Navigating the Homeowner Activity Notes Page

Summary: The Activity Notes Page displays all system and user-generated activity in an easy, searchable grid.  This article will demonstrate how to navigate the Homeowner Activity Notes page in the Vantaca system.

Objectives:

• Access and navigate the Homeowner Activity Notes page
• Make a notation on an owner account
• Attach documents within the Activity Notes
• Search for Activity Notes among multiple properties 

Instructions:

To view Homeowner account activity, hold your cursor over the Homeowners menu item on the top navigation bar, and select Activity Notes from the drop-down menu. 

Next, click on the Homeowner name or select a Homeowner link at the top of the page to search for and select the property owner.  (If you are already on the Homeowner account, you can quickly access the Activity Notes by clicking on the paper icon in the Homeowner Header). 

The Activity Notes page displays a chronological history of the activity from the owners' Action Items, messages, account ledger, and system-generated correspondence. To make a notation on the account, such as logging the details of a conversation with a Homeowner, click the +New Note button on the left-hand side. In addition to the Subject and Activity Note details, you can also include any attachments you need to save on the Homeowner account, including Word documents, PDFs, images, email files, etc.

The Activity Notes page is searchable by inputting criteria such as Date, Author, Activity, or keyword in the Comments/Notes section.

With the filter button, you also have the ability to filter for the specific content you are looking for.  For example, you can filter for notes that contain the word Owner, or filter out all broadcast messages sent to the Owner.

The Current Property tab shows activity on the property for the current owner. The All Owners tab shows activity for the life of the current property, including previous owner activity.  This is helpful for tracking work orders and other activity on the property throughout the property's history. The "This Owner" tab will show activity for this selected property in addition to any activity from other properties or accounts linked to the Owner.  This is especially helpful in finding information for Owners with multiple properties without having to navigate through multiple accounts.

*Note: By clicking the Export to Excel button this information can be exported to Excel and used as a report if the information is unavailable in any of Vantaca's pre-generated reports.