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Software Setup & Installation

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Configuring Aptora Hosted for macOS

Introduction

When you subscribe to the Aptora Hosted platform, we host Total Office Manager, Aptora Mobile II, and the Form Builder applications for you.  There will be no need to configure these applications within your local environment. Only the hosted remote applications will be accessible for any users on a macOS.  Contractor Compass and Aptora Teams require a Windows OS for installation.

Within ten business days of your subscription purchase, your hosted environment will be configured.  You will receive your login credentials from the Aptora Hosted team.  You will use those credentials to configure any workstation needing access to Total Office Manager and remaining desktop applications with the instructions below.

Password Setup

The first thing you will do is reset the password for the hosted user(s).  A default password of Temp1234 is generally set and must be changed before login is successful.  Once this password is set, you will be required to reset to a new password every 180 days.

To reset your password, you will do the following:

  1. In a web browser, enter the Aptora RDS access address: https://rds.aptora.com. Log in with your Aptora RDS username and password. Your username will be in the format of tomrds\user123. When entering this information, it is not case sensitive.
  2. You will receive a message indicating your password has expired. Click on here to reset.
    NOTE: If prompted to run add-on for Microsoft Desktop Services Web Access, click Allow.
  3. Enter your current password.  This password is the temporary one provided by the Aptora Hosted team.  If you are unsure of this password, please call our helpdesk at 913-322-4666. Enter a new password.  This password must meet the Windows 10 complexity requirements.  All passwords are required to have a minimum of eight (8) characters. They may not contain any part of the username or full name.  For example, a username of ashleya123 with a full name of Ashley Adams cannot have a password of Ashley$cores, Adam1975, ashley123!, etc.
    A minimum of three (3) of the following criteria must also be met:

    • Have at least one uppercase (1) letter.
    • Have at least one lowercase (1) letter.
    • Have at least one (1) number (0-9).
    • Have at least one (1) special character (~!@#$%^&*_-+=`|\(){}[]:;”‘<>,.?/).
  4. Click Submit to verify and set password. Please remember this password.  You will use it to access the hosted environment.  If you forget this password, you will need to call the Aptora Support Desk to get assistance in resetting it.

Configuring Work Resources

The next thing you will do is configure your local computer(s) for connection to the Aptora Hosted environment.  To do this, you will configure Microsoft Remote Desktop.

  1. Download the app from the Mac App Store. Make sure you are running macOS 10.10 or newer.
  2. Setup your PC to accept remote connections. For more information on how to do this, please review the linked documentation.
  3. Navigate to Applications, search for Remote in the search box, and double click on the Microsoft Remote Desktop App.
  4. Click on Workspaces then click Add Workspace.
  5. Enter the Connection URL as https://rds.aptora.com and click Add.
  6. On the next screen, verify the URL again, and click select Add User in the User account.
  7. You will be prompted for your TOMRDS username and password.
  8. PLEASE BE PATIENT!! After a minute or two (maybe a bit longer), you will see the following window showing a successful connection and configuration of the hosted work resources.
  9. You may quickly disconnect from the hosted solution by clicking Quit within the circle icon located in Microsoft Remote Desktop. Connections are limited to a single 12-hour session.  If you need to be connected more than 12 hours, it is recommended to disconnect all sessions at lunch and reconnect to restart the 12-hour session.

Connecting to Total Office Manager

To connect to the desktop application, double click on the Total Office Manager icon from the Work Resources.

The application will begin to configure your desktop connection.  The first time you login in may take longer than normal as Windows configures your desktop.

Once your session has begun, you will be connected to the last database you were connected to.  If this is the first time connecting, navigate to File | Open Company/Login.  Enter TOMHostServer##\######,#### as the SQL Instance in the Select a Server: field to select from the sample company database and, if applicable, your live company file.  (The #### will be replaced with the server details provided from the Aptora Hosted Team.)

If after entering the server details the database lists does not populate, click the server drop down to expand and collapse.  This will load the available databases for selection. Once you have selected a database, please click OK to connect.

After clicking OK to confirm you are entering a sample company file, you will be presented with the login screen.  While the users Administrator and Ashley M Adams do have full permissions to the company file, you are free to navigate the software with any user you choose.

If you have any connection issues while working on the hosted application, please do not hesitate to email (helpdesk@aptora.com) or call (913-322-4666) for support. For after-hours connection support, please call or text 913-201-6503.

Connecting to Aptora Mobile II

To connect to your mobile website, you will enter the URL provided for your company by the Aptora Hosted team.  This URL will be formatted like https://xyz.hosted.aptora.com:9876 or https://hij.cloud.aptora.com:4567. Before accessing your live company file in the mobile environment, you will want to configure their user and security access.  Setting this up is covered in Lesson 9 of the 12-Step Plan.

When performing the initial training on Aptora Mobile II, please use any web or device browser.  It is not necessary to download the mobile app during the training phase.  Once you are ready for your technicians to begin using the application, they may use either the browser or app.  If you are wanting to utilize the device tracking feature or credit card capture, usage of the app is required.

For a PDF copy of this topic with images.

Configuring Aptora Hosted for Windows OS

Introduction

When you subscribe to the Aptora Hosted platform, we host Total Office Manager, Aptora Mobile II, and the Form Builder applications for you.  There will be no need to configure these applications within your local environment.  The only applications you will install locally are Contractor Compass and Aptora Teams.

Within ten business days of your subscription purchase, your hosted environment will be configured.  You will receive your login credentials from the Aptora Hosted team.  You will use those credentials to configure any workstation needing access to Total Office Manager and remaining desktop applications with the instructions below.

Password Setup

The first thing you will do is reset the password for the hosted user(s).  A default password of Temp1234 is generally set and must be changed before login is successful.  Once this password is set, you will be required to reset to a new password every 180 days.

To reset your password, you will do the following:

  1. In a web browser, enter the Aptora RDS access address: https://rds.aptora.com. Log in with your Aptora RDS username and password. Your username will be in the format of tomrds\user123. When entering this information, it is not case sensitive.
  2. You will receive a message indicating your password has expired. Click on here to reset.
    NOTE: If prompted to run add-on for Microsoft Desktop Services Web Access, click Allow.
  3. Enter your current password.  This password is the temporary one provided by the Aptora Hosted team.  If you are unsure of this password, please call our helpdesk at 913-322-4666.Enter a new password.  This password must meet the Windows 10 complexity requirements.  All passwords are required to have a minimum of eight (8) characters. They may not contain any part of the username or full name.  For example a username of ashleya123 with a full name of Ashley Adams cannot have a password of Ashley$cores, Adam1975, ashley123!, etc.
    A minimum of three (3) of the following criteria must also be met:

    • Have at least one uppercase (1) letter.
    • Have at least one lowercase (1) letter.
    • Have at least one (1) number (0-9).
    • Have at least one (1) special character (~!@#$%^&*_-+=`|\(){}[]:;”‘<>,.?/).
  4. Click Submit to verify and set password. Please remember this password.  You will use it to access the hosted environment.  If you forget this password, you will need to call the Aptora Support Desk to get assistance in resetting it.

Configuring Work Resources

The next thing you will do is configure your local computer(s) for connection to the Aptora Hosted environment.  To do this, you will configure RemoteApp and Desktop Connections.

  1. Type “RemoteApp” in the Search Bar next to the Windows Start  You will also find the RemoteApp and Desktop Connections in the Control Panel.
  2. Click on “Access RemoteApp and desktops”
  3. Enter the Connection URL as https://rds.aptora.com and click Next.
  4. On the next screen, verify the URL again, and if everything is correct, and click Next.
  5. You will be prompted for your TOMRDS username and password.
    NOTE: Ignore the “The credentials that were used…did not work” message. Simply enter the username and password.
  6. PLEASE BE PATIENT!! After a minute or two (maybe a bit longer), you will see the following window showing a successful connection and configuration of the hosted work resources. Click View resources to see available remote applications.
  7. You can copy the application shortcuts to your desktop for quick access.
  8. You may also connect to them by searching in the Windows Search Bar or Start Menu.
  9. You may quickly reconnect and disconnect from the hosted solution by right clicking on the RDA icon located in your System Tray. Connections are limited to a single 12-hour session.  If you need to be connected more than 12 hours, it is recommended to disconnect all sessions at lunch and reconnect to restart the 12-hour session.

Connecting to Total Office Manager

To connect to the desktop application, double click on the Total Office Manager icon from the Work Resources.  If you created a shortcut of the applications on your desktop, it will be the E icon.

You will be prompted with a message box to connect.  If you do not wish to be prompted each time, check the box to not ask again. Click Connect.

The application will begin to start.  You may click Show Details to view the progress of your hosted desktop being loading.  The first time you login in may take longer than normal as Windows configures your desktop.

Once your session has begun, you will be connected to the last database you were connected to.  If this is the first time connecting, navigate to File | Open Company/Login.  Enter TOMHostServer##\######,#### as the SQL Instance in the Select a Server: field to select from the sample company database and, if applicable, your live company file.  (The #### will be replaced with the server details provided from the Aptora Hosted Team.)

If after entering the server details the database lists does not populate, click the server drop down to expand and collapse.  This will load the available databases for selection. Once you have selected a database, please click OK to connect.

After clicking OK to confirm you are entering a sample company file, you will be presented with the login screen.  While the users Administrator and Ashley M Adams do have full permissions to the company file, you are free to navigate the software with any user you choose.

If you have any connection issues while working on the hosted application, please do not hesitate to email (helpdesk@aptora.com) or call (913-322-4666) for support. For after hours connection support, please call or text 913-201-6503.

Connecting to Aptora Mobile II

To connect to your mobile website, you will enter the URL provided for company by the Aptora Hosted team.  This URL will be formatted like https://xyz.hosted.aptora.com:9876 or https://hij.cloud.aptora.com:4567. Before accessing your live company file in the mobile environment, you will want to configure their user and security access.  Setting this up is covered in Lesson 9 of the 12-Step Plan.

When performing the initial training on Aptora Mobile II, please use any web or device browser.  It is not necessary to download the mobile app during the training phase.  Once you are ready for your technicians to begin using the application, they may use either the browser or app.  If you are wanting to utilize the device tracking feature or credit card capture, usage of the app is required.

For a PDF copy of this topic with images.

Advanced Email Settings and Troubleshooting

Understanding Advanced Email Settings and How to Troubleshoot Common Email Issues

Emailing from Total Office Manager may be performed in one of two ways. The default method is by transmitting information from Total Office Manager to your computer’s third-party default mail client. When you do this, we use your locally installed email system (like Outlook). An Outlook email opens, and you then click Send. This help topic covers this method.

You may also use the internal email settings to send email and make Contact Log entries within the software. This help topic covers this method. That help topic may be found here.

Preference Setup

Navigate to Edit | Preferences | Company | My Preferences. Enter your SMTP settings for your email service provider.

Default Mail Client Installers

Currently, Total Office Manager requires a 32-bit mail client to send information to your default mail settings. If you have the 64-bit Microsoft Office application installed, you may receive MAPI errors when attempting to email from the software. There are a few free 32-bit applications that may be used if you are not able to obtain a 32-bit Microsoft Office installation package.

  1. Mozilla Thunderbird: https://www.mozilla.org/en-US/thunderbird/
  2. Opera Mail: http://www.opera.com/computer/mail
  3. Claws Mail: http://www.claws-mail.org/win32/
  4. eM Client: http://www.emclient.com/download
  5. Mailbird: https://www.getmailbird.com/

Basic Troubleshooting (try these first)

  1. When SSL is required (which is almost always), try using port 587. Port 465 might work for a test email but not for real use. That is because you may have attachments and other things that are not included in a test email.
  2. You should enter information in each of the email setup fields. The BBC option is not a requirement.
  3. Be sure the BCC email is different from the Mail From Name email address. Having them the same is known to cause issues.
  4. For Gmail Only: You will need to turn off the Captcha option. You must also turn on the “Allow Less Secure Apps” option.

MAPI Error(s) When Emailing

Occasionally an error may be generated when attempting to email out of the software. This may be due to security permissions on the Outlook application or a Windows Security Update causing the issue.

To troubleshoot email errors, please make sure the following are in place.

Ensure proper security is in place for the Outlook executable. Navigate to the Program Files folder for Microsoft Office (C:\Program Files (x86)\Microsoft Office\Office##) and find the Outlook Executable.

Right click and choose Properties, then click on the Security tab. Make sure that the Administrator and computer user for the computer and the domain account are both here with full security permissions. Even if the shortcut on the desktop has full security permissions, the main executable in the program files folder must also have full security permissions. Many times, a Windows update will remove a domain user from the security of the main executable if the application is not installed with full security permissions.

Once it has been added back, emailing from the software will resume working.

Windows Updates

Please be sure to run all required and optional updates. You might be surprised how often this fixes issues.

ActiveX Error Message When Sending Email

Question: When trying to send email from Total Office Manager, we keep getting and “ActiveX cannot send email” message. Email is configured as a 32-bit mail client and error still appears.

Answer: We have isolated this behavior to machines installing Total Office Manager and .NET Framework 4.8 (or higher) was the only version installed. To correct this message, please complete the following:

  1. Open command prompt (CMD) from the start menu. To minimize issues, right click and choose the option Run as administrator.
  2. Enter the following command : cd C:\Program Files (x86)\Aptora\TOM Enterprise\Interop
  3. When the directory changes, enter: C:\Windows\Microsoft.NET\Framework\v4.0.30319\RegAsm.exe WpfInterop.dll /nologo /codebase /tlb
  4. Once the registry modification is completed, verify you can email from Total Office Manager.

Emailing From Third Party Applications with Microsoft 365

When emailing from Microsoft 365, it is necessary to ensure any email addresses entered in the From and BCC email fields.  To ensure you are able to send from Total Office Manager and Aptora Mobile II, you will have to configure Multifunction Device/Application on the shared mailbox accounts.  Attached is a link which explains this functionality. Learn More About Multifunction Device Emails

Here are things check with the email setup and configuration:

  1. The email account has a mailbox that is an authorized account to send mail.
  2. The email account allows for third party apps to send email on its behalf.
  3. Anti-spam filtering rules in the email setup is not preventing access from the third party.

While our office cannot assist with these settings, it is recommended to first test them in another mail client to ensure you can connect.  Once verified, the SMTP settings entered into Total Office Manager or Aptora Mobile II will work.  It is recommended to speak with your IT professional or whomever is responsible for the configuration of the email accounts to make sure these settings are correct.

Emailing From Third Party Applications with 2-Factor Authentication Enabled

If you are prompted to access your phone or email for the 6-digit verification code, you have 2-Factor Authentication enabled on your email account.  In order to email from a third party application, you will need to setup and App Password in your account profile.  Click the link below the learn about creating App Passwords for the most common email domains.

  1. Microsoft 365 or Hotmail
  2. Yahoo Mail
  3. Gmail
  4. AOL
  5. GoDaddy

Emailing from a third-party app using Microsoft 365 with multi-factor authentication requires use of an App Password.  This configuration will only exist when the email account is a multi-function device email, multi-factor authentication is enabled AND enforced, SMTP submission is enabled, and the user account is not being blocked by legacy authentication. To verify the email account is configured to send email from Total Office Manager and/or Aptora Mobile II, please review the Error: Authentication Unsuccessful section in the Microsoft article Fix issues with printers, scanners, and LOB applications that send email using Microsoft 365 or Office 365.

Email SMTP and POP3 Server Settings

Below is a list of the standard default port settings for email servers.

Outlook.com Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.outlook.com StartTLS 587
IMAP Server (Incoming Messages) imap.outlook.com SSL 993
Yahoo Mail Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.mail.yahoo.com SSL 465
IMAP Server (Incoming Messages) imap.mail.yahoo.com SSL 993
Yahoo Mail Plus Server: Authentication: Port:
SMTP Server (Outgoing Messages) plus.smtp.mail.yahoo.com SSL 465
IMAP Server (Incoming Messages) plus.imap.mail.yahoo.com SSL 993
Office365.com Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.office365.com StartTLS 587
IMAP Server (Incoming Messages) outlook.office365.com SSL 993
Note: If the above settings are not working for your account, then login into the outlook web app, go to the “Settings” > “Options” > “Account” > “My Account” > “Settings for POP and IMAP Access”.

Or it may be here: Settings > Mail > Sync email.
Googlemail – Gmail Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.gmail.com SSL 465
smtp.gmail.com StartTLS 587
IMAP Server (Incoming Messages) imap.gmail.com SSL 993
Please make sure that IMAP access is enabled in the account settings.
Login to your account and enable IMAP.
You will need to turn off 2-Step Verification in the Gmail settings: https://support.google.com/accounts/answer/1064203?hl=en
You will also need to enable “less secure apps” (third party apps) in the Gmail settings:
https://support.google.com/accounts/answer/6010255?hl=en
See also: How to enable IMAP/POP3/SMTP for Gmail account
If you have done the above and you receive an error when you try to email from Total Office Manager, you may need to disable Captcha:
https://accounts.google.com/DisplayUnlockCaptcha
*Your Gmail/Google settings may revert .  Please check these three settings should you receive an error in the future, after being able to send emails.
AOL.com Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.aol.com StartTLS 587
IMAP Server (Incoming Messages) imap.aol.com SSL 993
AT&T Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.att.yahoo.com SSL 465
IMAP Server (Incoming Messages) imap.att.yahoo.com SSL 993
Verizon Server: Authentication: Port:
SMTP Server (Outgoing Messages) outgoing.verizon.net 587
IMAP Server (Incoming Messages) incoming.verizon.net 143
zoho Mail Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.zoho.com SSL 465
IMAP Server (Incoming Messages) imap.zoho.com SSL 993
Mail.com Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.mail.com StartTLS 587
IMAP Server (Incoming Messages) imap.mail.com SSL 993

Additional Topics Related to Email

Email Setup for Total Office Manager

 

Email Setup for Total Office Manager

Email System Basics

Total Office Manager has a built-in email system. It can be used to send invoices, estimates, and other documents. You will find a Email option button anywhere this feature is available. An email windows opens, and the documents is attached as a PDF. You can change the email subject and body as needed prior to sending.

This email feature uses your current email system credentials to send email only. It cannot receive email. You will use your current email system, such as Outlook, Gmail, etc., for that purpose.

Please keep in mind that Aptora Mobile II has its own email settings.

To utilize the email system, you must first set it up. This help topic uses Microsoft Outlook for an example. Other email systems should be very similar.

Access Email Settings

  • From the main menu, click Edit | Preferences | Company | My Preferences

Step by Step Setup

  1. Enter your Email Username (such as helpdesk@aptora.com).
  2. Enter your email Password, Be sure that you use a strong password such as 6tR4Pa$$w0rd1.
  3. Enter the Mail From Name (such as Aptora Support).
  4. Enter the Mail From Email (such as support@aptora.com).
  5. Fill in your Outgoing mail (SMTP). For Outlook, this will be either “smtp.outlook.com” or “smtp.office365.com” for Office 365 users.
  6. Choose port 587 for if your Microsoft Office account is an exchange server. Port 587 is typically the best choice. Start with port 587, but you may have to experiment.
  7. Select “This is a Microsoft Exchange Server” only if you selected port 587.
  8. Make sure you check “My server requires secure connection (SSL)” only if you selected port 587 (typically recommended) or 465.
  9. Click the “Test Account Settings” button. You will receive a message indicating the message was delivered successfully to your email address. Check your email inbox to verify. Be sure to check your spam folder too. If you find the email in the spam or junk folder, please be sure to right-click on the message and scroll down to “Not Junk”.

Email Setup Tips

  • It is recommended to consult your network administrator to verify the SMTP settings you are to use for sending email.
  • When Total Office Manager or Aptora Mobile II send email, that email will not be added to your email software’s “Sent” folder.
  • Software programs such as Outlook, Google Mail, and Yahoo Mail are not used by Aptora software. Our software uses your email account credentials to send email. These programs are not involved in the process, so the email does not appear in their Send folder.
  • We recommend that you include a BCC. That stands for Blind Carbon Copy. Have this email go to a special folder that customer service personnel can access. It is common for customers to call and say that they never received email. This will allow them to quickly resend the email and demonstrate that the email was actually sent to them. Be sure the BBC is different from the Mail From Name.
  • Be sure that you have something in the “Mail From Name” field in Total Office Manager or Aptora Mobile II.

Basic Troubleshooting

  1. When SSL is required (which is almost always), try using port 587. Port 465 might work for a test email but not for real use. That is because you may have attachments and other things that are not included in a test email.
  2. You should enter information in each of the email setup fields. The BBC option is not a requirement.
  3. Be sure the BCC email is different from the Mail From Name email address. Having them the same is known to cause issues.
  4. For Gmail Only: You will need to turn off the Captcha option. You must also turn on the “Allow Less Secure Apps” option.

For more advanced troubleshooting or how to setup other email systems, please review the related article. KB – Email Settings.

Additional Topics Related to Email

Automated Email – Setup

Mapping Drives for Network Shares in Aptora Hosted

 When working within the hosted Total Office Manager environment, you may want to save to your local computer or internal network drives.  In order to do this, it will be necessary to create a mapped drive to access from within the RDS (Remote Desktop Services).   These instructions will explain how to create and utilize the drives.

  1. Open Windows Explorer (Windows Key + E) on your local machine. This is also referenced as File Explorer on some computers. You may also click on the folder on the windows taskbar.
  2. On the left panel, right click on Computer or This PC and choose the option Map network drive….
  3. When choosing what letter to use, it is important to make sure this letter is available on any computer that will also need to access the files.
    • Select a drive letter that is available on all computers.
    • Enter the network file directory of the folder where your shared files will be stored. If you are unsure of the exact directory path, click the Browse… button and locate the folder in Windows Explorer.
    • Click Finish to complete the mapped drive setup.
  4. Once the mapped drive setup is complete, Windows Explorer will open and display the drive. You will find the new drive in Network Locations.
  5. When working in the RDS for Total Office Manager, you can select the newly mapped drive by doing any of the following:
    • From within any list, right click and choose the option to Export List. In the Export – Save As window, click on This PC and select the mapped drive in the Devices and drives section.
    • From within a report, click on the envelope with the red arrow. Select Disk file in the Destination and click OK.
    • In the Page Range, select the range of pages to export.  The default range is All.
    • Select the mapped drive in the Devices and drives section.

 

Click here to view a pdf printout with images.

Please Note: This article applies to Windows users only.

Preparing Total Office Manager for Contractor Compass™

Contractor Compass™ – Super Dashboard

Contractor Compass is a set of dashboards designed to offer business owners unparalleled insight into their business. These super dashboards are powered by EGIA Contractor University. By that, we mean they closely follow the recommendations and best practices taught by the teaching faculty at EGIA. That faculty includes Aptora’s president, James R. Leichter.

Our initial release includes a company-wide dashboard.  Additional dashboards are available for additional investments.  The company-wide board also contains sub-boards for each division and department.

Contractor Compass makes extensive use of the vast accounting system that makes up the foundation of Total Office Manager. Aptora’s Total Office Manager is a true all-in-one management system, meaning it is not hobbled by being a QuickBooks band-aid addon. The dashboards can access every corner of the database and makes use of all information in real-time.

Most of the information that Contractor Compass needs will come from everyday bookkeeping and accounting work. There are some fields within the software that were added or modified for use with Contractor Compass.

How the System Works

The dashboards are Microsoft Excel files. These files contain code that queries Total Office Manager, gathers data, and inserts that data into various tabs within the dashboard. That data is used to populate a wide variety of worksheets that include charts, graphs, reports, analysis, KPI’s ratios, and much more. Users can modify or add information as they would to any other Excel spreadsheet file.

Why We Use Microsoft Excel

Power software users demand extreme flexibility. They are always telling us they would like to see something different and few people ever ask for the same thing. We built this system in MS Excel so that users could create nearly anything they wanted. MS Excel is the most popular spreadsheet software in the world. It is easy to learn and there is a lot of support for it.

Microsoft Excel along with Total Office Manager’s Microsoft SQL Server database, offer you complete and total access to your data and give you an almost unlimited opportunity to create any report imaginable.

Double Check Certain Fields

The following is a list of places that contain important software features that we highly recommend you use. These forms contain a field labeled “What Best Describes”. Please make sure that you are using those fields. See Q&A below for more information.

What Best Describes This

Locate each “What Best Describes This” selection list and select the appropriate value.

  1. Company > Lists > Item Categories List
  2. Company > Lists > Department List
  3. Company > Lists > Marketing Type List
  4. Company > Lists > Log Topics List
  5. Company > Lists > Work Order Type List
  6. Banking > Chart of Accounts List (see below for additional notes)
  7. Customers > Sales Opportunity Manager > Product List
  8. Customers > Lists > Customer Type (to distinguish contact, prospect, customer, and job)

Other Selections to Check

There are other selection lists that you should update.

  1. Banking > Chart of Accounts List. For all Expense types, select an Overhead Allocation Type. We highly recommend that you select “Labor” for all Chart of Accounts Expense types. That is the type used by the dashboard system and the method taught and recommended by EGIA. Labor is the default selection when you turn this feature on in Preferences > Chart of Accounts > Company Preferences.
  2. Banking > Chart of Accounts List. For all Expense types, select Fixed or Variable.
  3. Company > Sales Opportunity List > Sales Opportunity. Be sure to use the various controls including Department, Financing Activity, Stages, Estimate, Probability, Stage, and more.
  4. Employee List > Employee > Payroll Setup > General tab. Be sure to set the Employment Status, Employee is Billable, and Available Person Days.
  5. Employee List > Employee > Address Info tab > Reports To selection box. This would be the employee’s direct supervisor to who they directly report to (their manager).
  6. Lists > Invoice Items > Accounting tab. On Inventory, Non-Inventory, and Serialized types, look for the “This item is Considered an Accessory” checkbox. This also used for IAQ.
  7. Lists > Invoice Items > Accounting tab. On a Service Item type, look for the “Labor Only (used for labor only), and “This item is used as a Diagnostic Fee” checkboxes.
  8. Lists > Invoice Items > Accounting tab. On the Other Charge type, look for the “This item is ONLY Used For” selection box.

Use These Features Fully

Departments and Marketing Types

Most forms have a department and marketing selection. This is a very important field. This information is used extensively throughout the accounting, reporting, and dashboard system. Please be sure that you have set up your departments and marketing type lists and that you are always selecting them when possible. Our dashboard system will be using this information too.

Timesheets

This feature will be used heavily. The dashboards will be looking at the labor time for employees and comparing that time to labor time on invoices. Be sure to add a department to each line entry. We are working on a system that will look at vehicle mileage entries. Add any other information that you can. We may use any of this information in future releases.

Work Orders

Work order information is used extensively by the dashboards. Please be sure that you are using this feature to its fullest extent. Specifically, you should be using the work order call-back feature. You will want to create invoices from work orders. In the invoice form, use the Menu > Assign Work Order feature. That allows you to associate one or many work orders and/or invoices to one another.

Asset Manager

Go to Company > Asset Manager. This is where you maintain a list of company property. Enter items such as trucks, equipment, tools, computers, and anything else that you wish to track or keep records for. When you are entering bills, credit card charges, writing checks, etc., you will notice an asset selection box. Use that box to associate the expense with the asset. An example of this could be vehicle maintenance or gasoline. By doing this, you will not only know the cost to acquire that vehicle but also the cost to own it. Our dashboard system will be using this information too.

Budgets

The dashboards will make use of budget information. You will find that feature here.

Company > Budget List

Be sure to create a budget for the current year. Consider one budget per department or division. Double-check to make sure you do not have two or more budgets for the same year. If you need help with this feature, please check the help topic. https://www.aptora.com/help/budgets/

Required Software

You will need Microsoft Excel 2019 or 365®. Prior versions might work fine but we do not program for or test versions prior to these.

Enable Macros

Contractor Compass dashboards make extensive use of macros (VBA code). You will need to “enable macros” for this system to work. Excel normally considers Excel files that include macros and VBA code to be a potential danger. You may need to takes other steps to “Assure” Excel that the files are safe.

Trusted File Location

You should also let Excel know that you trust the folder that contains your dashboard files. This done by opening Excel and going to File > Options > Trust Center > Trust Center Settings > Trusted Locations. Navigate to your Total Office Manager installation. It is typically located here (this might be different on your computer): C:\ProgramData\Aptora\J530\

Scope of Support and Training

Technical Support

Our support technicians will be very happy to explain where a certain dashboard value comes from in Total Office Manager or how cells get their information. They will also show you the formulas that make up that value. They will help determine if a value or formula is working the way we intended. If you are having trouble opening the dashboard from Total Office Manager, they will troubleshoot that problem.

Technical support will not be able to answer questions that are best addressed by an accountant or business consultant. They will not be able to offer you advice on what the various numbers mean and where your company should compare. Technical support will not be able to assist with modifying a dashboard, creating a new dashboard, modifying fields/formulas, or working in Excel.

Training Department

Our trainers will be happy to help explain the “what, why, and how” on any piece of dashboard data. They will show you specifically where in Total Office Manager the information is coming from and give you suggestions on what information might be most important to your business. They will also be able to give detailed information on how to properly set up Total Office Manager so that you can take full advantage of the Contractor Compass dashboards. If you are building or modifying a dashboard, our trainers will show you where you might find that information in Total Office Manager. They will not be able to help you with Excel, VBA, queries, or any type of database work or programming.

General Q&A

Q: What type of company was this dashboard built for?

A: The dashboard system was built for companies that primarily perform residential and commercial HVAC work. They may also do plumbing and electrical work. The main part of the dashboard system that relates to this focus is the division and department list. This list is the official Divion and Department list for EGIA Contractor University members. Otherwise, the dashboard system is relevant to almost any contracting business.

Q: Why are there selection boxes called “What Best Describes”?

A: We are looking for certain information in the database and we do not always know what our users will call that information. An example of this is can be found in the Contact Log. We want to count injuries that required OSHA reporting. Since users might call this something different, or have two or more names for the same thing, we offer the ability to mark Contact Log Topics as “OSHA Reportable Injuries”. There are other options under that list.

Q: Can we add to the list of “What Best Describes”?

A: No. Those are what we call hard-coded and cannot be changed in any way. We need those lists to contain an expected set of options that we can search for.

Q: Do we need a budget to use the dashboard feature?

A: No. The budget information will simply be blank. The same is true for any other feature that you do not use.

Q: Our dashboard seems to be missing a lot of information. How do we find out what information needs to be added for it to work fully?

A: The dashboards rely on a wide variety of data points that are sourced from the various forms throughout the software. If you are not using work orders, entering sales leads, filling our estimates, selecting departments, entering bills, tracking inventory, and so forth, the dashboards will information it needs to make calculations.

Q: Will the dashboards match various related reports in Total Office Manager?

A: Not necessarily. The dashboard might draw information that is different than a report, even if that report seems to be reporting the same information. The dashboards rely on numerous selection boxes, checkboxes, and other things to gather information. It may also perform different calculations. Rounding might cause differences too. Dashboards also rely on the fact that certain features be used in certain ways (outlined in the article).

Q: Why do our dashboards include information labeled “Uncategorized” and “Non-Departmentalized”?

A: That information is coming from transactions that do not include a department selection. For example, you might have entered a bill or an invoice, and no department was selected in the header.

Q: How do we know where all the dashboard information is coming from in Total Office Manager?

A: Much of the information will be fairly obvious. Most of the information is normal accounting information derived from transactions. We have added notes to the various fields in Excel. When a note is available, you will sell a red triangle in the upper right side of the cell. When you hover over it, a note should pop up. We have also included worksheets that include tips and other information. There should also be links to help topics and other resources.

Q: We have not been using some of the features that Contractor Compass seems to need. What can we do about changing our historical records?

A: You should be able to go back and update many of your records. For example, you can open invoices, bills, credit card charges, sales opportunities, and so forth. You can select departments and Save & Close. You may need to change or turn off your Cutoff Date. Some records have what we typically call a “Batch Update” feature. This feature will help but it is not available for all transactions or records. There is no fast way to get caught up.

Q: What other dashboards are you planning or creating?

A: We already have plans to create boards for technicians, sales, marketing, financial planning, and HR. We will create others based on suggestions. We will be adding features to Total Office Manager to make the dashboards more robust and easier to work with. For example, we will be working to improve the budgeting feature so that budgets are easier and faster to create and maintain. There will be a nominal fee for additional dashboards.

Q: Can we modify existing dashboards?

A: Yes, but please be very careful about doing so. We decided to create our system using Excel so that advanced users could do almost any customizing they wanted to. It would be very easy to break what we have created. Be sure to back up your Excel file often. We can always email you another Excel file to replace yours with. Important: Our normal software update process might overwrite your Excel dashboard file. Please keep copies.

Q: Can we create our own dashboards?

A: Yes. Please see the following Help Topic: How to Install and Use Contractor Compass. It is linked below.

Q: How does the dashboard (Excel file) get information from Total Office Manager?

A: The dashboard Excel file must be launched from Total Office Manager. When it opens, it “logs into” Total Office Manager with the user’s credentials. It then runs through a series of queries that pull information from your database. These queries are stored inside the database and they are called from the Excel file using VBA code.

Q: Can we view and modify the VBA code?

A: Yes. You will need some VBA skills. The code will be found under the Developer’s button. We have provided robust comments inside the code to help a person knowledgeable with VBA (Visual Basic for Applications). You can add or modify the VBA code to run other queries already stored in your Total Office Manager database or even add your own.

Q: What type of support do you offer to help us modify the MS Excel dashboard file?

A: The Aptora technical support department will not be able to help you with any work in Microsoft Excel. Our pay-as-you-go training and consulting services will help you with some of this work. We do this by appointment. Please contact our Help Desk for more information and scheduling.

Aptora will not provide any type of support related to VBA coding, SQL, or any work inside your Total Office Manager database.

Troubleshooting

Issue: The Diagnostic Only information is zero or does not change. This could be any field in the Excel file.

  1. Open the item that you use for Diagnostic Fees and open the Accounting tab. Be sure the “This Service Item is used as a Diagnostic Fee” box is checked. If you do not see this option, the item type is not correct. The item type must be “Service”. Repeat this process for any and all Service Items used for a diagnostic fee.
  2. Double check the value in the Invoice > Department (in the header, the line item does not matter). Make sure this is the correct Department and that the Department is setup correctly.
  3. Make sure that there are no other items on the invoice. The Diagnostic Fee must be the ONLY item.

Note: This issue could involve any field in the Excel file. The steps are similar. Check the various “What Best Describes” selection and other options and settings.

Issue: The numbers do not look correct and they are the same each time I open the dashboard Excel file.

  1. Be sure you are not opening the file directly from Excel. The Excel file must only be opened with the Contractor Compass software program.
  2. If there is a Enable Content button, click it and try again. Under Add-ins, click Refresh. If you do not see this button or if it appears to not work, save and close the Excel file and try the Contractor Compass software program again.
  3. Contractor Compass uses Macros and they are a requirement. In Microsoft Excel, all macros are disabled by default. Click File > Options > Trust Center. Please follow the instructions on this link to enable macros: https://www.ablebits.com/office-addins-blog/2020/03/11/enable-disable-macros-excel/

Related Content

Recommended Department Setup

Creating and Maintaining Budgets

How to Install and Use Contractor Compass

Financial Ratios. Their Meaning and Usage.

Installation – Networking

Introduction

Total Office Manager ®  is designed for both single-users on a standalone workstation, as well as multiple-users across a well-maintained network. This topic focuses on network installations of Total Office Manager.

Our technical support department will NOT respond to any questions related to networking. This is the job of your network administrator.

The reason we do not support networks or address networking questions is due to the fact that they are the most varied and the most complex of all questions.  Networks are considered a hardware issue and not a software issue.  We are happy to address your questions regarding our software program but we regret that we cannot help you with your hardware, including networks.

Networks can be very troublesome and expensive to maintain.  If you are not knowledgeable about networking, you should seek the advice of a qualified technician to help you install and administer Total Office Manager on a network.

Here are some examples of questions our technicians will NOT answer:

  1. I cannot locate my Total Office Manager™ database on our network. Can you help me find it?

  2. Total Office Manager indicates that my computer is no longer connected to the network. How do I restore this connection?  (see Related Topics, below).

  3. Another person setup our network and we are trying to find out where they put the software. Can you help us get it going?

  4. We got a new computer and want to hook it up to our network and to Total Office Manager™, how do we do that?

  5. We have a dedicated network server. How do we install the program or the database?

  6. I am installing Total Office Manager™  for the first time. I wish to install the database on our server,  so it is backed up every night automatically. Where and how do I install it?

Installing Total Office Manager on a Network

Total Office Manager can be installed on a network, generally without any technical problems.  You can share printers, data files and any information within the program with anyone who is logged onto the network.  For example: You can print reports from your computer to a printer that is connected elsewhere on your network. You can view the contents of a database that is installed on another computer.

The Installation

Run the installation setup file (setup.exe) as you would normally do on a stand-alone machine. Make certain that you install all of the files on the same computer that you are using to complete the installation process.

You may move the database to another computer or hard drive as needed. We highly recommend that you install Total Office Manager™ on each and every computer that will be using Total Office Manager™. If you do not, error messages and data access problems will result. Remember that each computer can share one database, installed on a central computer. However, each computer should have a full installation of Total Office Manager™.

Do NOT attempt to move Total Office Manager™ from one computer to another computer simply by moving the Total Office Manager folder. This will NOT work.

Opening the Company File on a Network

Use Total Office Manager™ as you would on a single computer. Total Office Manager™ always opens the last database that was used each time the program is started.

Maintaining Multiple Companies

You may maintain multiple Company Files (databases) if you wish. You cannot merge or share information between these databases. If you are maintaining multiple Company Files, make certain that you open the correct Company File before working on it. It is very easy to get confused and enter data into the wrong Company File.

Network Installation Tips

  • Typically you will need Total Office Manager™ installed on each computer. The database file (Company File) will be installed on your network server or main computer. It is very important that network users are accessing a common database (everyone uses the same database file). Otherwise, you will not have access to a single database that contains the accumulated efforts of all users. They will be able to print reports, make changes, add repairs, etc., without limitation.
  • If you decide to put the Total Office Manager database on a computer for all users to have access to, be sure this computer is not used for network printing and other heavy processing tasks. This will cause Total Office Manager to run very slowly. It is best to use a computer that is not used for any other purpose except to hold files that network users will access. This computer should have a good hard drive with a fast access time.
  • For safety and security reasons, you should limit the access that certain users have to Total Office Manager™ . You do not want unauthorized people to have he ability to accidentally delete or modify data.
  • Total Office Manager does not read and write to the Registry during start, operation, or shutdown. The operating system may cause this read\write condition, but Total Office Manager generally makes no programmatic read\write operations or calls to the registry. Total Office Manager does make read\write calls to various “ini” files during operation and installation. Please make certain that you set security permissions properly.

Mobile User Configuration and Setup

Configuring Aptora’s Mobile App

Aptora Mobile II is cutting edge field service management software developed to complement our award winning desktop accounting software package, Total Office Manager. Aptora Mobile II – User Configuration/Setup will provide mobile access to the information and features technicians, salespeople, and even owners need most. If you are using a tablet/phone and prefer the mobile app over the browser, you may purchase this from the Apple or Android play stores.  There is a $4.99 (USD) cost to the app purchase to minimize downloads for non-Aptora clients.

Aptora Mobile II can be accessed from almost any web-enabled device with a standard web browser (such as Chrome, Edge, Firefox) including iPhone®, iPad™, Android™, BlackBerry®, Windows Phone® devices, and computers.

Total Office Manager – User Configuration

These steps must be completed prior to a user being able to log into Aptora Mobile II.

  1. Ensure that the person is on the employee list. From the main menu, click Employees | Employee List.
    • If necessary, set up a new employee by right clicking within the list and select New Employee to complete a new employee record.
      Employee List
      Employee List

       

  2. Ensure that the person is on the Active user list. From the main menu, click, Company | User list/Security.
    User List
    User List

     

  3. Select a user by double-clicking. The first screen will appear with account information. Complete the Mobile User ID text field. This will be the username used to log into Aptora Mobile II.
    • Note: The password that is entered will be used to access both Total Office Manager and Aptora Mobile II if the user needs access to both programs.
    • Note: Mobile User IDs are unique to each user. If you have more than one employee with the same first name, you will need to differentiate between the two.
      • Example: Mike A. and Mike B. are both employees. Mike A. has a Mobile User ID of ‘Mike’. As a result, if Mike B. needs a Mobile User ID, ‘Mike’ cannot be used because that ID is already taken.
        Mobile User ID
        Mobile User ID

         

  4. Click Next and continue until the Finish button activates.
  5. Click Finish to register the Mobile User ID.

Aptora Mobile II – User Configuration

Log into Mobile

When accessing your Aptora Mobile II site for the first time, the Administrator user account will be the only one whose Mobile User ID already has security set up to log into the application. Other users will need to be given permission to log in to the Aptora Mobile II site. This can be doing by logging into the mobile site as Administrator then following the steps below.

Aptora Mobile II Login Screen
Aptora Mobile II Login Screen

Step-By-Step

  1. Navigate to More | Security | User Permissions.
    Aptora Mobile II User Permissions
    Aptora Mobile II User Permissions

     

  2. Select the user you wish to grant access to Mobile. Remember, users must be setup in Total Office Manager first. Be sure to complete the section above.
    Aptora Mobile II - User Configuration/Setup - User Permission - Adam Webster
    Aptora Mobile II – User Configuration/Setup – User Permission – Adam Webster

     

  3. Inside the grid list, you will see the permission “Login (required to use mobile)”. Check the box to the right and click save in the upper right corner.
    Aptora Mobile II - User Configuration/Setup -Login (required to use mobile)
    Aptora Mobile II – User Configuration/Setup – Login (required to use mobile)

     

  4. The user that was just configured will now need to access the mobile application and attempt to log in.

Important Message – Aptora Mobile II – User Configuration

When logging in, users may receive a notice that says “Aptora Mobile II cannot connect to your office database because you already have the maximum number of connections allowed. Aptora Mobile II will only allow a certain number of connections (users logged in) to your company database. The number is determined by the number of licenses your company has invested in.

Example: 5 concurrent users = 5 separate licenses.

If this happens, please ask another user to log out or contact your Aptora Sales Representative to acquire more licenses.

Related Content

https://www.aptora.com/help/aptora-mobile-preliminary-setup-information-networking/

https://www.aptora.com/help/security-total-office-manager-user-list/

Aptora Mobile II – Preliminary Setup – Part 3 of 3: Install IIS

Introduction

This is a continuation of Preliminary Setup – Part 2 of 3: Port Forwarding and Preliminary Setup – Part 1 of 3: Networking.

Registered Domain or Sub-Domain

You will need to obtain a registered domain (e.g. Aptora.com) or sub-domain (e.g. mobile.Aptora.com) for use with Aptora Mobile II. The domain or sub-domain you obtain will be entered during the installation process (Host Name) and is the site you enter into your browser to access Aptora Mobile II on various devices once the configuration is complete.
You can obtain and register your domain through any domain name registrar, such as GoDaddy or Verisign.

Installing Internet Information Services (IIS)

Before beginning with the installation of Aptora Mobile II, you will need to install IIS 7+ onto your server machine (required). Depending on the version of Windows you are running, IIS should be preinstalled, though you may need to ‘turn it on’. IIS 6.0 and below are no longer supported with Aptora Mobile II. It may not be possible to install IIS 7.0+ on Windows XP or Windows Server 2003. The following images represent IIS 8 display.

To turn on the Windows Feature, Internet Information Services (IIS), go to Start | Control Panel | Programs. Then click ‘Turn Windows features on or off’ on the left.
Please reference the following screenshots to determine which features of IIS are required. All features not highlighted in the screenshot below are optional.

  • Tip: For any features not highlighted, when in doubt, check it. There’s no harm enabling features of IIS that you may not need or use as long as all the requirements are met. The following screenshots display the minimum IIS options to select. Again, depending on the version of Windows you are running, the IIS menu options, windows, and forms may appear in a different display. You can find the version of IIS installed on your machine by opening IIS, clicking the ‘Help’ button, and selecting the option ‘About Internet Information Services’.

From the ‘START’ menu on the machine, open the Control Panel and select the option “Programs”.

 

1.-Programs-and-Features

Within the ‘Programs and Features’ window, select the option to ‘Turn Windows features on or off’.

 

2.-Turn-on-Windows-Features

The ‘Windows Features’ window will open. Click the ‘+’ sign next to ‘Internet Information Services’ to expand the folder and select the appropriate features.

 

3.-Internet-Information-Services-Collapse

View the screenshots below, and ensure everything that is highlighted is selected on your machine.

4.-IIS-Features-1 4.-IIS-Features-2

4.-IIS-Features-3 4.-IIS-Features-4

4.-IIS-Features-5 4.-IIS-Features-6

4.-IIS-Features-7

 

 

After turning on the IIS features, click the ‘OK’ button to apply the changes and continue. A Windows message will alert you that the changes are being applied. A final Windows message will alert you when the changes have been made. Click the ‘Close’ button on the message and close out of the ‘Windows Features’ window and the Control Panel.

You are now ready to install Aptora Mobile II on your server.

Related Content

https://www.aptora.com/help/how-aptora-mobile-ii-connects-to-your-server/

Aptora Mobile II – Preliminary Setup – Part 2 of 3: Port Forwarding

Introduction

This is a continuation of Preliminary Setup Information : Networking.

Port Forwarding

To provide a basic explanation of the term, Port Forwarding is when you configure your network router to proactively identify and redirect every packet to travel on specific electronic lanes. Instead of having every packet stop at each port in turn until it finds an open port, a router can be programmed to expedite the process by identifying and redirecting packets without having them stop at each port, quickening the data send and receive process. Your router then acts like a type of hyper-fast traffic policeman who directs traffic in front of the tollbooths (ports).

Before you can begin to configure ports you will first need to determine your connection type, login information, and how to properly configure your router, modem, or firewall. Because there are literally hundreds of different routers or modems that could be in use, it is not possible to provide an all-inclusive walk-through for each type and model within the scope of this manual. For any specific access or configuration questions, please contact your network administrator, your device manufacturer, and/or browse to www.PortForward.com, which contains an excellent database of router specific instructions for port forwarding

Common Connection Types

  • DSL Connection with Only a Modem
  • DSL connections typically utilize a DSL modem and a router. However, there are also modem models that can be configured as a modem and router all-in-one combo. This configuration is known as ‘route mode’.
    • Log into your DSL Modem
    • Browse to the port forwarding section of the modem o Configure forwarding on a port with the following information:
    • Port: 80
    • Points to _____._____._____._____ (Internal Static IP)
    • Set Protocol to TCP and UDPDSL connections typically utilize a DSL modem and a router. However, there are also modem models that can be configured as a modem and router all-in-one combo. This configuration is known as ‘route mode’.

 

  • Bridged Mode Connection
  • When a modem is in ‘bridge mode’, it acts as a ‘pass-through’ device; the first device attached to the modem will receive the public IP or static IP. When this happens, there will typically be a router in place that holds your static IP. There are many types of routers in use. The following is an example of a common router configuration for a Linksys router.
    • Log into your Linksys router by browsing to the IP address of the router (typically 192.168.1.1)
    • Click on ‘Applications and Gaming’
    • In the first column, ‘Application’, enter a name for the application. This name can be anything you wish. ‘Server’ is a good name for the purpose of this configuration.
    • For the Start port, type in the number 80
    • For the End port, type in the number 80
    • Set the Protocol to Both (for protocols TCP and UDP)
    • In the IP Address fields, enter in your server’s internal IP address (e.g. 192.168.1.252)
    • Check the Enable checkbox
    • Repeat steps 3 – 8 to configure a second entry for port number 443
    • Save your changes
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