Summary: This article provides instructions for editing/updating Association Additional Info as well as instructions for using Association Additional Info in letter and email templates.
The Association Additional Info menu is used to store additional information specific to an individual association. This article will provide guidance for how to update and use this additional information.
2 – Update Association Additional Info
To enter additional information for a specific association, navigate to Association > Additional Info and select the association you want to add info to by clicking on the “Select an Association” link at the top.
***Note: If you have a different Association selected, click on the Association Name to select the desired Association.
1 – Navigate to Association > Additional Info
2 – Select the association by clicking on the link in the top
Once the desired association is selected, a list of all association additional info fields that are currently available will be displayed. Now you can update that information.
In this example, we will update the Library group for Presidential Hills. Scroll down to the group Library, drill into the Group by clicking on the triangle to the left of the desired Group and then use the Edit button on the right side of any of the record you wish to edit in that group. A popup will appear with all the fields in the group, and that’s where you enter the information. Anything you enter here is specific to the selected association.
***Note: If you do not have this have the Edit button, contact your System Administrator to adjust permissions settings.
3 – Enter the information by clicking on one of the Edit buttons
After clicking Update, the information you entered will be saved to the association:
4 – After clicking “Update” in the previous screen, the information for the association is updated
You can edit the information at any time by clicking one of the Edit buttons.
2 – Using the Additional Info
All the fields in the Association Additional Info screen are available as tags in the letter and email templates. If you have permission to edit those templates, you’ll find the fields as tags in the Vantaca Word Add-in and in the Vantaca email template editor. They will be named by their group name followed by the field name (if the add-in is already opened, click “Reload” at the bottom to update):
5 – Vantaca Word Add-in
6 – Vantaca Email Template Editor
7 – Received email in Outlook with the tags
3 – Add new Additional Info groups and fields in Settings
With the required permissions, new fields and groups for the Association Additional Info screen can be added, edited, or deleted globally for all associations. In this example we will add a group for Block Parties and then add custom fields to the Block Parties group.
Navigate to Settings > Custom Info > Association Info Group to create or edit a group.
8 – To create a new Association Additional Info group, navigate to Settings > Custom Info > Association Info Group
Select “+ New Association Custom Data Group” near the top of the screen. A new record will appear, where you can type in the name of the group. Then click “Update” to create your new group.
9 – Select “+ New Association Custom Data Group” at the top, enter the group name and click Update on the right
Now that the group Block Parties has been created, Additional Info Fields can be added.
Next, navigate to Settings > Custom Info > Association Info Fields to create fields for a group.
10 – Navigate to Settings > Custom Info > Association Info Fields
From the dropdown next to “Choose a Data Group”, choose your newly created group – in this example, Block Parties.
11 – The group that you just created will be visible in the dropdown
There are no fields defined yet. After selecting the new group, click “ + New Field” at the top and a blank record will generate. This can be edited with your desired information.
12 – Enter the information after clicking “New Field” at the top
In the left-most box enter the Field Label. The next box, Field Type*, is a dropdown to choose what type of customer info field you would like to generate. The third box is the order in which you want the custom field to appear within in the select Group.
*Note: The different options of the Field Type define how the information in the final Additional Info record (located: Association > Additional Info) has to be formatted. There are 8 options:
eMail: the system will check whether the information is formatted as an email address.
Phone: the information will be displayed as a phone number.
Textbox: a small amount of free text can be entered.
TextArea: a large amount of text can be entered.
Date: the system will display the information as a date.
Number: only numerical values can be entered. The box in Homeowner Additional Info will be formatted to add or subtract one at a time by clicking on the side of it.
Currency: a dollar amount.
Checkbox: only a clickable checkbox will appear. Unchecked displays “N”, checked displays “Y”.
For our example we will use a few different types of Custom Fields:
13 – Two Textbox types, a Phone type, a Checkbox and a Currency
To populate the newly created Association Additional Info fields with information for a specific association, navigate back to Association > Additional Info and follow the steps outlined above under 1 – Update Association Additional Info.
14 – Populate the new Association Additional Info fields
15 – View after populating the new fields for a specific association
Notice that all the new fields are now also available as tags in the Vantaca Email Template Editor and the Vantaca Word Add-in (click “Reload” if the add-in was already open):
16 – Vantaca Word Add-in now has the new fields available as tags
17 – Vantaca Email Template Editor now also has the new tags available