Creating a Custom Letter

Step 1: Go to Reports Menu  Letter Writer Compose. The default word processor will open with the Letter Composer window on top. The Letter Composer window can be minimized or moved anywhere on the screen.

Step 2:  Select the data source from the Letter Composer window. These are the same data sources from previous versions of Letter Writer. Once the data source has been selected the corresponding merge fields will appear.

Step 3: Start drafting your document and you can use any of the available fields to merge into the document from your database. Position you cursor where you would like to insert the merge field. Select the field from the list and drag it to the location on your document (If using Microsoft Word, you can just double-click on the merge field and it will appear in the document at the cursor).

Result: The available field will be inserted into the document with greater than and less than symbols. Ex. - <<FirstName>>

Step 4: Once the document is completed go the File Menu  Save As  and the following window will appear:

NOTE:  The location where documents are saved is very critical.

There is a default location for saving of letters.  Generally, this is C:\Program Files\Cadmin\Letters, however, this can be changed via a setting in the file Atlas.ini.  

There are several subfolders under this folder that match the name of the data source selected in the Letter Composer.  The document must be saved in the folder that matches the name of the selected data source.  Ex. – For the data source of Current Tenant, any document with this data source should be saved in Current Tenants subfolder.

If you are using Microsoft Word as your word processor, Letter Writer will set this for you automatically.

Group Report Printing Setup

Step 1: Go to the Reports menu Group Reports Setup. The following window will appear.

Step 2 Click the Add button. The following window will appear.

Step 3 In this window, enter a Report Group Description. Next select the reports you would like to run. The corresponding report parameters will appear when each report is selected. Select the relative information for each report and click the Ok button.

Printing the Report Group

Step 1: Go to the Reports menu Group Reports Print. The following window will appear.

Step 2: Select the property or property group and the report group you would like to print.

Step 3: Choose the correct Effective Date (defaults to today’s date) and click the Print button. All the reports in the selected group will print.

Printing Letters

Letters can be printed based on four different criteria:

• Property (prints all tenants living on the property)
• Building (prints all tenants living in the building)
• Unit (prints for the head of household in the unit)
• Unit (prints for all tenants in the unit)

It is very important that when you open the tenant list you select the correct tenant you would like to base you search result upon.   

Example: Based on the tenant list below, Charles Dillon is selected from the list which means Letters will be generated based upon the following:
Property – tenants living in the Pond Apartments
Building - tenants living in building 1
Unit (Head of Household)- head of household for unit 31
Unit (Tenants) – all occupants in unit 31.

Step 1: Go to the Reports Menu Letter Writer Print, and the following message box will appear:

Step 2: Click the Yes button to print a recert letter for the highlighted tenant in the list. Click the No button to continue and the next window with more options will appear.

Step 3: Select from the options who you would like to create a letter for and click the OK button. The list of available letters will display.

Step 4: Select the letter you would like to print and the number of copies and click Print.

Step 5: The printing complete window will appear. Click the Ok button.

Setup CLASSIC Update as a Scheduled Task

This application can be set to run through scheduled tasks, so periodically the system can check for new updates. This will work for Internet Based Updates and Server Based Updates.

•  To add a Scheduled Task on Windows 98: Go to Start -- Programs -- Accessories -- System Tools Scheduled Tasks. Double-click on Add Scheduled Task.
• To add a Scheduled Task on Windows 2000 or XP: Go into your Control Panels and select Scheduled Tasks. Double-click on Add Scheduled Task.

o      The Scheduled Task Wizard will startup, click the Next button.

o      Select the application that you want to run through scheduled tasks. Browse into the CLASSIC application directory (ex. C:\Program Files\Cadmin). Select the ClassicUpdate.exe and click Open.

o      Next it will ask to name the task. Leave the default name ClassicUpdate. Also on this window it you will need to choose when you would like to perform this Scheduled Task. We recommend selecting the Weekly option and click the Next button.

o      Enter the start time. Leave ‘Every # Week’ set to 1 and select the day of the week and click Next.

o      For Computers on a domain the next prompt is for a user name and password to run the task as if it were started by that user. Click Next.

o      You will next see a message that you have successfully scheduled the task. Place a check in the box next to “Open the advanced properties or this task when I click finish.’ Click the Finish button.

o      The Classic Update window will appear.  In the Run section the command line will be listed ("C:\Program Files\CAdmin\ClassicUpdate.exe"). After the trailing” put a space then /N . This command line should look like the following: "C:\Program Files\CAdmin\ClassicUpdate.exe" /N .

o      Click the OK button.

Site to Home Office Transfer

If you are going to be transferring data from the site to the home office, you can easily do so using the Data Transfer options on the menu bar.  The export file, export.zip, is created at the site, which can be copied to floppy disk, attached to an e-mail, or uploaded to your company’s web site.  The home office then imports the zip file from the site, which updates their database so it matches the site system.

Send to Home Office

This is to be done at the Site

Step 1:  Select File, Data Transfer, Send to Home Office from the menu bar.

Result:  A window displays with step-by-step instructions on how to create an export file to send to the home office.

Step 2:  The first step is to select the folder where you want the transfer file (export.zip) to be created.  The default folder is C:\Program Files\CAdmin.  If you want to save the transfer file to this folder, go to Step 4.

            If you want to save the transfer file to another folder, click the Change Target Folder button and go to Step 3.

Step 3:  A window displays prompting you to select the drive/directory where the transfer file is to be created.

You have a few options:

1)      You can copy the transfer file to a floppy disk to send to the home office.  If you want to copy the file to disk, select your floppy drive (usually the a: or b: drive) and click the OK button.

2)      You can copy the transfer file to a network drive.  You might want to do this if you are going to attach the file to an e-mail or if you are planning on uploading the file to the Internet and the computer you are working on does not have Internet access.  Specify the drive and directory and click the OK button.

Step 4:  Click the Create File To Send button.  If you are exporting the file to the floppy drive, make sure you have a disk in your floppy drive.

Step 5:  If you copied the transfer file to floppy disk or if you are sending the transfer file as an attachment to an e-mail, open your external e-mail program (i.e. Outlook Express, Internet mail.)

Step 6:  Compose the message and click the attachment icon (usually the icon with the paper clip).

Step 7:  Attach the transfer file, export.zip, to a mail message addressed to the home office and send the message.  If the export.zip file is on disk, insert the disk in the floppy drive.

Receive from Site

This is to be done at the Home Office

You should have already received the export.zip file from the site.  If you have not yet received the export file from the site, do not continue with the import until you receive the file.  If the file was sent as an attachment to an e-mail, you should have already saved the attachment to a drive/directory on the home office computer.  It doesn’t matter which drive/directory you save the file to, just as long as you remember where it is saved.

Step 1:  Select File, Data Transfer, Receive from Site from the menu bar.

Step 2:  Click the Change Source Folder button to import the transfer file, export.zip.

Result:  The Open dialog box displays.  You will need to specify the drive/directory where the Export.zip file is located.

Step 3:  Specify where the Export.zip file is located and click the Open button. If you received the Export.zip file via floppy disk, insert the disk into your floppy drive.  If you received the Export.zip file attached to an e-mail or if the site uploaded the file to a company web site, make sure you have saved the attachment or downloaded the file.

Result:  A window like the one shown in the example below displays.  The drive/directory is listed to the left of the file name.

Step 4:  Click the Get Data from Site button.

Result:  The data from the site is imported into the home office’s database, and the home office data is now current with the site’s.

Step 5:  Click the Close button when the import is completed.

Result:  When you open The Compliance Administrator™, the property should be updated.

The tenant is not listed on the tenant list.

    1.      Edit the property setup-At the bottom of the page select "Tenant has been entered.
    2.      Is the tenant listed on the Applicant, Wait or Former Tenant list.

The Unit is displaying as Vacant\Occupied when it is not.

1. Check lease to see if it is current.
2. Run Lease Expiration report to see who is in the unit.

How do I enter a Market Tenant?

A.   Add the person as an application from the APP list and then create a lease and finalize it to make them a tenant.

I'm getting an Oops Message: Syntax Error Message

A.  Tenant has an apostrophe somewhere in his record. Check name, address, income, asset etc..

The UA is not listed on the certification.

1. Check the tenant set aside (market tenants do not get UA).
2. Check the unit setup is the correct UA listed.

I'm getting runtime error 13 when adding a cert.

A.  A unit was not assigned to the cert.

State Report

I am getting an error "Not enough information "when I try to print a state report.

    1.   Information is missing on the cert
    2.   Social Security/Birthdate
    3.   Utility Allowance-Must be setup even if none is charged
    4.   Rent
    5.   Report parameters are invalid.

The Project Entry date is not correct on the state report.

A.   Edit the project entry date on the cert (step #3) and edit the lease project entry date.

The dates are not printing correctly on the reports.

A.  Change your window date setup to short date format .

Recert Letter

When I try to run my recert letters it says there are no letters to print.

A.   Run the cert expiration report  to see if there are any letter that need to be printed.