ARC Request Action Item

Summary:  This article explains how to review and process ARC Requests by using the ARC Request action type.

Note: The Action Item can be created when a homeowner submits the request from their portal, or can also be created manually by clicking + New Action Item on the Homeowners Action Items.

How is the ARC Request Created?

The ARC Request can be created in multiple ways. 

• Homeowner's Portal
• Manually through Vantaca

Homeowner's Portal

Homeowners can Submit a Request for several types of Action Items. If they select ARC Request, they choose their property, their Area of Work, add details, project dates, and add any attachments. 

Manually

The Action Item can also be created manually by clicking + New Action Item on any Action Item page. Typically, this will be created on a Homeowner's account.  

 

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How is the Action Item Built?

Default Configuration

Order No	Action Step	Send To	Reply To	Closing Step
1	Application Received	Manager	Manager
3	Notify ARC Committee	ARC Committee, ARC Chair	Manager
8	Notify Homeowner	Homeowner	Manager
10	ARC Review	ARC Committee, ARC Chair	Manager
20	ARC Decision - Approved	Manager	Manager
23	ARC Decision - Approved with Conditions	Manager	Manager
26	ARC Decision - More Info Needed	Manager	Manager
28	ARC Decision - Denied	Manager	Manager
30	Approved	Homeowner	Manager	Yes
40	Approved with Conditions	Homeowner	Manager	Yes
41	Denied Application	Homeowner	Manager	Yes
90	Request More Information	Homeowner	Manager	Yes
99	Owner Response	Manager	Manager
100	Response to Owner	Homeowner		Yes
101	Complete		Manager	Yes
102	Void		Manager	Yes

 

Application Received

The Application Received step will route to Manager's My Action Items with attachments and details provided by the Homeowner as described above. The Manager will review the details and attachments provided and see if there is enough information to pass to the ARC Committee. The Manager will then Approve or Decline, and send to the following steps. 

Approve

• 3 - Notify ARC Committee
• 30* - Approved
• 40* - Approved with Conditions

Note: The Approved or Approved with Conditions steps should only be used is the Association does NOT have an ARC Committe.

Decline

• 41* - Denied Application
• 90* - Request More Information

 

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Notify ARC Committee

This step sends a templated message to the ARC Committee via email, letting them know they have a new ARC request to review, and encouraging them to visit their portal to review the item. This Action Item will then automatically move to the Notify Homeowner Step.

 

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Notify Homeowner

This step sends a templated message to the Homeowner letting them know the ARC Committee has been notified and that their time period to review, if any, has begun. This Action Item will then automatically move to the ARC Review Step.

 

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ARC Review

While in this step, the Action Item is viewable by both ARC Committee and Chair, and they have the ability to review, message, and Approve/Decline the request. This is determined by their Role. See more details about the ARC Committee/Chair by visiting Vantaca Home - ARC Committee and the ARC Portal Items.

The ARC Committee may only message on the Action Item. This allows committee members to vote on the issue, while remarking their desire to approve/decline in writing on the Action Item. 

The ARC Chair is the only one that is able to Step this Action Item to the following steps:

• ARC Decision - Approved
• ARC Decision - Approved with Conditions
• ARC Decision - More Info Needed
• ARC Decision - Denied

An example of the ARC Chair selecting Approved with Conditions would show this display in their portal:

It is important to include what conditions need to be met for approval. 

 

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ARC Decision Steps

Any step that begins with ARC Decision is built to come back to the Manager. These steps do not go directly to the Homeowner by design. As the Management Company, it is important to be the arbiter of what information oes into legally-binding documents and letters, and so it is left to the Management company to interprety and edit any replies and responses coming from the ARC before they are put in writing to the Homeowner. 

In these steps, the ARC Request will once again populate in the Manager's My Action Items with the internal note and communication on their selected Next Step:

The Manager would then step the ARC Request to the corresponding final step based on the Committee's decision:

This will send email communication with an attached Approved or Declined letter to the Homeowner, as well as updating their request in the portal while closing the action item.

 

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Final Decision Steps

These steps are configured with the Final Approval/Denial letters. After the Manager confirms the ARC decision, stepping to these steps will email and attach the appropriate Letter Template, as well as close out the Action Item. 

 

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Owner Response

If the Homeowner replies to an email received, or replies via the portal while the Action Item is closed, it will re-open in this step. This will appear in the Manager's My Action Items, allowing them to review the response and act appropriately.

 

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Response to Owner

This step will send a response back to the Homeowner. This can answer any additional questions, but not not generate new letter templates or change a decision. It will close the Action Item.

 

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Request More Information

This step will send the below email communication to the owner, while updating their ARC request in the portal, closing the action item until owner responds or submits another request:

Be sure to include the missing items as a Note when stepping to this step, as this will pull into the templated message the homeowner receives. 

Any responses to this message will re-open the Action Item in the Owner Response step.

 

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Complete

This step will close the Action Item with no communication, such as if the Homeowner replies with "Thank you." and no further commucation is needed. 

 

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Void

The Void step will close the action item, as well as hide it from the Homeowner Portal entirely. This should be used for items created in error, or duplicate requests.