Code

The identification code that identifies the memo form. Click the column heading to sort the list.

Description

The description of the memo form. Click the column heading to sort the list.

Delete

Use the Delete button to delete a memo form. Refer to the delete instructions later in this topic.

Buttons

Add Form

Select this button to add a new memo form. Refer to the add instructions later in this topic.

Find

Complete the field and select this button to find a memo form by code. Refer to the Find Button for more information on using this field and button.

Go

Enter a page number of the grid to advance to, and then select this button to display that page.

Access the Add/Edit Memo Form tab by clicking the Add Form button or on the grid, selecting a link in the Code column. Use this tab to add or edit the setup of a memo form.

NOTE that a red asterisk ( * ) indicates a required field.

Code *

Enter the identification code for the memo form. Refer to the topic Memo Keywords for additional information.

Description

Enter a description for the memo form. Refer to the topic Memo Keywords for additional information.

Multiple Copy

For Commercial Use Only

This box defaults as unchecked. Accept the default to indicate the memo cannot be attached to more than one tenant. Or, add a checkmark indicating the memo can be attached to multiple tenants.

Applies To

Select all of the options that apply to this memo form. Depending on the memo type(s) you select, options become available under Required for Lease or Required for Guest.

Property

Select this option to have this memo form available as a property-related memo. For example, when you add or edit property data, a memo link is available and this memo form displays for selection.

Building

Select this option to have this memo form available as a building-related memo.  For example, when you add or edit building data, a memo link is available and this memo form displays for selection.

Unit

Select this option to have this memo form available as a unit-related memo. For example, when you add or edit unit data, a memo link is available and this memo form displays for selection.

Resident

Select this option to have this memo form available as a lease-related memo. For example, when you add or edit lease data, a memo link is available and this memo form displays for selection. A resident-related memo is linked to the entire lease; however, the memo is not linked to the resident or occupant named in the lease. When you select this option, the system enables the fields in Require for Lease.

Occupant

For Residential Use Only

Select this option to have this memo form available as an occupant-related memo. For example, when you add or edit lease data, a memo link is available and this memo form displays for selection. An occupant-related memo is linked to the occupants named in the lease; however, the memo is not linked to the lease. When you select this option, the system enables the fields in Require for Lease.

Guest

For Residential Use Only

Select this option to have this memo form available as a guest-related memo. For example, when you add or edit guest card data, a memo link is available and this memo form displays for selection. When you select this option, the system enables the fields in Require for Guest.

Required for Lease

Options in this section become available only if you checked the Resident or Occupant boxes under Applies To. Use Required for Lease options to specify when the memo can be selected, i.e., if you select Application, the memo can be selected when adding or editing an application; if you select Transfer the memo can be selected when adding or editing a transfer.

Application

Select this option to require that this memo be selected when adding or editing an application.

Transfer

Select this option to require that this memo be selected when adding or editing a transfer.

Notice

Select this option to require that this memo be selected when adding or editing a notice.

Move-In

Select this option to require that this memo be selected when adding or editing a move in.

Renewal

Select this option to require that this memo be selected when adding or editing a lease renewal.

Move-Out

Select this option to require that this memo be selected when adding or editing a move out.

Required for Guest

Options in this section become available only if you checked the Guest box under Applies To. Use Required for Guest options to specify when the memo can be selected.

Phone

Select this option to require that this memo be selected when adding or editing a guest card with a contact type of Phoned.

Visit

Select this option to require that this memo be selected when adding or editing a guest card with a contact type of Visited.

Return

Select this option to require that this memo be selected when adding or editing a guest card with a contact type of Returned.

Access the Form Layout Tab by clicking the Add Form button and then clicking on the Form Layout Tab. Or, on the grid, select a link in the Code column and then click on the Form Layout Tab. Use this tab to add or edit the setup of lines for a memo form.

Code

This is a display-only field that displays the code you entered in the Code field on the Memo Form tab.

Description

The display-only description for the memo form that you entered in the Description field on the Memo Form Tab.

Add Prompt (button)

Click the button to add a new prompt line to complete.

Display Order

Enter a display order for the prompt line; for example, enter 1 if this prompt you are adding should display first. Do not assign duplicate numbers to prompts.

Prompt

Enter the name of the memo prompt that you want to display at the bottom of the Memos Tab. Use a descriptive name that causes the user to add the appropriate response in the field.

Data Type

Select a data type from the drop-down list. The following types are possible:

Character

Select this option when you want the user to enter free-form text. You can define a length of up to 80 alpha-numeric characters.

Date

Select this option when you want the user to enter a date using the format mm/dd/yyyy. When you select this option, the system disables the field Length.

Dollar

Select this option when you want the user to enter an amount. The system adds the cents value and dollar sign to any amount entered.

Number

Select this option when you want the user to enter a numeric value.

Table

Select this option when you want a drop-down list of user table selections to display for the user. The user must select an option from the list to complete the field at the bottom of the Memo Tab. When you select this option, the system enables the field Table and disables the field Length.

Not Used
Select this option when you want empty space between prompts. Use this option as a design tool that allows you to add a line of white space so prompts are not crowded together. When you select this option, the system disables the remainder of the fields for this memo prompt.

Table

The system enables this field only when you select the option Table in the Data Type field. Select a table option from the drop-down list. Selections appearing on this list are established on the User Tables Tab.

Length

The system enables this field only when you select the option Character, Dollar, or Number in the Data Type field. Enter the maximum length that a value can be for this memo prompt.

Message

Enter a brief message to display for this memo prompt.

Minimum

The system enables this field only when you select the option Date, Dollar, or Number in the Data Type field. Enter the minimum value that a user must enter for this memo prompt.

Maximum

The system enables this field only when you select the option Date, Dollar, or Number in the Data Type field. Enter the maximum value that a user can enter for this memo prompt.

Reqd.

This option defaults as unchecked. Accept this default if you do not want the system to require that the user complete the memo prompt.

Check the box if you want the system to require that the user complete the memo prompt.

Search

Select this option when you want a drop-down list of search topics selections to display for the user. The user must select an option from the list to complete the field at the bottom of the Memo Tab. Selections appearing on this list are established on the Search Topics Tab.

Delete

Select the Delete button to delete a prompt. The system deletes the memo prompt from the tab.

1. From the eSite menu, select Setup—Property—Additional—Memo Forms.
2. On the Memo Forms Grid, click Add.
3. Complete the Memo Form and Form Layout tabs. Use field lists and procedures for adding prompts to help.
4. Click Save.

1. From the eSite menu, select Setup—Property—Additional—Memo Forms.
2. On the Memo Forms Grid, select the memo form that you want to edit.
3. Make any desired changes on the Memo Form tab. Use the field list for help.
4. Make any desired changes on the Form Layout tab. Use the field list and the procedures for adding or editing Prompt Lines for help.
5. Click Save.

NOTE that before you can add a prompt line you must first add a Memo and then complete required fields on the Memo Form tab.

1. From the eSite menu, select Setup—Property—Additional—Memo Forms.
2. If the Form Layout tab is not already displaying, then click the Code link for the memo form you want to add a prompt line to. The memo form tabs display.
3. Select the Form Layout tab.
4. Click Add Prompt. The layout grid with a prompt line opens.
5. Complete the required fields on the prompt line. Use the Form Layout fields list for help.
6. Click Save.

1. From the eSite menu, select Setup—Property—Additional—Memo Forms.
2. If the Form Layout tab is not already displaying, then click the Code link for the memo form you want to edit a prompt line for. The memo form tabs display.
3. Select the Form Layout Tab.
4. Make any changes to the prompt line you want to edit. Use the Form Layout fields list for help.
5. Click Save.

1. From the eSite menu, select Setup—Property—Additional—Memo Forms.
2. If the Form Layout tab is not already displaying, then click the Code link for the memo form you want to edit a prompt line for. The memo form tabs display.
3. Select the Form Layout Tab.
4. Click the Delete icon for the prompt you want to delete.
5. Click Save.

1. From the eSite menu, select Setup—Property—Additional—Memo Forms.
2. Click the Delete icon in the grid for the memo form you want to delete. If a confirmation message appears, follow the instructions in the message