The Architectural Review (ARC)Voting feature allows board members to vote on architectural requests. It is not automatically turned on for management companies or associations. For the best functionality, follow the default configuration procedures in this guide. 

Contents

• Board Roles
• Action Types/Steps
• Association Settings

Board Role Permissions

Configure the following role/permissions for any board user that will use the ARC Vote functionality: 

1. Navigate to Settings > Roles.
   The Roles page displays.
2. Use the search field to find the role you want to allow to view the ARC Management page.
   Note: Your management company may have changed the name of this page.
3. Click the caret next to the role name to open it (ensure the Security tab is selected).
   For example, ARC Committee.
4. Go to the Portal section and click Edit next to Board ARC.
   The Edit Role Security screen opens.
   
   
   
   
5. Make the following selections:
   • View: Allows users to view both the Board ARC option in the navigation menu and the ARC Management page.
   • Add/Update: Allows users to make changes in the ARC Management page.
     
6. Click Save changes.

For more information about Vantaca Permissions, see the "Role Securities" article.

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Action Types / Steps

You must adjust the flow of your existing ARC action item to use ARC Voting. If you have different ARC Models that you want to move to ARC Voting, make these updates for each different ARC configuration that will use this functionality.

Note: To slowly roll out ARC Voting (or if some associations will use the ARC Chair method instead), you can copy your existing ARC action item and use both methods. You can select which ARC Model to use in the Association Settings below. 

1. Navigate to Settings > Action Types / Steps.
2. Find the ARC Request Action Type that you want to update.
   
   
   
   
3. (Optional) Select Add New Step to create your Board Approval step.
4. Click the Rules for your Board Approval step.
5. For Decision Required?, select Vote.
   
   
   
   
6. For Next Step if Yes, select the desired option.
   Note: This field determines the outcome of your vote and how your association will handle ARC Voting. For example, you could use ARC Chair Approval, Management Company Approval, or move directly to Approved. See the table at the end of this procedure for more information.
   
   
   
   
7. For Next Step if No, select the desired option.
   
   
   
   
8. Click Update to save the rules for your Action Item Step.

You can configure this workflow based on association or management company rules, policies, or best practices. For example, you may select a different Next Step If Yes option based on the following scenarios:

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Association Settings

You can adjust the Association Settings to fit your particular needs. As with other association-specific items, you can also set your default on the model association and manage differences per association.

To view the ARC section in Association > Settings:

1. Navigate to Settings > Roles.
   The Roles page displays.
2. Use the search field to find the role to which you want to add ARC permissions.
3. Click the caret next to the role name to open it (ensure the Security tab is selected).
4. Go to the Association Settings section and click Edit next to ARC.
   The Edit Role Security screen opens.
   
   
   
   
5. Make the following selections:
   • View: Allows users to view the Association > Settings, ARC section.
   • Add/Update: Allows users to make changes in the Association > Settings, ARC section.
     
6. Click Save changes.

If you have the previous permission, the Association > Settings page displays an ARC section with the following permissions:

• ARC Model: This action item becomes the primary ARC workflow for this association. It is the action type created when a homeowner uses the Submit A Request > ARC Request page on the homeowner portal. When you create a new Action Item inside this association, it becomes the only ARC category Action Type in the dropdown list, except when using Additional ARC Models.
• Additional ARC Model: You can add multiple Action Types here which will be available when you create a new Action Item inside this association, as well as the ARC Model above.
• Require ARC Voting: This option controls if this association will allow ARC Voting on Vantaca Home.
• Approval Threshold: The upper limit for board member approval votes. After the threshold is reached, it automatically steps the Action Item to the Next Step if Yes step in the Action Item configuration.
• Decline Threshold: The upper limit for board member decline votes. After the threshold is reached, it automatically steps the Action Item to the Next Step if No step in the Action Item configuration.
• Modify ARC Name: This field determines all references to ARC within Vantaca Home. The new name reflects not only in Home, but in the following areas:
  • Left Navigation > ARC Page
  • Dashboard > Board Tasks widget
  • Dashboard > ARC Voting widget
  • ARC Management Page > Page Title

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