Proxy Manager

The instructions in this article relate to Proxy Manager. The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

This screen is for setting up a list of Proxy Holders prior to the preparation of an Attendance & Voting Register. Permanent proxies noted in the Roll will be preset. The proxy list may be amended prior to a meeting if required.

Proxy Manager | Producing a Report

The Proxy Manager uses the Report Distribution screen (as of StrataMax version 5.6.119). For more information about all of its buttons, options, features, and functions, see the Report Distribution article. This section serves as a quick reference guide on how to produce the proxy report, along with any requirements and limitations it has.

In order for a proxy to appear on this report, it must first be added to lots in the Roll. Please see how to add other contact types to a lot for more info.

1. Search or select Proxy Manager.
2. Click the Advanced button in the top right to display more options, buttons, tick boxes, the recipient list, etc.
   • The button name will change to 'Simple', which can be clicked to hide all the options, buttons, tick boxes, the recipient list, etc
3. If you would like to run the report for multiple buildings, click the ellipsis button next to the Building field in the top left. Then choose (tag) the required buildings, and click OK.
4. If you would like to limit the report to display specific accounts, then click the ellipsis button next to the Accounts field in the top left. Then choose (tag) the required accounts, and click OK.
5. Use the 'Report Set' Save button if you have added additional Reports or Attachments and you would like to save these as a report set to be used again in the future.
6. To configure the report, click the cogwheel next to the report/template name.
   • Report Order changes the order of the data in the report in alphanumeric order.
   • Include Lots with no proxy can be ticked to include lots in the report even if no proxy is present in that lot.
   • Template is a drop-down to select a different template for the report, but currently there is only one template.
7. An additional Report or Attachment can be added by clicking the relevant buttons.
8. Choose the Distribution Method: Post, Email, Save Report, Use Preferences, and configure each by clicking their respective cogwheels.
   • In the 'Report Publish' screen there are additional options to e-mail the report, save it DocMax, or save it to a Windows folder.
9. By default Internal Users is the default Recipient Type, and the current user is selected to receive the report. But the Recipient Type can be changed, and more recipients can be selected in the list to receive the report as well.
10. Click the Excel Report button to export the report to an Excel sheet.
11. Click Proceed to display the 'Report Publish' screen where the report can be reviewed before being sent/printed/saved.
    
    
    
12. In the 'Report Publish' screen, use the relevant buttons to  e-mail the report, save it DocMax, or save it to a Windows folder.
13. If the report is being run for multiple buildings, click through the recipient/s on the left side to view the report for each building.
14. If you would like to e-mail/send to multiple recipients, click Proceed. Or click Cancel to close the 'Report Publish' screen and go back to make any required changes.

Proxy Manager Configuration [Old]

1. No Records Printed Report
If a report produces no records, choose what happens:

• Confirm Each Time
• Always Print Report
• Never Print Report

2. No Records Printed Report - Global Report
If a report produces no records, choose what happens:

• Confirm Each Time
• Always Print Report
• Never Print Report

3. Global Reports Open Access
If ticked, the the global report process will not check locked buildings.

Enter or Edit a Proxy for a Lot [Old]

If a Proxy is entered into Proxy Manager this will be reported instead of Nominee or Representatives in the Roll. 

1. Search or select Proxy Manager. 
2. Click the Proxy Editor option, and then click Proceed.
3. Select the lot account to edit a proxy for, and click Edit.
4. Click on one of the following options to select it:
   • No Clearance - None of the previous proxies will be deleted.
   • Clear Non-Permanent - Only the previous non-permanent proxies will be deleted.
   • Clear Expired Proxies - Only expired proxies will be deleted.
   • Clear All Proxies - All proxy records, permanent and non-permanent will be deleted.
5. The list of lot accounts for this building will be displayed in Lot Account order > select the lot account to enter a proxy for and click Edit.
6. Type in the Proxy Name.
7. Type in the Date Appointed.
8. Type in the Expiry Date for this proxy if they are non-permanent.
9. Type a Y for yes or a N for no in Permanent.
10. Add any Conditions.
11. Click on OK.

Delete a Proxy for a Lot [Old]

1. Search or select Proxy Manager.  
2. Click the Proxy Editor option, and then click Proceed.
3. Select the lot account to delete a proxy for.
4. Click Delete (Deletes the proxy information, but not the record).
5. Click on Close.

Print the Proxy Report [Old]

These instructions include previewing the report before printing it.

1. Search or select Proxy Manager.
2. In the options section click on Proxy/Nominee Report so that it is marked.
3. If you wish to preview the report before printing it, click on Preview Report so that it is marked.
4. Click on Proceed.

5. Click on the report sort order to use. The list will be printed in order of the selected field:
   • Account Number.
   • Lot Number.
   • Owner.
   • Proxy Holder.

To set this sort order as the default for all buildings, click on Set as default so that it is marked.

6. Click on OK.
7. Tag all or a selection of lots to be printed in this report, and click OK.
8. If you chose to preview the report first then it will be displayed. 
9. If presented with the Report Setup print options set the options as you require, then click on OK to print/ produce the report.