After a homeowner submits an Architectural Request, the Action Item goes through your specific Architectural Review (ARC) configuration and eventually needs approval.

Contents

• Architectural Review Approval Steps
• Access ARC Requests
• Architectural Review Voting Tool
• Architectural Request Management Page
• Architectural Request Details Screen
• Send Messages
• Committee or Board ARC Vote
• Vote
• Committee Chair Approval Step
• Management Company Approval Step

Architectural Review Approval Steps  

ARC approval steps can include:

• Committee or Board ARC Voting
• Committee Chair Approval
• Management Company Approval

Important: You can configure your process to use any of the approval steps in any order, leave out steps, and/or include some or all of them within the Committee or Board ARC Voting process. For example, an Architectural Request can go from a Committee Vote to Committee Chair Approval to Management Committee Approval or any other combination.

See the "Setup for Architectural Review Voting" article for more details about configuration.

Access ARC requests

The pages and tools in this section are common to most roles that can view, vote on, or interact with an ARC request. Each screen may look different depending on the role, specific permissions, and configuration.

You can access an architectural request through the following areas:

Note: Areas may be named differently due to configuration; for example, the ARC Voting area and ARC Management page may have different names based on the title in the Association > Settings > ARC section.

• Vantaca Home > ARC Management page   
• Dashboard
• ARC Voting tool
• Board Actions > ARCs page (available to board members only)

Architectural Review Voting Tool

The Architectural Review Voting tool sits on the right of the dashboard. This tool allows you to quickly access the architectural requests that need attention. The name of this area is customizable and depends on the Association Setting for ARC Name so it may look different on your dashboard.

This tool normally includes the following information about the ARC request:

• XN Number
• Address
• Attachments
• Voting status (approvals, declines, and pending)

Note: If you see an empty tool, you do not have any ARC requests assigned that you must accept/decline or move to the next step in the configuration. You can click Architectural Request Management to navigate to the Architectural Request Management page and see all ARC requests to which you have view permissions.  

Within the Architectural Request Voting area, you can:

• Use the arrows (1) on either side of the tool tool to scroll through your open architectural requests.
• Click Vote (2) to access the details of a specific request and continue with the voting process.
• Click Architectural Request Management (3) to navigate to the Architectural Request Management page (the name is customizable and depends on the Association Setting for ARC Name) where you can view each request.
• Click All ARCs on the Board Actions tool to access their list of architectural requests (board members only, see the following image).  

Architectural Request Management Page

The Architectural Request Management page (which may have a different name depending on your configuration) shows all ARC requests related to the association shown in the Account Selector at the top-right of the page. You can click the Account Selector to search for and select a different association.

Note: If the user is a board member in multiple associations and those accounts are merged, changing the selected account updates the visible requests.

The Architectural Request Management page includes the following features:

• My Items Only (1): Select to show only items that you can impact.
• Include Closed (2): Select to see all Architectural Requests.
• Time Period (3): Select a time period to show the architectural requests that occurred within it.
• Export (4): Click to export this table and manipulate the data.
• Save Settings: Click the Settings icon (5) to access options that allow you to save, restore, or reset the current table settings for future use.
• Columns (6): Click the Ellipses icon within a column header to update columns and include/exclude data.

This page is also accessible to all users on tablets and phones.

Pictured: Tablet View and Phone View

Architectural Request Details Screen

Click an architectural request to open the Architectural Request details screen (the name is configurable and may look different) and view the details of the request.

Click the Attachment paperclip (1) icon to open a preview page where you can view PDF and image attachments. If the request includes more than one attachment, select the one you want to view from the dropdown list. Click the Download icon on the preview page to download the attachment.

Note: If the ARC request is not part of a voting configuration the Vote button and status icons do not display on the details page.

Send Messages

If you are part of a step that includes configuration for sending and receiving messages, the Send icon will display at the bottom-right of the detail screen. 

To send a message:

1. Click the Send icon (1) to open the Send a Message tool (2).
   
   
   
   
2. Select an option from the Send To list. 
   The Send To list populates with the names/roles that can receive messages from this step. For example, in the following image, you can send a message to an Assistant Manager at this step in the configuration.
   
   
   
3. Enter your message.
4. Click the Send icon.

Committee or Board ARC Vote

After you configure an association to use Committee or Board ARC Voting, they can self-serve for this type of request.

Vote

Complete the following steps to vote on an ARC request:

1. Access the desired ARC request and click the request to open the details screen (the name of this screen is configurable and may look different).
   The Architectural Request details screen opens which includes a Vote button and icons that indicate the type of votes already held on this item:
   • Green: Approved.
   • Red: Declined.
   • Gray: Pending.
     
     
     
     
     
2. Click Vote to open the Architectural Request Voting screen.
   This screen includes the request message, XN number, Attachments (click the Attach paperclip icon at the top), and the Decline and Approve buttons. Previous votes and comments from other architectural voters display in the Activity section. 
   
   
   
   
   
   
3. Click Decline or Approve.
   A comment box displays. 
   
   
   
   
4. Enter a message in the comment box that will remain on the Action Item.
   
5. Click Submit.
   An approved message displays with an Edit Vote link. Click Edit Vote if you want to change your vote as new information is available. You can change your vote until the last vote is submitted on the request.
   Each individual vote saves on the Action item until the last person votes. After the last person votes, the system automatically moves the Action Item to the next configured step and closes voting for all other Committee or Board members.

Committee Chair Approval Step

The Committee Chair Approval step can take place as part of an ARC Voting process or remain as a separate step within a process that does not include voting.

1. Access the desired ARC request and click the request to open the details screen (the name of this screen is configurable and may look different).
   The Architectural Request details screen opens which includes the request message, XN number, Attachments (click the Attach icon at the top), and Decline and Approve buttons.  
   
   
   
   
2. Click Decline or Approve.
   A comment box displays. 
   
   
   
   
3. Enter a message in the comment box that creates a message on the Action Item.
4. Click Submit.
   The vote moves this Action Item to the next step configured in the process.

Management Company Approval Step 

The Management Company Approval step can take place as part of an ARC Voting process or remain as a separate step within a process that does not include voting. It follows the same process as the previous Committee Chair Approval step with the following exceptions:

• Board members will not see the option to vote or the Voting Status icons.
• Committee Chairs will not see the Approve button in the Request header.
• Boards cannot send messages when an ARC request is in this step.

This request remains in this step until it is approved or declined by a management company employee from Vantaca.net and then moves to the next step in the configuration.

To complete the Management Company Approval step:

1. Access the desired ARC request and click the request to open the details screen (the name of this screen is configurable and may look different).
   The Architectural Request details screen opens which includes the request message, XN number, Attachments (click the Attach icon at the top), and Decline and Approve buttons.