the search text is not found in the comments field, Resident Information will prompt you with "Textyouentered" Not Found ... or, the search text will match and highlight the text string in the comments textbox. If you want to find the Next match to the search text you entered, you may do so by hitting HotKey F3 key or clicking the Find Next command located under the Edit Comments menu bar. Editing the Comments Field Resident Information allows you two ways to edit the contents of the comments field The first way is to click on the Edit Comments on the top menu bar the other is to use the drop down menu. Resident Information has one drop down menu, this feature will also allow you to edit the comments field. To activate the menu "Click" your right mouse button anywhere on the form where the cursor shows an arrow. Using the edit menu is like using any edit menu in any windows application.Cut,Copy and paste is documented in your windows 3.1 manual. To insert the current Time and date in the comments field put the text insertion point in the comments field where you want the time and date inserted then click on the menu "Time/Date". The Text in the Comments Field will automatically word wrap, when you are through entering text press enter or tab to move to the next field. To select all the text in the comments field, Click "Select All" on the menu. * The Comments field can hold up to 256k of Information Resident Information Reports All Reports will gather the information from your (Resident.dbf) Database. It's important that when you enter your residents information you keep this in mind. Remember the old saying ... Garbage in Garbage Out. Report Index Owner Residents To print a report of all owner Residents, Select this report option. Resident Information will first gather the information and then print the report to your screen. select the printer Icon to print the report or close the report window and return to Resident Information, Rental Residents To print a report of all Rental Residents, Select this report option. Resident Information will first gather the information and then print the report to your screen. select the printer Icon to print the report or close the report window and return to Resident Information, Sublet Residents To print a report of all Sub Let Residents, Select this report option. Resident Information will first gather the information and then print the report to your screen. select the printer Icon to print the report or close the report window and return to Resident Information, Residents with children To print a report of all Residents With Children and window guards installed in their apartments, Select this report option. Resident Information will first gather the information and then print the report to your screen. select the printer Icon to print the report or close the report window and return to Resident Information, This Report will print the following information Residents First and Last Name, Apartment Number, Window guards installed or not installed. Residents on Medic Alert To print a report of all Residents who have reported a medical condition or are members of medic alert, Select this report option. Resident Information will first gather the information and then print the report to your screen. select the printer Icon to print the report or close the report window and return to Resident Information, Units on the Master Key System To print a report of all Apartment Units on the building Master Key System, Select this report option. Resident Information will first gather the information and then print the report to your screen. select the printer Icon to print the report or close the report window and return to Resident Information, Residents with Keys on file To print a report of all Residents who have keys to their unit on file with management, Select this report option. Resident Information will first gather the information and then print the report to your screen. select the printer Icon to print the report or close the report window and return to Resident Information, Unit Comments To print a report of all Units with text in their records comments field, Select this report option. Resident Information will first gather the information and then print the report to your screen. select the printer Icon to print the report or close the report window and return to Resident Information, Index Cards To print a Complete or partial set of index cards of your residents information, Select this report option. Resident Information will first gather the information and then print the report to your screen. select the printer Icon to print the report or close the report window and return to Resident Information, Product Support Techton Software provides free basic support to all registered users of our products. You can reach our technical support lines Monday Through Friday 11am to 6pm Eastern Time by Calling (212) 875-1763. You must know your software serial number to receive customer support, so Please have it ready when calling. In addition to Basic support, Techton software offers premium support plans to help you get the most value from our products. We also offer On-Site training and a variety of consulting services. 2 21