A User Code is a site defined value that is assigned to a Household, Unit or Community. User Codes are very flexible and allow you to predefine acceptable values or allow a user to enter a variable value. User Codes can be used to store such information as Automobile Description, Parking Permit Numbers, Pet Descriptions, etc.
User Codes are first set up in System Administration. User Codes are set up as Household, Unit or Community User Codes. Once defined, users will have the ability to add the User Code from the User Code tab in the Household, Unit or Community, whichever is appropriate.
Defining User Codes in System Administration:
Select Property Manager > System Administration > User Codes
Select the appropriate radio: Household, Unit,or Community
Select Tasks > Add a New User Code
Enter a Description for the User Code
Select the appropriate User Code Format:
Date – will require a value in MM/DD/YYYY format
Number – will require a numeric value, maximum value 999999
Text – will allow any combination of numbers and text, maximum characters is 30
Currency – will require a numeric value, maximum value 99,999.99
If the user is going to enter a value for the User Code, select Finish. The User Code is now defined and can be added at the Household, Unit or Community, whichever applicable.
If the user is going to select from a list of predefined values, select Pick from Values and select Next.
Enter the predefined value and select a sort order (1, 2, 3, etc. – This identifies in which order the values are displayed in the drop down when added at the Household, Unit or Community). Select Insert for each additional value needed and select Finish when all values needed are entered.
Additional Information about Defining User Codes:
You can set a User Code or one of the predefined values to be Inactive by de-selecting the Active flag. Once this is done the User Code or the specific predefined value will no longer be available for selection at the Household, Unit, or Community.
You can modify the User Code definition by performing Steps 1 and 2 above and then select the User Code to be modified and select the Task > Modify selected User Code. For a User Code without predefined values, you can modify the Description and Active Flag. For a User Code with predefined values, you can modify the Description (both User Code level and Value level), Active Flag (both User Code level and Value level) and the Sort Order.
You can delete a User Code definition that has not been added to a Household, Unit or Community. This would also be done by performing Steps 1 and 2 above and then select the User Code to be deleted and select the Task > Delete selected User Code.
Adding a User Code to a Household, Unit or Community:
Select Property Manager > Household Detail, Unit Detail or Community Detail > User Codes
Select Tasks > Add New User Code
Select the appropriate User Code from User Code List:
If the User Code does not have a predefined value, enter an appropriate value and select Finish.
If the User Code does have a predefined value, select the appropriate value from the dropdown and select Finish.
Note: User Codes without a predefined value can only be added once at the Household, Unit or Community. In the future, the ability to add a User Code without a predefined value more than once will be made available. However, User Codes with a predefined value can be added more than once to a Household, Unit or Community if a different predefined value is selected each time it is added.