Association > Additional Info

The Association > Additional Info page stores additional information about an individual association, such as pool information, ARC guidelines, and Board meeting details. This article explains how to update that information, use it in email templates, and add new groups and fields.

Note: Groups and fields in Association > Additional Info are customizable, so you must edit this information manually. You cannot import it.

Contents

• Tabs
• Export
• Update Association Additional Info
• Use Additional Info in Email Templates
• Add New Additional Info Groups and Fields

Additional Info

Like all pages in the Association menu, Additional Info is specific to each association. To change associations, click the blue association name to open the Association Search window, and then select the association.

Tabs

Association > Additional Info can have multiple tabs:

• General: Contains the basic groups and fields for your information. These fields are global and searchable.
• Closings: Contains closing-specific details. This tab is available only if you have an integration enabled with HomeWise or CondoCerts.

Export

You can export data from Association > Additional Info in two ways:

• Export This Association to Excel: Exports all groups, fields, and data from the selected association.
• Export All Associations to Excel: Exports the fields of the selected group for all associations in your portfolio in the same file. For example, select the Pool group and click Export All Associations to Excel. This is helpful when auditing your data to ensure all associations have the correct data.

Update Association Additional Info

1. Navigate to Association > Additional Info.
2. Click the Select an Association link, and then select the association you want to update.
   If a different association is already selected, click the association name instead.

After you select the association, Vantaca displays all the association additional info fields that are currently available.

3. Scroll to the group you want to update, and click the caret next to the group to expand it.
4. Click Edit on the record you want to edit.
   A popup opens with all the fields in the group. If you do not have the Edit button, contact your System Administrator to adjust permissions settings.
5. Enter the information in the fields.
   Anything you enter here is specific to the selected association.
6. Click Update.
   Vantaca saves the information to the association.

You can edit the information at any time by clicking one of the Edit buttons.

Use Additional Info in Email Templates

All the fields in the Association > Additional Info screen are available as custom merge tags in email templates. If you have permission to edit email templates, you can find the fields as tags in the Email Designer. Tags are named by their group name followed by the field name.

Add New Additional Info Groups and Fields

With the necessary permissions, you can add, edit, or delete association additional info groups and fields globally for all associations.

1. Navigate to Settings > Custom Info > Association Info Group.
2. Click +New Association Custom Data Group to create a new group.
3. Enter the name of the new group, and then click Update to finish creating the group.
   
   
4. Navigate to Settings > Custom Info > Association Info Fields to add fields to the new group.
5. Select the group you just created from the Choose a Data Group dropdown.
   
   
6. Click +New Field to add a new custom field.
7. Enter the Field Label.
8. Select the type from the Field Type dropdown.
   Each field type determines how the information in the Additional Info record is formatted:
   • eMail: A validation checks whether the information is formatted as an email address.
   • Phone: Information is displayed in a phone number format, (XXX) XXX-XXXX.
   • Textbox: A small text field is available.
   • TextArea: A large text field is available.
   • Date: Information is displayed in a date format (MM/DD/YYYY).
   • Number: Only numerical values can be entered. The provided box lets users add or subtract one number at a time.
   • Currency: A dollar amount.
   • Checkbox: Only a checkbox is provided. An unchecked box displays as N, and a checked box displays as Y.
9. (Optional) If there is more than one custom field, select the order you want the fields to appear in on the screen.
10. Click Update to save.

You can now use the new group and fields. Navigate to Association > Additional Info, expand the custom data group, and click Edit to enter information.

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