Tuesday, May 17, 2011
Upgrade Alert Option
If you want to stay on top of updates for ZP SQL as they are posted on the web, now there is a really easy way. There is a new Local Personalization Option that lets you turn on an Update Alert. When activated this option checks the web each time you launch ZonePro to see if any new updates have been posted since your last download. I have posted a training video on the Customer Support web site the demonstrates how this feature works.
Monday, May 16, 2011
Webinar: Contact File Maintenance
This morning I conducted a free webinar training session covering various topics to do with the Contact File database. I had a couple of request to record the meeting so I did. Here is a link to that recording: www.zoneprosoftware.com/webinar/2011-05-12-Contact File Maintenance.wmv. This is a large file at 79MB. You can download and play it using Windows Media Player. The video lasts over an hour. You have been warned!
Save Button in Photo Viewer Screen
The Image Viewer screen in the Photo Module has a new Save button. This button is only active when you are viewing images that are stored on the web. It gives you an easy way to save a local copy of those images (if for some reason you don't already have one). Copies of the viewed image are stored in the \Export folder and are named using the Photo ID Code, so for example an image might be saved as PH000032.JPG. This option works the same for photos that are stored in your on-line SQL photo database or on-line images that your reference by their URL.
Monday, May 9, 2011
New Contact File Web Pages
There are a couple of new maintenance pages for the Contact File database that can be accessed via the Staff web site. Starting from the opening page go to "Contact Search" then "Contact Maintenance." You'll find two new options here.
One new option is to "Review Contacts With No Last Name." This option will display a list of Contact records where the Last Name field is blank. This is a no-no in the Contact File because the Last Name field is the primary means of search. There are a couple of options shown to quickly fix the problem by either moving the First Name value into the Last Name field, or replacing the blank Last Name with "Unknown." You can also select individual records for editing.
The second new option is called "Contact File Integrity." This page shows 7 different categories of potential problems and lets you examine records that have these problems. The first category shows Contacts that are assigned multiple times to the same property. The next three categories search for duplicated relationship values. The final three categories search for orphaned records. I have already used this screen to examine all existing customers Contact File databases and fix the most glaring problems. These screens should probably be used once a month or so just to check for potential problems.
One new option is to "Review Contacts With No Last Name." This option will display a list of Contact records where the Last Name field is blank. This is a no-no in the Contact File because the Last Name field is the primary means of search. There are a couple of options shown to quickly fix the problem by either moving the First Name value into the Last Name field, or replacing the blank Last Name with "Unknown." You can also select individual records for editing.
The second new option is called "Contact File Integrity." This page shows 7 different categories of potential problems and lets you examine records that have these problems. The first category shows Contacts that are assigned multiple times to the same property. The next three categories search for duplicated relationship values. The final three categories search for orphaned records. I have already used this screen to examine all existing customers Contact File databases and fix the most glaring problems. These screens should probably be used once a month or so just to check for potential problems.
Contact File Advice
I spent a lot of time recently working on issues that can effect the Contact File database and looking at how the Contact File database is used by existing customers. Here is a list of suggestions I compiled:
- Use the First Name and Last Name fields correctly. The First Name field should only be used for people not companies. If the company name is too long to fit in the 30 character Last Name field, abbreviate it. Splitting a company name between first and last name makes it very difficult to search for since searching is only on Last Name field. While you may know how to find it, future users won't.
- One Contact record per person or company. Do not put two names in one Contact File record. The whole point of the Contact File database is that you can link as many contacts as desired to a given property. Create separate records for each name. Do not combine spouses as one record. You can designate only record with the "Owner" relationship but you can link as many "Co-owners" as you like.
- Do not leave the Last Name field blank. You can't search for a record with a blank last name.
- Do not create a Contact record called "Rental" or "Vacant." Use the Status or Existing Use fields to designate rental or vacant parcels.
- Do not create a Contact record called "Occupant" or "Current Resident." There is a better way to accomplish whatever it is you are trying to accomplish.
- Don't link the same Contact record to the same Property record twice even if that Contact has more than one relationship to the property. For example, do not link a Contact to a Property as the "Owner" and then again as the "Occupant." If the Contact is linked as the "Owner" and has the same address as the Property then he is also an occupant. You don't have to link twice to establish that.
- It should not be possible to designate two "Owner" relationships for one Property record. I have seen it happen however. If it happens in your system then you should change the relationship for one of the Contacts. Or drop one of the links if the same Contact is linked as "Owner" twice. The same applies to the "Occupant" relationship and the "Extra" relationship. Any other kind of the relationship can be duplicated, just not these three.
- Use the First Name and Last Name fields correctly. The First Name field should only be used for people not companies. If the company name is too long to fit in the 30 character Last Name field, abbreviate it. Splitting a company name between first and last name makes it very difficult to search for since searching is only on Last Name field. While you may know how to find it, future users won't.
- One Contact record per person or company. Do not put two names in one Contact File record. The whole point of the Contact File database is that you can link as many contacts as desired to a given property. Create separate records for each name. Do not combine spouses as one record. You can designate only record with the "Owner" relationship but you can link as many "Co-owners" as you like.
- Do not leave the Last Name field blank. You can't search for a record with a blank last name.
- Do not create a Contact record called "Rental" or "Vacant." Use the Status or Existing Use fields to designate rental or vacant parcels.
- Do not create a Contact record called "Occupant" or "Current Resident." There is a better way to accomplish whatever it is you are trying to accomplish.
- Don't link the same Contact record to the same Property record twice even if that Contact has more than one relationship to the property. For example, do not link a Contact to a Property as the "Owner" and then again as the "Occupant." If the Contact is linked as the "Owner" and has the same address as the Property then he is also an occupant. You don't have to link twice to establish that.
- It should not be possible to designate two "Owner" relationships for one Property record. I have seen it happen however. If it happens in your system then you should change the relationship for one of the Contacts. Or drop one of the links if the same Contact is linked as "Owner" twice. The same applies to the "Occupant" relationship and the "Extra" relationship. Any other kind of the relationship can be duplicated, just not these three.
Friday, May 6, 2011
Delayed Permit Numbering
All of the application database screens that have permit number, application number, or case numbers now support a delayed permit numbering option. This means you can create a new permit record and intentionally leave the permit number field blank. At a later time you can come back and edit this record, right-click on the Permit Number field and the system will prompt you to see if you want to generate a new number for the record. Saying yes will generate the next number is sequence for that database. This is a very useful option if you wish to enter permit records in advance but will not actually issue the permit until a later date.
Wednesday, May 4, 2011
Staff Page Log In Change
I've changed the log in procedure slightly on the Staff ZP SQL web pages. Instead of popping up in a separate window the log in prompts now appear at the top of the right-hand column. Everything else about the log in process is the same.
Web Page Domain Options
Recently had a customer ask if their Public ZP SQL page could be isolated from their Staff ZP SQL page such that the public would not know that that the other page existed. I solved this issue my moving the Public page to a different domain. The Staff page is still accessed from the ZPUSER.COM domain but their Public page is now on the ZPSQL.COM domain. If you think your community would benefit from a similar arrangement just let us know.
Subscribe to:
Posts (Atom)
