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2.3. Entering Your First Data

This section will be a quick tutorial by example of how to enter in your first data. More extensive detailed information about the workareas used in this quick example is available further in the manual under their respective chapters.

Our quick tutorial will consist of creating a new building and tenant. The tenant will then be assigned to the building. The tenant in our example will be John Smith and he will be renting a house at "1111 Somewhere Road".

To begin the process, we suggest first creating the building data item. To create a new building first, we must click Buildings on the workarea menu.

By default, the data workareas are in the List state. Since we want to create a new building, we would therefore click on the New button in the context menu.

Clicking on New results in the appearance of a popup dialog requesting the type of building that will be created. For our example we will create a Single Residence Home which is already selected, so all we need to do to proceed is click on Ok.

The workarea for a data panel consists of the context menu and the general workarea. The general workarea can then be divided into the main data workarea and the tabbed panel workarea, where lists of items relevant to the data item are stored.

In the case of the single residence building, the tabbed panels consist of Accounting, Appliances, Insurances, Mortgages, Notes, Workorders, and Vendors. All tabbed panels consist of a list mode and a data entry mode. In the image following, the tabbed panel is displaying the appliance information in the list mode.

** Warning. Not all tabbed panels allow the creation or deletion of items. Certain tabbed panels only allow a portion of the data to be viewed and modified, and never created from new. These tabbed panels are those that are contained in a full workarea: Accounting, Workorders, Tenants, Vendors, and Buildings.

For our example, we entered the main building information on the upper section of the screen. We have also entered information in the tabbed panel for the appliances described in the Classified Ad field of the main data entry area. To enter the data, we click on the New button in the appropriate tabbed panel. From there we can return to the list view of the tabbed panel by clicking on the List button. Changing tabs requires clicking on the desired tab header. The selected tab’s header will be differentiated by highlighting itself in orange.

If information is created, entered, and/or modified in any section of the workarea (including the tabbed panel) the Save button in the context menu will change colors to green, signifying that a save action is required (the data on the screen has not yet been fully saved to the database). To save the data all that is required is to click on the Save button, which will return it to its original color.

In this example, we are not able to select a tenant for our building since we have not entered any yet. Therefore our next course of action is to create a tenant.

To accomplish this we first begin by clicking on the Tenants button in the workarea menu. This will bring us to the tenants workarea in the List mode as illustrated below.

Again we will want to proceed similarly to the Building Menu. Since we want to create a new Tenant we again will click on the New button in the context menu. This will bring us directly to the tenant workarea for data entry.

Again we will proceed to enter in the relevant information.

To make an association between the tenant and the building, we can now either do this through the tenant workarea or the building workarea. Since we are already working in the tenant workarea, let’s proceed with this workarea. The building selection combo box will display a list of the buildings that have been created and saved in the database. The building selection combo box will display the name of the building, or if it’s a single building with no name it will display the address. For our example we will select 1111 Somewhere Road from the list as illustrated in the image below (** when we select the building, the address information for the tenant will be automatically filled).

Once we have entered all the information, click on the Save button in the context menu just as we did in the building menu.

** Hint: If you are following this example and entering the minimum amount of information, clicking on save will result in the warning message stating that the tenant Status Field is not set to current. You can choose to accept the warning and change the status or ignore it and proceed to save.

Congratulations! You have just saved your first tenant and associated building.