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Best Practices for Custom Data Field Setup

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Tracking custom fields consolidates your info, and prevents errors due to outdated or inaccessible data. Custom fields help workflows by making it easier for you to evaluate, categorize, report on and customize communications. Learn how to plan and set up custom fields in association management.

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Best Practices for Custom Data Field Setup

  1. 1. W E B I N A R S
  2. 2. WHERE DO I PUT THAT? I’ma give you a great webinar today. But First...
  3. 3. How Do You Track All Your Extra Information?
  4. 4. After 18 years at TOPS, I am the office historian. - Andrea Drennen, CMCA
  5. 5. PLANNING YOUR CUSTOM FIELDS What do you need to track? Where does it belong? (category/screen) How you want to enter it? (free form gives you the least amount of control) How you intend to use it? (search, reporting, letters)
  6. 6. WHAT DO YOU NEED TO TRACK? How to choose which data should become custom fields
  7. 7.  IF YOU NEED TO WRITE IT DOWN  IF YOU WILL EVER COMMUNICATE IT TO A RESIDENT  IF YOU USE IT MORE THAN ONCE  IF ANYONE OTHER THAN YOU USES IT …THEN IT SHOULD BE TRACKED! WHAT SHOULD YOU BE TRACKING
  8. 8. WHERE SHOULD IT GO? Best practices for organizing custom data
  9. 9. THE COMMUNITY ASSOCIATION DATA STRUCTURE Community Properties Homeowners Work Orders Architectural Requests ViolationsRenters Vendors Banking Service Providers Contractors
  10. 10. GROUPING CREATES CONTEXT
  11. 11. HOW WILL YOU USE IT?
  12. 12. WAYS YOU CAN USE CUSTOM FIELDS  Lookup (internal)  Notes  Sorting/Filtering/Tagging  Reporting  Communications Each of these options informs how you name your fields, and what data types you should set.
  13. 13. “ ” No matter how obvious a field name is to you, chances are someone is going to be confused by it.  Clear  Informative  Short (for reporting)  Easily distinguished from other fields  Unique  Context Clues NAMING CONVENTIONS: BEST PRACTICES
  14. 14. Short Text (single line – ~100 characters) Long Text (multi line – ~500 characters) Number (Whole, Decimal, Currency) Date (date picker) Checkbox (yes/no or on/off) List (select from a predefined set of options) DATA TYPES (HOW DO YOU INTEND TO USE IT?)
  15. 15. CUSTOM FIELD PLANNING BOARD Module Category Label Type
  16. 16. GARBAGE IN, GARBAGE OUT
  17. 17. SAMPLE CUSTOM FIELDS COMMUNITY • Annual Meeting Date • Board Meetings are Held On • Percent Required for Quorum • Other Policies • Trash Pickup Day • Recycling Pickup Day • Estoppel Processing Fee • Document Request Fee • Emergency Contact BOARD/COMMITTEE • Training Completed? • Date of Last Board Training • Term Expiration Date BANKING • Active CDs • Interest Rates • Maturity Dates PROPERTY • Parking Spaces • Gate Access Code • Boat Slip • RV Space • Bedrooms • Bathrooms • Garage • Water Heater Inspection Date OWNER/RESIDENT • Pool Pass • Amenity Access Code • Birthday • Anniversary • Move-in Date • Move-out Date • Lease Start Date • Lease End Date • License Plate • License • Service Animal (y/n) • Shirt size • Children’s names • Pet names • Pet Breed/size • Service Animal (y/n) • Generator • Medical
  18. 18. QUESTIONS? REQUESTS? andread@topssoft.com

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