For many Associations, Architectural Review Committee (ARC) items are a time-consuming process. There are often multiple decision points, as well as Association-specific letters and communications that must go out. Vantaca can take a lot of the manual effort off your users with a little setup beforehand. This article will describe how to navigate both the Global- and Association-Level lists of ARC Types.
- Navigate the Global list of ARC Types Settings > ARC Types
- Navigate the Association-level list of ARC Types Association > ARC Types
- Find and add unused ARC Types for applicable Associations
- Add Association-specific rules and regulations to Letter Descriptions
- Add a new ARC Type to an Association
The Global List for ARC Types is found on the Settings > ARC Types page. This page includes ALL ARC items, located within all Associations. It is possible to add items directly from this page.
Best Practice: While there are some options here by default, take the time to add your organization's most common ARC Types before having users go in and create their own Association-specific items.
To create a New ARC Type, click + New ARC Type. From the box that appears, you can add a Description, a Letter Description, and mark an item as Default.
When a new ARC Type is added and marked Default, it will be active in all Associations.
Use this for items that appear in all, or nearly all, of your Associations.
In the example above, Antennas are marked as Default, so that ARC Type is active in all Associations. ARC Types not marked as default, such as Additions in the above example, are not active in all Associations but are still accessible if needed.
Each Association has its own list of ARC Types. These are located on the Associations > ARC Types page. When accessing this page, you'll first see the Association ARC Type tab. This tab shows all the currently active ARC Types for your Association.
To deactivate an ARC Type from this list, click the X Not Used button next to the item, then click Save Changes. This will remove it as an option when creating ARC Action Items, as well as move it to the Unused ARC Types tab.
NOTE: You MUST click Save Changes after clicking Not Used for your item to remain on the UnUsed list.
All items from the global list that are not active in the Association will be found on the Unused ARC Types tab. In our example, Addition can be found on this list. By clicking the Use button, it can be added as an active ARC Type to the applicable Association.
To add Association-specific rules and regulations for the ARC Types, just click and start typing in the Letter Description Field. After typing in the description, be sure to click Save Changes in the top left of the screen.
Note: This field can be tagged in the ARC Letter Templates.
Best Practice: The Letter Description is recommended for adding language from your Rules & Regs, CCRs, or ARC Guidelines. Think "Whenever someone creates this type of ARC, we should include this information."
Adding New ARC Types
If the ARC Type needed is not on the Association ARC Type list, click on the UnUsed ARC Types button to look for the item (as described previously). If the item is not on the UnUsed ARC Types screen, click the +New ACC Type button to add it.
Note: If adding the New ACC Type for just one Association, do not mark the Default box, and do not enter the Letter Description on this screen.
Instead, once the New ARC Type is added on the UnUsed ARC Types screen, click the Used button (as previously described). The New ARC Type will be moved to the Association ARC Type list. At this point, the Association-specific Letter Description can be added, as previously described.
Be sure to click Save changes in order to save the changes you make.
Homeowners submit ARC requests through the Homeowners Portal by using the Submit a Request page. When submitting this request they can select their Area of Work from the dropdown menu. This list is sourced from the Association > ARC Types.
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