TOP PRODUCER 6i
Agent Guidebook Ten
GUIDEBOOK TEN
DATA SYNCHRONIZATION, REMOTE COMPUTER SETUP,
CHECKING IN/OUT DATA, ONLINE HELP,
BACKUP SYSTEMS AND RECOMMENDATIONS
Introduction ...............................................................................................................................................1
Data Synchronization Options: Conflict’s and Rules ...............................................................................2
Remote Computer Setup, Single Agent Non-Network.............................................................................3
Remote Computer Setup, Single Agent Network .....................................................................................4
Checking Out a database: Master to Remote, Single Agent Non-NetworkVersion. ................................4
Receiving a Remotes Checked out database, Single Agent Non–Network Version ................................5
Checking in a Remote Computer, Single Agent Version Non-Network version......................................6
Receiving the Checked in database for the Master computer; Single Agent version ...............................6
Synchronizing data from Remote to Master, Single Agent Non-Network Version..................................7
Receiving a Synchronization file from a Remote, Single Agent Non-Network Version..........................7
Synchronizing data from Master to Remote, Single Agent Non-Network Version..................................8
Receiving a Synchronization file from a Master, Single Agent Non-Network Version ...........................8
Approving conflicts during data Synchronization....................................................................................9
Online Help............................................................................................................................................10
Backup your data and Protect your Business .........................................................................................11
Recommended Backup Schedule; Weekly Backup System ...................................................................11
End of the Month Backup System .........................................................................................................12
GUIDEBOOK TEN
Introduction
TOP PRODUCER 6i’s exclusive Data-sync technology allows multiple computers that are not networked together;
to contain identical copies of the same database, enter data freely on either computer, and then ‘Synchronize’ the
database changes when convenient.
Synchronization can be performed by diskette, e-mail, or automatically each time you check in with a network
version of TOP PRODUCER 6i. Refer to the TOP PRODUCER 6i’s User Guide for detailed information on Data
Synchronization.
Database synchronization is a two way process. Changes made on one or more other computer, either the master or
the remote, can be synchronized, allowing the changes made on the both machines to be updated. Synchronization
can only occur between a remote computer and a master computer. It cannot occur between two remote computers.
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Agent Guidebook Ten
Data Synchronization Options: Conflict’s and Rules
Prior to setting up a Remote computer on a Non-Network version, or checking out a Remote from a Network
version, the Synchronization Rules should be reviewed and setup. This will allow you to delegate which computers
information will be updated when Synchronization is performed.
Step 1:
From a blank Top Producer screen, click on the File menu and then on Login.
Step 2:
From the Name drop down list, select Administrator and click on the OK button.
Step 3:
Click the Sync options
button.
(Figure 1)
Step 4:
Select one of the 4 Prompt options that best suits your needs. Bellow is an explanation of each.
There are 4 options to choose from in the Prompt options.
1. Don’t prompt, use the rules below. This is the default setting of the four options. It will let the Synchronization
process continue automatically applying the rules, as they have been setup.
2. Only prompt when there is a conflict. If two computers change the same information in the same database, for
example, the contacts telephone number; this option will display a dialog box during Synchronization,
prompting the user for a choice to either approve or edit the selection. (See Figure 2 for an example).
3. Always prompt when there is a change. If there is any change in either the Master or the Remote computer’s
database, this option will display a dialog box during Synchronization, prompting the user for a choice to either
approve or edit the selection. (See Figure 7 for an example).
4. Prompt when Remote data has changed. If there is a change anywhere in the Remote database a dialog box
during Synchronization, prompting the user for a choice to either approve or edit the selection. (See Figure 2 for
an example).
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Step 5:
For the most common selection, choose Don’t prompt, use the rules below.
Step 6:
In the section below, When there is a conflict, there are 3 options for each section. Master wins, Remote wins, and
Latest wins. The default is set to Latest wins, but this can be changed for each section you want. Select a choice of
how the system will automatically handle a conflict during Synchronization. When finished click OK.
Remote Computer Setup, Single Agent Non-Network
Complete this section if you have not yet installed TOP PRODUCER on the Remote computer. Otherwise, skip to
Step 2.
Step 1:
Install TOP PRODUCER on the Remote computer according to the TOP PRODUCER User Guide.
1. Be aware of these key points during installation:
2. Select the option to install on more than one computer.
3. Select the option Remote computer.
4. Click NO if you are prompted during the installation to convert data.
5. Restart Windows after the installation has completed.
Step 2:
Create the Registration Request Disk
1. Start TOP PRODUCER on the Remote computer. You will see the Registration/Activation window.
2. Select the option Create a Registration request disk.
3. Label a blank floppy disk as the “Registration disk” and insert the disk in the drive.
4. Click OK. You will be notified that “The registration request has been written to disk”.
5. Remove the Registration request disk. (Continue on to the next section to finish the process or click Cancel to
finish at a later date.)
6. Take the Registration request disk and several blank formatted floppy disks to the Master computer.
Step 3:
On the Master computer, close out of Top Producer to return to a blank Windows screen.
Step 4:
Double click the Top Producer icon. From the Login screen, drop down the Name list, select Administrator and
click on the OK button. (If the login requires a password, type this in prior to clicking OK.)
Step 5:
Place the registration disk that was created in Step 2 in the floppy drive and click on the
Register computer button.
Step 6:
Follow the on screen instructions to return the Activation disk to the Remote computer to finish the process.
Note: If you have multiple Remote computers, follow Steps 1 & 2 for each Remote computer that you are
registering. Please note that each Remote computer creates it’s own Registration request disk. Registration disks
cannot be exchanged between Remote computers. Be sure to label each Registration request disk to identify the
Remote computer to which it belongs.
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Agent Guidebook Ten
Remote Computer Setup, Single Agent Network
Remote computer setup using the Single Agent Network version requires that the Remote computer be physically
attached to network where the Master computer resides.
Step 1:
Install TOP PRODUCER on the Remote computer according to the TOP PRODUCER User Guide.
1. Be aware of these key points during installation:
2. Select the option to install on more than one computer.
3. Select the option Remote computer.
4. Click NO if you are prompted during the installation to convert data.
5. Restart Windows after the installation has completed.
Step 2:
Start Top Producer on the Remote computer to automatically register it with the Master computer.
Checking Out a database: Master to Remote, Single Agent Non-NetworkVersion.
Note: “Checking out” for a single agent version, refers to a Master computer transferring a copy of a database to a
Remote computer, allowing the user to work on the same database remotely. For example, the Agent/Realtor has an
assistant working on their database on the Master computer. The Agent/Realtor wants to check out their database to
another Remote computer, their laptop.
Step 1:
On the Master computer, close out of Top Producer to return to a blank Windows screen.
Step 2:
Double click the Top Producer icon. From the Login screen drop down the Name list, select Administrator and
click on the OK button. (If the login requires a password, type this in prior to clicking OK.)
Step 3:
Click the Check in/out
button.
Step 4:
Click the down arrow in
the Select remote user
combo box to select remote
user.
Step 5:
Select the Remote
computer that the database
will be checked out to.
Step 6:
Click on the OK button to
start the process.
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Step 7:
Place a floppy disk in
you’re A:\ drive, and
click on OK.
TIP: When prompted
with the message,
“Please insert the first
disk of the MultiVolume set, press OK
when ready or Cancel to
abort”. The first disk is
already in the drive,
click OK.
Note: If the database being checked out requires more then one diskette, a window will be displayed for each disk
that is required to complete the checking out of the database.
Step 8:
When the Check out is completed you will be prompted “Database “Checkout” completed successfully”. Click the
OK button. The data synchronization window is displayed, click Close and click Close again to return to TOP
PRODUCER.
Receiving a Remotes Checked out database, Single Agent Non–Network Version
Note: The following instructions are for a Remote Computer that was registered with the Master computer in the
previous steps. It is assumed that the Remote computer has been activated prior to these steps. (Step 6 page 3)
Step 1:
On the Remote computer, open the TOP PRODUCER program. You will be displayed with Figure 4 bellow.
(Figure 4)
Step 2:
Place your Disk number 1 in the floppy drive and click the OK button.
Step 3:
Select the file from the list and click on OK. When displayed with “Please insert the LAST DISK of the MultiVolume set. Press OK when ready or Cancel to abort”. Follow the on screen instructions to finish the process.
Step 4:
When the Checked out database is successfully received, click OK. You can now use the Remote computer.
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TOP PRODUCER 6i
Agent Guidebook Ten
Checking in a Remote Computer, Single Agent Version Non-Network version
When checking in a database from the Remote computer on a single agent version of TOP PRODUCER to the
Master computer, the program will automatically Synchronize any changes that occurred between the Remote and
Master. The Remote computer will cease to function until a new database is checked back out to it.
Step 1:
On the Remote computer, from a blank Top Producer screen, click on the File menu and then Database
administration.
Step 2:
Click on the Check in/out button. In the Data synchronization window click the Check in/out tab and then click the
OK button to send the database back to the Master.
Step 3:
Select the file location and click on the OK button. Follow the on screen instructions to check the database back in.
Receiving the Checked in database for the Master computer; Single Agent version
When checking in a database from the Remote computer on a single agent version of TOP PRODUCER to the
Master computer, the program will automatically Synchronize any changes that occurred between the Remote and
Master. The Remote computer will cease to function until a new database is checked back out to it.
Step 1:
On the Master computer, from a blank Top Producer screen, click on the File menu and then Database
administration.
Step 2:
Click on the Check in/out button. In the Data synchronization window click the Check in/out tab and then click the
Receive button to send the database back to the Master.
Step 3:
Select the file location and the file, and click the OK button. Follow the on screen instructions to check the database
back in.
TIP: Performing a Check in or a Check out or a Synchronization will create different types of files. For a quick
reference of the files created, see the table below.
Check in/out
Checking out a database from a Master to go to a Remote will create a file with the name “filename.OUT”
Checking a database back in from Remote to a Master, will create a file with the name of “filename.IN”
Synchronization
Synchronizing a database from a Remote to go to a Master will create a file with the name “filename.RSY”
Synchronizing a database from a Master to go to a Remote will create a file with the name “filename.MSY”
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Agent Guidebook Ten
Synchronizing data from Remote to Master, Single Agent Non-Network Version
When there is more than one Remote computer Synchronizing data with a Master computer, it is recommended to
Synchronize all remotes to the Master first, then Synchronize the Master back to all Remotes.
Step 1:
From a blank Top Producer screen on a Remote computer, click on the File menu and then Database
administration.
Step 2:
Click on the Check in/out
button
Step 3:
Click on the Synchronization tab and then click on the Send
button.
Step 4:
Select the file location
and name, and click on
the OK button. Follow
the on screen
instructions.
TIP: If you are using the
Non-Network version
and are connected on a
network, you can use the
Network button to send
your file to a shared
directory.
Note: Notice the name of the file “filename.RSY”
Receiving a Synchronization file from a Remote, Single Agent Non-Network Version
Step 1:
From a blank Top Producer screen on a Master computer, click on the File menu and then Database
administration.
Step 2:
Click on the Check in/out
button
Step 3:
Click on the Synchronization tab and then click on the Receive
button.
Step 4:
Select the file (the screen will be similar to Figure 5) and click on the OK button. Follow the on screen instructions
to finish the process.
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Agent Guidebook Ten
Synchronizing data from Master to Remote, Single Agent Non-Network Version
When there is more than one Remote computer Synchronizing data with a Master computer, it is recommended to
Synchronize all remotes to the Master first, then Synchronize the Master back to all Remotes.
Step 1:
From a blank Top Producer screen on a Master computer, click on the File menu and then Database
administration.
Step 2:
Click on the Check in/out
button
Step 3:
Click on the Synchronization tab.
Step 4:
Select the Remote computer to send the synchronization file to and click on the Send
button.
Step 5:
Select the file location
and name, and click on
the OK button. Follow
the on screen
instructions.
TIP: If you are using the
Non-Network version
and are connected on a
network, you can use the
Network button to send
your file to a shared
directory.
Note: Notice the name of the file “filename.MSY”
Receiving a Synchronization file from a Master, Single Agent Non-Network Version
Step 1:
From a blank Top Producer screen on a Remote computer, click on the File menu and then Database
administration.
Step 2:
Click on the Check in/out
button
Step 3:
Click on the Synchronization tab and then click on the Receive
button.
Step 4:
Select the file (the screen will be similar to Figure 6) and click on the OK button. Follow the on screen instructions
to finish the process.
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TOP PRODUCER 6i
Agent Guidebook Ten
Approving conflicts during data Synchronization
If the rules for data Synchronization had been set to visually prompt you in Step 3 page 2, (options 2,3 and 4), it will
display the Field changes to key items window when a data Synchronization is performed. (Figure 7)
Note: The on screen instructions/explanations of the color codes. The column Update with this, displays the
pending Synchronization results based on the Rules Latest wins
(Figure 7)
TIP:
If there is a conflict during a data Synchronization, a window similar to Figure 7 will be displayed. The Master
database column displays the information that was entered on the Master computer. The Remote database column
displays the information that was entered on the Remote computer. The Update with this column displays the default
information to be used during the synchronization.
Step 1:
To change the selection, click on the home phone number in the Master database column and it will automatically
be selected/placed in the Update with this column.
Step 2:
Click OK to accept the changes as they appear in the Update with this column. This process will continue, and
Figure 7 will be displayed again if another conflict is discovered until the Synchronization process is completed.
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TOP PRODUCER 6i
Agent Guidebook Ten
Online Help
TOP PRODUCER 6i features an Online Help menu that enables you to search for any information on how to use
the features and benefits of the program.
Step 1:
Click on the Help menu and then click Help Index. Alternately you could press F1.
Step 2:
Click on the square to maximize the
screen.
TIP: Hold down the ALT key and
press the Tab key to switch back and
forth from TOP PRODUCER &
Online Help.
Step 3:
Click on a button or a link for help
on a specific item. Click on
Alphabetic Chapter Listing.
Step 4:
Click on another link to continue
browsing help topics.
Step 5:
Press F1 again to learn more on how
to use the Help feature. (see Figure
9 bellow) Once you have read
through the screens, click on the X to
close out of the Windows Help.
Step 6:
Once you have
finished browsing
the Help, click on
the Close X one
more time to exit
out of help.
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TOP PRODUCER 6i
Agent Guidebook Ten
Backup your data and Protect your Business
Why?
Your TOP PRODUCER 6i data is invaluable to you and your business. It’s not a matter of if your computer will
crash, it’s just a matter of when. Whether your computer is one month old or 5 years old, sooner or later it will
crash. Even worse, your computer or laptop/notebook could be stolen. The reality is you could lose years of work.
Solution: Always Backup your data.
How often should you make a Backup?
Your backup is as good as its age. If you backup only once a month, you can lose a months worth of work if your
system crashes. It is strongly recommended that you backup your data when you have finished for the day entering
new data or making changes to existing data.
Top Producer recommends you use the backup software in the program and back up to diskette(s).
Note: You can also backup your data using Tape Backup systems, or Zip drives. However, these methods of backing
up are not supported by TOP PRODUCER technical support.
TOP PRODUCER’s Technical Support may not help you to restore your data if you used any of these devices. The
reasons being our technicians are only trained on TOP PRODUCER software backup systems.
Recommended Backup Schedule; Weekly Backup System
Maintaining a proper backup schedule, like the one following, Weekly Backup Schedule system, will ensure the
safety of your data.
The Weekly Backup system uses different sets of disks to maintain a continuous cycle of current backups. In the
unfortunate event of either the loss of your computer or your TOP PRODUCER data this system will ensure you will
never lose more then three days of data. We strongly recommend that you adopt this system.
The Weekly Backup system presumes that you have three separate sets of backup disks. The number of disks needed
will depend on the size of your database.
1. Monday:
Using brand new disks, backup your TOP PRODUCER data. Label disks Monday backup set. These disks are not
to be used again until the subsequent Monday.
Be sure to number each disk required beginning with #1, #2, #3 etc...
2. Wednesday:
Using brand new disks, backup your TOP PRODUCER data. Label disks Wednesday backup set. These disks are
not to be used again until the subsequent Wednesday.
Be sure to number each disk required beginning with #1, #2, #3 etc...
3 Friday:
Using brand new disks, backup your TOP PRODUCER data. Label disks Friday backup set. These disks are not to
be used again until the subsequent Friday.
Every Monday, Wednesday and Friday use the appropriate set of backup disks.
TIP: Every six months replace all the disks in your backup set. This ensures you are using newer, and therefor more
reliable, disks to safeguard your data.
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Agent Guidebook Ten
End of the Month Backup System
Due to the legal nature of the Real Estate Business there could be times when you are called on to provide
information that may have long ago been deleted - disputes over Closings or services rendered to name a few. In
keeping your database small and current you may delete old closings or contact records.
This Monthly historical backup system will enable you to go back in time to get information that has been deleted
over the years should the need arise.
Procedures:
Using brand new disks, at the end of each month, backup your TOP PRODUCER data. Label disks Current
month/year i.e. TOP PRODUCER backup/January 1998.
Be sure to number each disk required beginning with #1, #2, #3 etc..
File your Monthly backup disks with your end of the month financial statements for future reference.
TIP: Never keep all your eggs in one basket. Do not store your backups at the same location as your computer
system. In the event your office suffers a total loss due to fire or theft having the backup disks off site will determine
the difference between starting your business from scratch or just temporary down time until you get a new
computer.
Note: For more detailed information on the Data Backup and Restore features that TOP PRODUCER provides, refer
to Guidebook one or the TOP PRODUCER 6i User Guide.
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