Try our new AI search - enter a question instead of a keyword!

Articles in this section

See more

Action Category Types

Avatar
Eddie Key
  • Updated
Follow

Action Category not only serves as a means of categorizing and organizing the various Action Types, but in some cases, it also determines what rules will be available when configuring the action item's steps. Please Note: Default Action Types should not be deleted as their functionality may include required system processes that are not inherently obvious on the frontend.

Categories:

 

Alerts

This action category type will allow you to create various types of Alerts. Note: For Payment related Alerts, there's a separate Payment Alerts Category.

    • Alerts are used for notifications for anything from Homeowner Amenity Reservations to informing a manager that there's been error with Transferring Funds.
    • The functionality of the alert may be directly tied to one of the available Type of Alert options, found when editing the rules. Note: The 'user' is whoever is configured to receive the alert via the Send To field.
  • Bank Account Balance is Below Minimum: Notifies the user when an Association's Bank Balance goes below the Minimum $ (Alert) value configured on the Association > Bank Accounts > Edit Bank Account form.
  • Action Type Configuration Error: Notifies the user when an Action Type has been configured incorrectly. Good for peer reviewing Action Types
  • Service Provider Insurance Expiration: Notifies the user when a Service Provider's Insurance is nearing expiration. See Service Provider Insurance and Expiration Reminders Article.
  • Association Insurance Renewal: Notifies the user when an association's Insurance Policy is up for renewal.
  • Invoice in Payment Warning: Notifies the user that an association has invoices in the Warning tab due to the Bank Balance being below the minimum balance.
  • Bank Return: Notifies the user when a manual bank return has been processed by a user.
  • Bank Return Notification: Notifies the user when a new bank return has been processed by your bank.
  • Funds Transfer Error Warning: Notifies the user when a Transfer has received an error. Action Item will provide information about why the transfer was voided.
  • Paylease Deposit Reconciliation Alert: Notifies the user that Paylease has issued a return.
  • Provider ACH Error Alert: Notifies the user when there's been an issue with a Service Provider's ACH payment.
  • Include Attachments in Print: When printing letters from this step, additional action will include all attachments on the action item, rather than just the attachments on the single step.
    • Note: This is not an alert, just an additional action.
  • Lockbox Import Needs Attention: Notifies the user that a Lockbox Import has experienced an error. Usually used to notify of a Lockbox File failure.
  • New Bank Account Request Approved: Notifies the user that a new bank account request has been approved. only applies to PPB/AAB
  • New Bank Account Request Denied: Notifies the user that a new bank account request has been denied. only applies to PPB/AAB
  • New Bank Account Request Error: Notifies the user that a new bank account request has experienced an error. only applies to PPB/AAB
  • Bank API Authentication Error: Notifies the user a Banking Integration's API authentication has failed.
  • Email Error Needs Attention: No current Functionality.
  • Amenity Event Date: Notifies the homeowner on the date of their Amenity Reservation
  • System Job Error: Notifies the user when a System Job has failed/experienced an error.
  • Amenity Reminder Date Notifies the homeowner of their Amenity Reservation per their reminder settings and the action item's reminder settings.

Back to Top

ARC Requests

This action category type will allow you to create ARC Request workflows. An ARC Request Action Item can be manually created within Vantaca as a new Action Item or created automatically if the homeowner has submitted an ARC Request through the Homeowner Portal. Check out this article for more information about stepping an ARC Request action item through the default steps: Action Items - ARC Request

When processing Mobile Inspections, Homeowners with ARC Action Items will have a green Dot next to their address. 

Back to Top

Bank Reconciliation

This is required for the Bank Reconciliation process to be executed. A Bank Recon XN will be created whenever a new bank account is created and is responsible for opening the next Reconciliation period on the Accounting > Reconciliation screen. 

    • Bank Reconciliation has its own set of Bank Recon Additional Actions:
  • Hold Until Follow Up Date
  • Bank Recon Balanced and Reconciled
  • Bank Recon UnMatched Item
  • Bank Recon Month End
  • Bank Recon Pending Month End

Back to Top

Bankruptcy

The Bankruptcy Action Type is used when entering a homeowner's account into bankruptcy. Bankruptcy Action Items can be found via Action Items > All Action Items and on the Homeowners > Ledger > Bankruptcy tab. Check out this article to learn How to Enter a Bankruptcy.

  • The Bankruptcy action item will include the BK button to appear on the action item in the Action Center panel, allowing you to enter the date of the bankruptcy which will serve as the date when the ledgers will be split.

Back to Top

Board Meeting

Action Type doesn't have any unique functionality that can't be accomplished by a Standard Action Type at this time. 

Back to Top

Closings

The Closings Action Category can be used to kickoff action items for creating new homeowner accounts or transferring owners.

When processing Mobile Inspections, Homeowners with Closings Action Items will have an Exclamation Mark (!) next to their address.  

    • Closings has its own set of unique Additional Actions:
  • Closing Package: No current function.
  • Create New Owner Action Item: For use with the Ownership Transfer action item. Additional action creates a new action item on the owner being transferred to based on the configuration under Association > Settings > New Owner Action Type on Resale.
  • Include Attachments to Print: When printing letters from this step, additional action will include all attachments on the action item, rather than just the attachments on the single step.
  • Send Documents: If enabled, Action Item Owner will receive a Closing documents email that includes all attachments on the action item. This email will use the email template on the action step, if it has been configured.
  • 3rd Party Document Received: For use with the Homewise API, creates a new action item with the document received from the homeowner via the endpoint and places assigns it to the homeowner.

Back to Top

Collections

Collections is the process of notifying a homeowner of delinquent balances which include a a wide variety of specific situations and will vary by association based on their individual needs.

  • Any collections Action Types you create will allow them to be selected as the Association's Collection Model via Association > Settings > Collections:

Back to Top

Emails

The Emails Action Category is used to convert emails into Action Items in Vantaca. The most common use of the Emails Category is the General Inquiry from Email Action Type. With this, homeowners can email the general communication email address and their message will be converted into an Action Item. See General Inquiry From Email Action Item article for more info.

  • Different Email Action Types can be assigned to separate email accounts under Mailroom > Email Accounts to kickoff different action types depending on your association's needs.

Back to Top

Generations

The actual Generating that occurs within this Action Category is handled by the configured Additional Action, which can range from Generating a Broadcast Message to Generating Coupons for Homeowners. A complete list of Generation related Additional Actions can be found in this article Action Step Additional Actions.

  • Generations may occur on a Bulk scale but each individual Child Action Items will be created and assigned to individual homeowners, in those instances.
    • Note: These Child Action Items will have a different XN than the Parent Action Item.

Back to Top

Homeowner Request

Homeowner Requests will appear as a Type of Request option for homeowners to submit to your association from their Homeowner Portal's Submit a Request Page. These requests will be automatically converted to action items once the homeowner has submitted them from the portal.

  • Note: This Homeowner Request is separate from the ARC Request, but similar to the Work Order Action Type in that the Homeowner Request Action Type will be displayed as available Type of Request options on the Portal's Make a Request page.

Back to Top

Invoices

Invoice Action Item behavior is handled via the available Invoice specific Additional Actions. Invoices are also directly tied to the Accounting > Pay Invoices/Approve Invoices screens as the current step will determine which invoices should be displayed on the screen(s).

  • Check out the Invoices section of the Action Step Additional Actions article for a complete breakdown of what each process the additional action executes when being stepped.

Back to Top

Junk Email

Functionality is not currently supported

Back to Top

Meeting

Functionality is not currently supported

Back to Top

New Association

Functionality is not currently supported

Back to Top

Notifications

Used for Homeowner Notifications. The only Additional Action currently available is Auto-Waive Fees, which will notify the intended homeowner that their fees have been waived with a record being logged in the Homeowner's Activity Notes.

Back to Top

Payment Alerts

Can be used to kickoff action items whenever various manners of payments have been initiated in Vantaca.

Check out these articles for additional info on Payment Alerts: Payment Alert Action Items, Action Step Additional Actions: Payment Alerts

Back to Top

Reporting

Action Items in this Category can be configured to generate and run any of the available Reports/Exports in Vantaca. This Category is primarily for internal reporting purposes but you may notice that various statements and reports are also being generated under the Standard Category

  • The Reporting's Category Additional Actions can be used to close a fiscal period or even generate an invoice image report to see all the invoices you've paid to a specific service provider.

Back to Top

Reserve Projects

Reserve Project action items are used to track large projects that are being funded from the reserves. This action type comes blank by default due to the subjectivity of large projects and the various steps throughout that will vary from association to association, but a standard build can be copied over from the Training Database if requested.

  • Reserve Project action items will populate in the Reserve Projects section of the Financial Overview Report.

Back to Top

Service Provider Items

Category can still be used for organization purposes for Service Provider related action items but there is no unique functionality for Action Types within this Category

Back to Top

Standard

These will be the majority of your action item types due to these being the child action item that get kicked off by Generations Action Type. This Category also houses the action types that will be used for things like providing homeowners their statements, broadcast messages, creating amenity reservations, and any number of other functions you want to create as an action item.

Back to Top

Support

Functionality is not currently supported

Back to Top

Text Message

Used to create an action item when a homeowner sends a text message. Like the General Inquiry Action Item, but for text messages instead of emails.

Back to Top

Violation Inspections

Handles Violation Inspection action items with the ability to start inspections, send inspection letters, and remove violations depending on the configured additional action item. See the Action Step Additional Actions article for more information about the available additional actions for Violation Inspections.

Back to Top

Violations

Used to communicate violations to homeowners. Letters are highly utilized here as this is how the association will communicate any violations to the homeowner once the violation action item has been kicked off.

When processing Mobile Inspections, Homeowners with Violations Action Items will have a red Dot next to their address. 

  • Make sure your Violation related Letters have all the necessary information for your homeowners and be sure to check out our Troubleshooting: Letter Template article and assign it accordingly to your violation action item.
  • Fines can be configured to be included on various steps of the violations process, check out the How to Setup a New Charge or Assessment article to learn how.

Back to Top

Work Orders

Used to kickoff Work Order/Maintenance/Requests that homeowners have submitted via the Homeowner Portal or for manually created Work Orders in Vantaca. Multiple action types can be setup for different work orders, depending on your association's needs.

When processing Mobile Inspections, Homeowners with Violations Action Items will have a blue Dot next to their address. 

 

  • Work Order Action Types will appear as Type of Request options in the Portal's Make a Request page, along with Homeowner Request Action Types.

Back to Top

Related articles

Comments

0 comments

Please sign in to leave a comment.