Table of Contents
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1 Introduction to Virtual Realty

1.1 Overview of System

• Rental/Sale property
• Picture of property
• Location (address, description of view)
• Style (bungalow, split-level etc.)
• Square footage
• Status (Available, Sold/Rented)
• Asking Price
• Amenities
  • Number of baths
  • Number of bedrooms
  • Appliances included
  • Garage(s)/parking facilities
  • Basement (yes/no)
• Lot size
• Listing realtor
• ID number (reference number) for listing
• Age of house
• Comments by realtor
• Owner info
• Offers made

Figure 1: Main Search Screen in Buyer Mode

All users have the ability to search for rental or sale properties using any combination of the listing details shown above (except `Ref #'). If a search is performed without any options being selected, all listings in the database will be available in the `Search results' box on the screen. The more options that are selected, the shorter the list will be in the `Search results' box. For detailed instructions on how to perform a search, see section 4 `Performing a Listing Search'. Any listing selected from the list in the `Search Results' box can be viewed (see Section 4.2 `Viewing a Listing') in detail, and then printed (see `Printing a Listing' section 4.4), if desired.

When a search has been completed, the options can be reset to the defaults by clicking on the `Clear' button.

The remainder of the functions are not accessible in `Buyer Mode'.

Each listing has a unique `Reference No.'. If the reference number is known, the listing can be quickly located in Realtor Mode (if it has not been deleted from the database) by using the `Search by Reference Number' (section 4.1) function. This function is particularly useful for several reasons:

• if a realtor wants to check if a listing is still available;
• if a realtor wants to enter an offer; or
• if an administrator wants to delete a listing from the database.

Just like its physical counterpart, the Virtual Realty database can accept new listings, and current listings can be modified or deleted. These can be done while in either `Realtor Mode' or `Administrator Mode', however listings can only be reassigned from one realtor to another realtor while in `Administrator Mode'.

Each listing is assigned one listing realtor. The listing realtor is the only user (other than the administrator) who can modify that listing, enter or view the listing realtor's comments and seller's information, or view the offers made on that listing. Any realtor or administrator can enter an offer on a listing.

Each realtor can modify only his or her own personal information, but an administrator can modify any employee's information, and add and delete employees.

1.2 Help

Help is available both dynamically and by clicking on the help button at the top of the screen. Passing the mouse pointer over active regions or buttons on the screen invokes the dynamic help function. Whenever the pointer moves over an entry field or a button on the screen, a description of its functionality is displayed in the help text window at the bottom of the screen.

If more detailed help is required, clicking on the `Help' button generates a pop-up window displaying a table of contents and an index searching function. The `Help' button is not available when another pop-up window is active, and is not available while in `Buyer Mode'.

There are four types of help available to the users of this system.

1. Dynamic Help
   
   Regardless of the user's access level, there is dynamic help available at all times. Whenever the pointer moves over a region of the screen associated with some function of the program, a description of its functionality is displayed in the help area set aside at the bottom of the screen.

   Steps:

   1. Move the mouse pointer over an active area of the screen.
      
   2. Read the instructions in the text window at the bottom of the screen.

2. Normal Help
   There is no 'Help' button for the buyer screen. The dynamic help is designed to be all that is needed for the buyers. In Realtor or Administrator mode there is a help button supplied with the pop-up dialogue boxes.

   Steps:

   1. Clicking on 'Help' on any pop-up dialogue box to invoke the help system.
      
   2. A pop-up window with information relative to the user's current task appears.
      
   3. Clicking on 'Close' in the help window will return the user to the previous screen.

3. User Manual Help
   The user manual has detailed instructions for the use of the system. Items can be found by using the table of contents provided at the beginning of the manual, or the index at the end.

4. Twelve Monkeys Help
   Along with the purchase of this system, is the availability of the customer service line. We would be happy to answer all questions that are either unclear or are not addressed by the above help systems.

2 Security

2.1 Access Modes

Each user of the Virtual Realty Database System will be assigned to one of the following groups: Buyer, Realtor, or Administrator. Members of the groups are granted appropriate database access privileges. When the application is started, the user will be required to log on by providing a Logon name (user ID) and password. From this, the system will be able to determine which group the user is a member of and enable or disable the appropriate system functions. The functions not available to a user will not even be visible. A user in `Buyer Mode' would not be aware that special realtor functions exist.

To prevent a realtor (using some means outside the application) from seeing the offers made on another realtor's listing, each realtor will be given his/her own offers table which only (s)he (and administrators) can access.

If an employee is to be temporarily denied access to the system, the administrator can change that employee's password (and reassign any associated listings). In this way the employee's record stays on the system and does not have to be reentered at a later date. It is not necessary for the administrator to know the employee's password to change it.

Figure 2: Change Password is accessed only through Administrator Mode

Finally, to prevent someone from determining the contents of the database file by direct inspection, the file will be encrypted.

3 Accessing/Exiting Program

3.1 Logging On

To access the Virtual Realty Database System from Windows, the user clicks on either the `VR Logon' icon or the `VR Buyer' icon, depending on the mode of access desired. If the system is to be used by buyers, the `VR Buyer' icon is used. Since no information in the database can be modified while in `Buyer Mode', no logon ID or password is required. The system opens to the main search screen.

If the user needs to be in `Realtor Mode', or `Administrator Mode', the `VR Logon' icon is used. The `Logon' pop-up window appears on the screen. A `Logon name' and corresponding `Password' must be entered correctly to access the system. Each employee is assigned a unique logon name (ID), and password by the administrator. The employee can change his/her own password under `Change Personal Information'. In the event that an employee forgets his/her password, the administrator can assign a new password under `Add/Modify Employee'.

If the user clicks on the `Cancel' button in the `Logon' window, the program is closed, and the user is returned to the windows screen.

Figure 3: Logon Pop-up Window

To log in:

1. click on `VR Logon' icon - the `Logon' pop-up window will appear on the screen
2. key in logon name, or click on `Cancel' to exit
3. tab to password block
4. key in your password
5. press `Enter' (or `Return') key on keyboard

Figure 1: Main Search Screen in Administrator Mode showing administrator's pulldown menu bar

At this point the system is now up and running and ready to go.

3.2 Logging Off

1. click on `Realtor' in the menu bar and then click on `Exit' from the `Realtor' pulldown menu; or
2. press the key combination Alt+Space, then selecting `Close' from the menu displayed; or
3. double-click on the system menu button (the small horizontal bar in the top left corner of the screen). This will select the `Close' option automatically.

If the user was in `Buyer Mode', the right mouse button is clicked in each of the four corners of the screen, starting with the top left corner, and moving in a counter-clockwise direction. If this sequence is not followed, control is given back to the main search screen. This sequence can be changed by the system administrator, to ensure ongoing security. This prevents buyers from accidentally closing the application.

4 Performing a Listing Search

4.1 Setting and Changing Search Options:

1. Radio button options, i.e. `Rent/Buy'
   (click precisely one of the buttons in order to select the choice associated with it)
2. Check box options, i.e. `NW/NE/SW/SE' boxes
   (click any or all of the boxes to select whether or not to accept the choices associated with them)
3. Simple pull-down options, i.e. `Style', `Garage' and `Basement:Yes/No'
   (click on the arrow in the box and select from the pull-down window that appears under the option box to select which particular option is desired)
4. Complex pull-down options, i.e. `Price', `Sq. Feet', `Age', `Lot Size'
   (click on either or both the lower limit and the upper limit boxes to specify a range of values for the particular option)
5. Special options for Realtor and Administrator modes,
   i.e. `Ref #', `Listings: All/Own'

Figure 4: Main Search Screen showing available search options

How to specify a set of search options:

1. Remember that all search criteria are optional. If you are not interested in the particular option (say, it does not matter to you how many bathrooms there are in the listings you are searching for) then you do not have to specify that particular option. For example, if you do not choose any options, all the listings in the database will be sent to the `Search Results' list box after the `Search' button is clicked.
2. Remember also that you do not have to specify these options in this particular order, but price is dependant on whether you are looking to rent or buy.
3. Select a price range from the `Price' complex pull-down option.
4. Select a property area range from the `Sq. Feet' complex pull-down option.
5. Select a style (e.g. bungalow, duplex, apartment) from the `Style' simple pull-down option.
6. Select the number of bedrooms in the properties from the `Bedrooms' simple pull-down option.
7. Select the number of garage parking spots in the properties from the `Garage' simple pull-down option.
8. Select the range of ages of the properties from the `Age' simple pull-down option.
9. Select the range of lot sizes of the properties from the `Lot Size' complex pull-down option.
10. Select the type of basement you want from the `Basement' simple pull-down option.
11. Select whether or not you want to rent or buy properties from the `Rent/Buy' radio button option (then select price range if desired).
12. Select in which quadrants you wish to search from the `NW/NE/SW/SE' click box options.

• Search by reference number of a particular listing by typing the number into the `Ref #' box. The reference number is a number between 1 and 9,999,999. All the other search criteria are ignored when you specify a reference number, however.

  Note: Error Handling

  1. Invalid data in reference # field:
     System will 'beep' if inappropriate data is entered;
     system will not initiate search until appropriate data
     is entered.

• Select whether you want to see only your own listings or all the listings that meet the criteria in the search options from the `Listings: All/Own' radio buttons.

Once you have specified all the options for your search, you are ready to actually to make your search request.

1. Click the `Search' button.

If you want simply to change a few of the options for a new search:

2. Re-enter the options you wish to change.
3. Click the `Search' button.

1. Click the `Clear' button.

4.2 Viewing a Listing:

1. Click on the up arrow on the scroll bar on the right of the `Search Results' list box to scroll the listing upward.
   
2. Click on the down arrow on the scroll bar on the right of the `Search Results' list box to scroll the listing downward.
   
3. Drag the thumb on the scroll bar on the right of the `Search Results' list box to scroll the listing in the direction of the drag.
   
4. Click on the listing you wish to view in the `Search Results' list box.

4.3 Viewing Seller Information:

Steps:

1. Find the listing you want to see seller information for. View the listing from the search screen. To view seller information for a particular listing, the listing must appear on the search screen.
2. Click on the "Realtor" pulldown menu.
3. Click on "Add/Modify Listing". A pop-up window will appear.
4. Click "View Seller Info". A pop-up window will appear.
5. • You can view the information and press "OK" when done.
   • You can modify seller information by typing in any changes and clicking "Save".
   • You can insert new seller information for a new listing by filling in the empty fields and clicking "Save".

Note:

Seller information can only be viewed by the listing realtor for a property. A realtor, Veronica, will not be able to see seller information for a listing that belongs to another realtor, Betty.

4.4 Printing a Listing:

1. Select a listing from the `Search Results' list box so that its information is displayed in the bottom of the search window.
2. Click the `Print' button.

5 Changing Listings

Figure 5: Main Search Screen showing Realtor Menu

5.1 Inserting a New Listing:

Figure 6: Add/Modify a Listing

Steps:

1. Click on the "Realtor" pulldown menu.
2. Click on "Add/Modify Listing". A pop-up window will appear.
3. Select the check box "Add Listing". The fields should be blank after you do this.
4. Fill in the information on the pop-up window.
5. Click on `View Seller Info' to add information about the current owners of the listing.
6. Click on `Browse Picture' to select a picture file to associate with the listing. This picture file must exist in the system already.
7. Click on `Save' to save the new listing to the database or click on `Cancel' to cancel the operation.

Figure 7: Modify Seller Information. Accessed via `Add/Modify Listing'

5.2 Modifying a Listing:

Steps:

1. Find the listing to be modified by searching for it. View the listing from the search screen. To modify any listing, it must appear on the search screen.
2. Click on the `Realtor' pulldown menu.
3. Click on `Add/Modify Listing'. A pop-up window will appear.
4. Select the check box `Modify Listing'. This box is by set by default when the pop-up window appears.
5. Change the appropriate information in the pop-up window. (eg. as in `Add a new listing')
6. Click on `Save' to save the modified listing to the database or click on `Cancel' to cancel the operation.

5.3 Deleting a Listing:

Steps:

1. Find the listing to be deleted by searching for it. View the listing from the search screen. To delete any listing, it must appear on the search screen.
2. Click on the `Realtor' pulldown menu.
3. Click on `Add/Modify Listing'. A pop-up window will appear.
4. Click on `Delete'. The listing is now deleted from the database.

5.4 Reassigning a Listing:

1. individually to new realtors; one listing at a time
2. all listings reassigned to a single new realtor

Figure 8: Reassign Listings

To reassign one or more listings from one realtor to another:

1. click on the `Administrator' pull down menu
2. click on `Reassign Listings' - a pop-up window will appear
3. select the realtor you want to reassign from in one `Realtor' box by clicking on the down arrow next to that box
4. select the realtor you want to assign to in the other `Realtor' box
   • if you want to reassign one listing,
     1. click on that listing
     2. click on the `One' button with the arrows pointing in the direction you want to assign to (ie. One>)
   • if you want to reassign all listings from one realtor to the other
     1. click on the `All' button with the arrows pointing in the direction you want to assign to (ie. All>)
5. repeat this process until all reassignments are complete.
6. click on the `Close' button when finished reassigning listings

6 Listing Realtor's Comments

6.1 Viewing the Listing Realtor's Comments

1. Click on 'Comments' from the 'Realtor' pull-down menu.
2. Click on 'OK' to close the 'Comments' box.

Figure 9: Listing Comments hidden from guest mode

6.2 Adding the Listing Realtor's Comments

Figure 15:Agent information

6.3 Locating the Listing Realtor

1. click on the 'Realtor' pulldown menu
2. click on 'Agent info' - the listing realtor's information is displayed in a pop-up window
3. click on 'OK' when done

7 Offers on Listings

7.1 Make An Offer

Figure 10: Make an Offer

If a realtor wants to enter an offer for a listing that is not displayed on the screen (s)he must:

Note:

If a user wants to use the shortcut keys then they will be shown below in brackets beside the steps.
1. Enter the listing reference number in `Ref #'
2. Click on `Search' button - the detailed information is displayed
3. Click on `Realtor' pulldown menu. (Alt-r)
4. Click on `Make Offer' (m or use up/down keys)
5. Enter the offer
6. Click on `OK' to enter offer and return to search screen

7.2 Display Offers

If a realtor wants to display the offers for a listing that is not displayed on the screen (s)he must:

1. Enter the listing reference number in `Ref #'
2. Click on `Search' button - the detailed information is displayed
3. Click on `Realtor' pulldown menu. (Alt-r)
4. Click on `View Offers' (v or use up/down keys) - `Offers' pop-up window is displayed
5. Click on `OK' to return to search screen

Note:Field requirements
1. Reference Number : 1 - 9,999,999
2. Offer value : 1 - 9,999,999,999
   Decimal ignored

Note: Error Handling
1. Invalid reference number
   results in an error message saying "invalid reference" in error dialogue box
2. Invalid offer amount results in an error message saying "invalid offer" in error dialogue box

Figure 11: View the Offers on a Listing

8 Employee Information

Figure 12: Main Search Screen showing Administrator Menu

8.1 Changing Personal Information

• phone number
• pager number
• fax number
• e-mail address
• password
• home address

Figure 13: Change Personal Information

If a realtor wishes to modify his/her personal information then (s)he must:

Note: If a user wants to use the shortcut keys then they will be shown below in brackets beside the steps.
1. Click on `Realtor' pulldown meu. (Alt-r)
2. Click on `Personal Info'. (p or use up/down arrows)
3. Click on the appropriate field to be modified.
   To change the password:
   i. Click on `Password'.
   ii. Enter old password and press `Enter'
   iii. Enter new password and press `Enter'
   iv. Re-enter new password to verify and press `Enter'
   
   Note: password will not be displayed on screen in plaintext.
   
4. Enter the new information
   
5. Click on `Ok' to save all modifications and return to the search screen.
   

8.2 Add/Modify Employee

• name
• access level
• phone number
• pager number
• fax number
• e-mail address
• password
• home address

Figure 14: Add/Modify Employee Information

If an administrator wishes to modify employee information then (s)he must:

Note: If a user wants to use the shortcut keys then they will be shown below in brackets beside the steps.

1. Click on `Administrator' pulldown menu. (Alt-a)
2. Click on `Add/Modify Employee'. (A or use up/down arrows)
3. Add / Modify Employee
   (a) Adding an employee:
   i. Enter the employee name
   ii. Select the Access Level using the pull-down listbox
   iii. Click `Change Password' to assign a new password
   iv. Enter the information of the new employee.
   v. Click on `Save'.
   vi. Click on `Close' to go back to the search screen.
   (b) Deleting an employee:
   
   i. Select the employee name from the name pull-down listbox.
   ii. Click on `Delete'.
   iii. Click on `OK' to confirm deletion.
   iv. Click on `Close' to go back to the search screen.
   (c) Modify employee information:
   1. Select the employee name from the name pull-down listbox.
      
   2. Click on the appropriate field to be modified.
      To change the password:
      i. Click on `Change Password'.
      ii. Enter old password and press `Enter'
      iii. Enter new password and press `Enter'
      iv. Re-enter new password to verify and press `Enter'
      
      Note: password will not be displayed on screen in plaintext.
   3. Enter the new information.
   4. Click on `Save' to save all modifications.
   5. Click on `Close' to go back to the search screen.

Note: Field Requirements

1. name: up to 20 char, case insensitive
2. password: up to 14 chars, case sensitive

   for both name and password
   - / \ [ ] : | < > + = ; , ? * are invalid

3. access level: must be selected from the listbox
4. phone number: (403)555-5555 must include area code
5. pager number: (403)555-5555 must include area code
6. fax number: (403)555-5555 must include area code
7. email address: strings up to 255 char
8. street: strings up to 255 char
9. city: strings up to 255 char
10. postal code: a1b c2d (exactly like that)

Note: Error Handling

1. Invalid data in any particular field:
   error message saying "improper field data" in error dialogue box
2. Minimal required fields:
   It is suggested that at least Name, Access Level (default 'Realtor'), and Password be entered. The other fields are optional.

9 Limitations

1. Search on sellers - as the system is currently set up, each listing is associated with a seller. For a user to view seller information, the ONLY way is to find a listing for the property the seller owns, modify the listing, then click "View Seller Info". This is perhaps not very elegant.

2. Cannot modify or delete offers made for listings.

3. The system does not keep track of potential buyers.

4. The way to quit from the 'buyer' mode is to click on four active secret areas. Kids, for example, may get to know this by observation and therefore be able to shut down the system prematurely. However, exiting from buyer mode without a keyboard does have it's difficulties, and this is the best solution to logging out that we could think of at this time.

5. The buyer cannot enter in a reference code for a search. However, for a buyer to enter a reference code, a keyboard would be needed and we thought it would be a better interface for buyers if they were only faced with using a mouse and not a keyboard.

6. Our customers wanted some way in which a listing could be removed from a search. For example, if the same listing keeps appearing after doing multiple searches, a customer may want to delete this listing from appearing in search after search. Unfortunately, we have not been able to implement this.

10 Index