Set Up Tracking Rules |
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If you plan to actively use WinTOTAL’s Tracking folders to help you keep track of your files, you must first take a few moments to define the list of reports you want to handle with those Tracking folders. To do so…
- In the Appraisal Desktop, click
Options, Tracking Rules.
- In the screen that appears, mark your preferred options to limit the list
of reports that appear in your Tracking folders. Options are:
- WinTOTAL Tracking Options – These Tracking options allow you to filter your report list to just those files that fall after a certain date and reside within certain folders.
- Date Cutoff Filter – If you want to ensure that old reports don’t clutter your Tracking folders, check the Don’t show reports in Tracking that are older than option and then select a cutoff date to filter our prior reports.
- Folder Filter – If you’ve carefully organized the folders in your File Cabinet, you may also need to limit the Tracking reports list to a specific set of folders. Click the Select folders to exclude from tracking link and check the box beside each folder you want to filter out of tracking.
- Exclude Folders – To exclude certain folders from your Tracking folders – such as your Tutorials or Templates folders – click the Select folders… link. Check each of the folders you wish to exclude, and then click OK. Any reports stored in these folders will not appear in any of your Tracking Folders.
- Athena Reports – If you’ve been using WinTOTAL for some time, it’s likely that you have some of the older Athena format reports throughout your File Cabinet. Depending on how long it’s been since you upgraded to Aurora, it’s possible that some of those reports are still active. These options help you gracefully handle those old reports in your Tracking folders. You have two options:
- Check the Automatically show option to place all Athena files in your “Completed” Tracking folder. If you need to refine the filter to ensure that active reports aren’t filtered out, check the Except for box, and specify a cutoff date and status to classify the newest Athena reports under a status other than “Completed.”
- If you were diligent about using Athena’s status tools, you can select the I used Athena’s status on my reports option and WinTOTAL will use your previous status information to sort your reports in Tracking.
- Upload Athena invoice data for your XSite – If you have an Enterprise level Appraiser XSite and you’ve enabled WinTOTAL’s XSite Integration, extra options appear at the bottom of the Tracking window to help you upload up to a year’s worth of old billing data to your XSite’s Tracking system.
- Check the Upload Athena report invoice data box and specify a cutoff date up to a year prior if you want to upload your old billing data to your XSite.
- To ensure that your old billing data doesn’t clutter your XSite’s Business Management system, you can classify these old reports as paid automatically. Just check the Automatically mark all invoices as paid box and specify a cutoff date to ensure that active reports aren’t inadvertently classified as paid in the process.
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