Action Type Rules

Action Type Rules control how action items behave at each step of a workflow. You can configure communication methods, automate progression between steps, add decision points, and attach templates and documents. The Rules screen consolidates all rule configuration into a single interface.
 

Contents

• Before You Begin
• Access Action Type Rules
• Action Type Requirements
• Configure Step Rules and Communication
  • Rule Configuration Tab
    • Communication Settings
    • Step Duration
    • Additional Options
    • Conditional Settings
    • Show Advanced Fields
    • Category-Specific Rules
  • Instructions Tab
• Attach Templates, Reports, and Documents
  • Template Validation
  • Validation Rules
  • System Activity Notes
  • Email Template Tab
  • Letter Template Tab
  • Reports Tab
    • Document Generation Order
  • Documents Tab
• Troubleshooting

Before You Begin

Navigate to Settings > Action Types/Steps to open the Action Types screen and see a list of your action types.

Action types are organized by categories such as Alerts, Call Center, Collections, Violations, and Work Orders. Each category determines which rules are available for configuration. For more information, see the "Action Category Types" article.

Tip: Click XN Lab on any action type row to open a visual diagram of the full step progression before you begin configuring rules. For more information, see the "XN Lab" article.

Action types include requirements that determine whether an association, property, or both must be selected when creating action items. These requirements have been simplified to two options: 

• Require Association

• Require Property

Important: Action types must contain at least one configured step. A hazard icon () appears next to action types without any steps. 

Access Action Type Rules

To access the rules for an action type step:

1. Navigate to Settings > Action Types/Steps. 
   The Action Types screen opens.
2. Click the caret next to an action type to expand and view all steps.
   
3. Before configuring rules, verify that the Send To, Reply To, and Portal Reply fields of the step contain the correct roles for receiving action items and communications at each step. The action type's Default Followers controls what roles are available for selection within these fields. For more information, see the "What are the Send To, Reply To, and Portal Reply Options on Action Item Steps" article.
4. Click Rules next to the step you want to configure. 
   The Rules screen opens with the step name in the title.

Action Type Requirements 

When editing an action type, the Requirement dropdown determines what information users must provide when creating action items of this type:

• Require Association: Users must select an association and can optionally select a property. 
• Require Property: Users must select both an association and a property. 

Certain action categories have preset requirements that cannot be changed:

• Require Association Only (cannot be changed): Generations, New Association, Vendor Items, Violation Inspections, Board Meeting, Bank Reconciliation, Work Orders, Alerts, and Invoices.
• Require Property (cannot be changed): ARC, Closings, Collections, Payment Alerts, Violations, and Bankruptcy.
• All options available (defaults to Require Association): Standard, Emails, Homeowner Request, Notifications, and Call Center.
• Require Association or Require Property available (defaults to Require Association): Reporting, Reserve Projects, Junk Email, Meeting, and Text Message.

When creating action items, the Owner selection field appears dynamically under the Action Type field based on the requirement setting.

Configure Step Rules and Communication

The Rules screen shows:

• Step Name (1): The name of the step being configured shows in the header.
• Vantaca Library (2): Opens detailed documentation about action type configuration.
• Guide Me icons (3): Provides in-app help that explains each section and provides best practices.
• Side-Navigation tabs (4): Use these to provide Rule Configuration, Instructions, Email and Letter templates, Reports, and Documents. 
• Show Advanced Fields (5): When enabled, advanced fields display on the screen designated by a Lightning Bolt icon: For details, see the Show Advanced Fields section.
• Hazard icons (6): Display when information is missing information. For example, if a step is missing an email template, a hazard icon displays beside the tab and within the rules if appropriate.
• Closing Step (7) : Enable to make this a closing step. Closing steps continue to display on the Steps subtable, but are only configurable within the Rules screen.

Rule Configuration Tab

The Rule Configuration tab controls the core behavior of each action step and contains the following sections:

Important: The fields displayed in each section dynamically adjust based on the action step type.

• Communication Settings
• Step Duration
• Additional Options
• Conditional Settings
• Show Advanced Fields
   

Communication Settings

This section includes the following fields.

Important: The fields displayed in each section dynamically adjust based on the action step type.

• Notifications: Select how to communicate when an action item reaches this step. Options include:
  • No Notifications: No communication sent. Exception: If you enter an email address in the Other Email field on an action item, the email will send to that address regardless of this setting.
  • (General User Preference): Uses the homeowner's communication preference on their account (email, text, or paper).
  • Paper: Sends only paper communication to the Print Queue. If you select Paper you must attach a letter template, report, or document or the notification does not send. Template validation warnings appear if required templates are missing.
  • Email: Sends only email communication.
  • Electronic (General User Preference): Sends an email or text based on the homeowner's portal preference.
  • (Billing User Preference): Uses the homeowner's billing preference for billing-related communications.
  • Electronic (Billing User Preference): Sends an email or text based on the homeowner's billing preference.
  • Paper and Electronic: Sends both paper and electronic communication. Note that electronic communication will be sent based on the homeowners selected electronic preference.
  • Electronic Preference, If None Then Paper: Attempts electronic communication first, defaults to paper if no electronic preference exists.

• Homeowner Communication (displayed as Mail Format for non-Generation categories): Determines which owners receive letters and how many letters generate per property. Mail Format now defaults to Primary Mailing Address Only for new action types. Available options vary by action category:

  •  For Generation category action types:
    • Primary Owner - Primary Contact: Generates one letter to the primary owner's primary contact address only.
    • All Owners - Primary Contact: Generates separate letters to each owner using only their primary contact address.
    • All Owners - All Contacts: Generates separate letters for all mailing addresses on file for all owners.
  •  For non-Generation category action types:
    • Primary Mailing Address Only: Generates letters only for the primary mailing address.
    • Mailing Addresses: Generates separate letters for all mailing addresses on file.
    • All Addresses - "Mailing Address with Name" tag: Generates mailings to all addresses using the Mailing Address with Name merge tag (does not auto-format for #10 envelopes).
    • All Addresses - "Mailing Address with Name" tag (Current Resident): Same as above, but sends to the property address with "Current Resident" if the mailing address differs from the property address.

  Note: The Homeowner Communication field controls which owners receive communications and how many letters generate. The actual delivery method (paper, email, text) is determined by the Notifications setting and child action item notification configuration for Generation category action types.

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Step Duration

This section includes the following fields:

Important: The fields displayed in each section dynamically adjust based on the action step type.

• Auto Step: Enable if you want to automatically advance the action item to the next workflow step when it reaches this step. You cannot use Auto Step with the Days to Remain at this Step field.
• Days to Remain at this Step: Enter the number of days the action item remains at this step before automatically advancing to the next step. Leave blank to remain in this step until manually moved. You cannot use this field when Auto Step is enabled.
• Repeat Notifications: Enter the number of days to wait before repeating the step communication. The system follows the same notification settings as the original message.

Additional Options

Performs special functions based on the selected Additional Action Category. See the Category-Specific Rules section for details about additional actions available for each category.

Important: The fields displayed in each section dynamically adjust based on the action step type.

Conditional Settings

This section includes the following fields:

Important: The fields displayed in each section dynamically adjust based on the action step type.

• Closing Step: Enable to complete the action item when it reaches this step and end the workflow process. If a step is marked as a Closing Step, you must select a Next Step if Yes to determine where the action item reopens if someone replies to it after closure. If you do not specify a Next Step if Yes, the system displays a warning when you save. If no step applies, select None.
• Decision Required: Limits where users can step the action item. When you select a decision type, only the steps specified in Next Step if Yes and Next Step if No become available options. Note that Admin role users can step anywhere regardless of this setting. Options include:
  • Board Decision: Allows both board members and management company users to Approve, Decline, or Step. this action item. Steps with this action type are used by Vantaca to determine whether to skip Board Approval for Collections and Invoices, based on Association Settings.
  • Management Co Decision: Allows both board members and management company users to Approve, Decline, or Step this action item. This action type does not affect Board Approval logic for Collections and Invoices.
  • Mgmt Co AND Board: Functions the same as Management Co Decision.
  • Mgmt Co OR Board: Functions the same as Management Co Decision.
  • Board Vote: Enables the Vote feature in the Board section of the Home portal (only functions for ARC Category Action Types).
• Next Step if Yes: Click within the field and select the step where the action item advances to if approved or if it meets progression criteria. This field is required for Closing steps and when using Decision Required. Use this field to create non-linear workflows where an action item skips steps based on conditions.
• Next Step if No: Select the step where the action item advances to if declined. This field only applies when using Decision Required.
   

Show Advanced Fields

Enable Advanced Fields to access additional configuration options. These rules provide specialized functionality for specific use cases. Depending on the step, some or all of the following fields may display:

Note: When you enable Show Advanced Fields, Vantaca saves your preference to the database. Your selection persists across all action steps and remains active even after you log out.

• Hide sender: Hides the step author from the portal and uses the email account's From Name instead. You can set the From Name in Mailroom > Email Accounts. This option is enabled by default.
• Hide from portal: Hides the action item from all portal users while in this step. The action item reappears when moved to another step.
• Send as BCC: Sends emails as BCCs, ensuring each recipient sees only their own email address rather than the full recipient list. This is enabled by default for privacy. Disable this setting for group communications like Board or Committee emails where recipients should see all parties included.
• Send to all emails: Sends emails to all homeowner email addresses on file, not just the primary address.
• Combine Attachments: Combines all eligible attachments from this step into a single PDF file.
• Block Payments: Blocks homeowners from paying electronically through Vantaca Home or through check via Lockbox. This option is commonly used in collections workflows. Note that accounts with recurring payments set up must be manually turned off. This setting is included on the validation file for most banking partners.
• Block Ledger: Blocks homeowners from viewing their ledger on the Vantaca Home portal. Depending on association settings, this may also prevent them from receiving coupons or statements.
• Hold Collections: Prevents Vantaca from creating new Collections Category Action Items for this homeowner, even if they have delinquent charges. This is commonly used during a grace period for new homeowners.
• Hold Fees: Prevents Vantaca from applying late fees to this account. This is commonly used during a grace period for new homeowners.
• Display Calendar Event: Changes how requested times appear on the Amenity Calendar. Set this even on closing steps for proper calendar display.
   

Category-Specific Rules

Certain action categories have additional rules that may appear under the Additional Options section.

• Generations Category:
  • Create Action Item: Select the action type that Vantaca automatically creates on each property when this generation runs. For example, the Generate Portal Login action type creates a New Portal Login action item for all included homeowners.
• Alerts Category:
  • Type of Alert: Determines what event triggers this action item. Options include Vendor Insurance Expiring, Vendor ACH, Low Bank Balance, and others.
  • Alert Criteria (# of Days): Sets how many days before the triggering event the action item activates. For example, setting this to 60 will alert users 60 days before a vendor's insurance expires.
• Collections Category:
  • Statement Message: Overrides the Statement Message from the Company Info screen. This message appears at the bottom of all homeowner statements while the action item is in this step. The Statement Message uses the following hierarchy (each level overrides the previous): Company Info > Action Type > Action Item Parameter > Statement Message field on the action item step. Text entered in the action item Description field does not affect the statement message.
• Invoice Category:
  • Include in Reconciliation: Makes this step selectable when creating a Post Expense from the Reconciliation screen. This is typically used on the PrePaid (Expense or AutoDraft) step of invoice action types.

For information about:

• Additional Action functions and when to use them: See the "Action Step Additional Actions" article.
• Configuring Group Email for Board/Committee communication: See the "Group Email" article.
   

Instructions Tab

Use the Instructions tab to provide internal guidance for users working with this step. Instructions help users understand what actions to take, what information to gather, or what decisions to make.

Note: Instructions are for internal use only and do not send to homeowners or external parties. They appear when users create or step action items.
 

You can enter instructions in the available field which supports rich-text formatting and HTML () and can include:

• Step-by-step procedures
• Decision criteria
• Links to internal resources
• Images or embedded content

You can resize the Instructions window or pop it out to a separate window for easier reference while working with the action item.
 

Attach Templates, Reports, and Documents

You can attach templates and documents to each step. Click the appropriate tab to add:

• Letter Templates: Letters that print or mail to recipients.
• Email Templates: Email communications sent to recipients
• Reports: Reports attached to communications or generated for this step.
• Documents: Document files attached to communications. The list is from Association > Documents.

These sections function exactly as they did previously, but now appear within the same screen as the Rules configuration.

Template Validation

When you configure a notification method, Vantaca validates that the required templates are attached. A warning icon appears beside the tab when required templates are missing and a warning message will show in the appropriate section to let you know what is missing.

Vantaca also validates email size limits. If your email communication (including all attachments, letters, and reports) exceeds 25MB, you will receive an error message. Reduce the attachment file sizes or remove unnecessary attachments before resending.

Note: Validation warnings do not prevent you from saving the configuration. They serve as reminders to complete template attachment.

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Validation Rules

• Email: Validates that the email template body is populated.
• Paper: Validates that a letter template, report, or document is attached (output checkbox must not be selected).
• Electronic preferences: Validates that the email template is populated.
• Paper and Electronic: Validates that both email template and paper template/report/document are attached.

System Activity Notes

When you save action item rules with validation warnings, the system adds the following note to System > Activity Notes: 
"Notification settings updated without required template/communications configured".

Email Template Tab

Use the Email Template tab to create or edit email templates that send from this step. Email templates support merge tags that automatically populate information from the action item, association, or homeowner.

Important: Email Templates are changing in an upcoming release! To get an early look (some items may be added, removed, or modified before release) see the "Email Templates" article.

To configure an email template:

1. Click the Email Template tab.
   
   
   
2. Enter your email content in the editor (Subject and Body).
3. Click Insert Tag to add merge tags for dynamic content. You can add merge tags to both the Subject and Body.
4. Click Save Email Template.
   Reply Method defaults to Reply Above for new email templates.

Important: If you set Notifications to Email or any preference that includes email, but do not configure an email template, Vantaca displays a warning icon on the Email tab. The warning indicates that recipients will not receive email notifications until you attach an appropriate email template.

For information about:

• Creating and managing email templates: See the "Email Templates 101" article.
• Adding Logos: See the "Add Association Logos to Email Templates" article.
• Available merge tags for dynamic content: See the "Merge Tags" article.
   

Letter Template Tab

Use the Letter Template tab to attach letter templates to this step. The available letters source from those set up in the Settings > Letter Templates area within Vantaca. Letters print to the print queue or send to third-party mailing services based on your notification settings.

To attach a letter template:

1. Click the Letter Template tab.
   
   
   
2. Locate the letters you want to attach and enter an Order No to determine the order in which the letters will be attached to that step of the action item. Letters that have been assigned order numbers automatically move to the top of their category with a count indicator. You can use the search bar to quickly locate specific templates. See the Document Generation Order section for more information.
3. Click Save Changes.

Important: If you set Notifications to Paper or any preference that includes paper, but do not attach a letter, report, or document, Vantaca displays a warning icon on the Letters tab. The warning indicates that recipients will not receive paper communications until you attach an appropriate letter template.

For information about:

• Creating and uploading letter templates: See the Vantaca Library "Letter Templates" section.
• Available merge tags for letter content: See the "Merge Tags" article.
   

Reports Tab

Use the Reports tab to attach reports to this step. Reports generate when the action item reaches this step and are included as attachments or send to recipients.

To attach a report:

1. Click the Reports tab.
   
   
   
   
2. Locate the report you want to attach and enter an Order No to determine the order in which reports should appear. Reports that have been assigned order numbers automatically move to the top of their category with a count indicator. You can use the search bar to quickly locate specific templates. See the Document Generation Order section for more information.
   When you enter an Order No for a report, the system automatically generates it as a PDF (the PDF checkbox has been removed as PDF generation is now automatic when an order number is assigned).
3. Click Save Changes.

Active reports appear in an In Use section at the top of the Reports dialog for easy reference.

For more information, see the "Types of Reports" and "How to View Vantaca Reports" articles.

Document Generation Order

When configuring paper documents (letters, reports, and documents) for action item steps, the Order field determines the sequence in which items generate and appear in the PDF packet sent to homeowners.

Order Number Guidelines:

• Assign unique order numbers (1, 2, 3, etc.) to control the exact generation sequence.
• Items are generated in ascending numerical order (1 first, then 2, then 3, etc.).
• Use the same principles across Letters, Reports, and Documents tabs.

Duplicate Order Numbers:

If multiple items share the same order number, the system uses the following tie-breaking rules to maintain consistent generation order:

1. Category Hierarchy: Letters generate first, followed by Reports, then Documents
2. Alphabetical Order: Within each category, items are ordered alphabetically by template name

Example: 

If you configure three items all with order number 1:

• Welcome Letter (Letters tab)
• Account Statement (Reports tab)
• Community Rules (Documents tab)

Generation order will be:

1. Welcome Letter (Letters category takes priority).
2. Account Statement (Reports category is second).
3. Community Rules (Documents category is last).

Tip: For precise control over document order, assign unique sequential order numbers to each item rather than relying on the category hierarchy. This ensures documents appear exactly as intended in the homeowner's packet.

Documents Tab

Use the Documents tab to pull documents from the Association > Documents Library or post documents to the Document Library from this step.

To pull documents from the Document Library:

1. Click the Documents tab, and then Add new record. 
   
   
   
2. Enter the File Path to the document location (e.g., Documents/Welcome Packet/). 
   Important: Do not select Output.
3. Click Update.

To post documents to the Document Library:

1. Click the Documents tab.
2. Click Add new record.
3. Enter the File Path where document should be posted. 
   Note: If the file path does not exist, Vantaca creates it automatically with a default security of Board.
4. Select Output.
5. Click Update.

For information about detailed document configuration, including dynamic tags, see the "Documents on Action Items" article.

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Troubleshooting

Q: Why don't I see the new Rules screen?

A: The enhanced Rules configuration screen requires the XN Rules Improvements feature flag. Contact Vantaca Support if you need access to this feature.
 

Q: I set my notification to Paper but nothing prints. What's wrong?

A: Verify that you attached a letter template, report, or document to the step. Check the left-navigation tab names for warning icons that indicate missing templates. The Output checkbox on the Documents screen must not be selected for the document to count as a paper communication.

Q: Can I still access the hamburger menu next to each step?

A: The hamburger menu has been replaced. The Delete button now appears directly on the main Action Types/Steps screen next to the Rules and Preview buttons. All other hamburger menu items (Instructions, Letter, Email, Reports, Documents) are now tabs within the Rules configuration screen.
 

Q: My action item isn't advancing automatically even though I set Days to Remain at this Step. Why?

A: Verify that you have not enabled Auto Step. You cannot use both Auto Step and Days to Remain at this Step together. If you want the action item to advance after a delay, disable Auto Step and enter the number of days in the Days to Remain at this Step field.

Q: I enabled Auto Step but the action item isn't moving immediately. What should I check?

A: Verify that Days to Remain at this Step field is blank or null. If you previously had a value in this field, clear it after enabling Auto Step. The two settings are mutually exclusive.

Q: Where did the Min Balance to Move On field go?

A: This field has been removed from Collections action type configuration. Collections workflows now advance based on duration, decision types, and other criteria. For more information, see the "Overview of Collections in Vantaca" article.
 

Q: Can I still configure a Statement Product Code for collections?

A: The Statement Product Code field has been deprecated and is no longer available in action type configuration.

Q: Why isn't my action item advancing automatically to the step listed in "Next Step if Yes"?

A: This happens when Auto Step is not enabled for that step.

To enable Auto Step:

1. Navigate to Settings > Action Types/Steps
2. Locate the action type
3. Click the caret (arrow) to the left of the Category to display the steps
4. Find the appropriate step and click the Rules button
5. In the Edit Rules screen and on the Rule Configuration tab, locate the Step Duration section on the right side
6. Toggle Auto Step on
7. Click Save Rule Configuration

Once Auto Step is enabled, the action item will advance automatically to the designated next step.
 

Q: Why is an email going out blank on an action item?

A: This occurs when the email template has not been configured on the action step. To check this, navigate to Settings > Action Types/Steps and locate the action type. Click the Rules button for the appropriate step, then select Email Template. Once you configure the template with the necessary text and merge tags (if applicable), emails will send with the correct information. Typical merge tags used here are Action Item Note or Action Item Description. For more information on available merge tags, review our Merge Tags article.
 

Q: Why does my action item advance to the next numerical step instead of the step specified in Next Step if Yes when the Days to Remain at This Step duration is reached?

A: To advance an action item to a non-sequential step after a specified duration, you must enable the Hold Until Follow Up Date Additional Action:

1. Navigate to Settings > Action Types/Steps
2. Locate the action type and click the caret (▶) to the left of the Category to expand its steps
3. Find the step in question and click Rules
4. Under Rule Configuration, locate the Additional Options section
5. Select Hold Until Follow Up Date from the Additional Actions dropdown
6. Click Save Rule Configuration

This configuration allows the action item to advance to the step designated in Next Step if Yes rather than following the default numerical sequence. For more information on Additional Actions, review our Action Step Additional Actions article.

Important Exception: Do not use Hold Until Follow-Up Date on Collections steps where Decision Required is set to Balance > Threshold or Balance > Lien Threshold. Using this additional action on balance-threshold steps overrides the automated balance decision logic and prevents the system from correctly evaluating whether the account balance meets the threshold.
 

Q: Why isn't my action item placing a document in the correct folder on the Association > Documents screen, even though the Output button is selected?

A: This issue occurs when the folder name in the document path doesn't exactly match the actual folder name in Association > Documents.

Solution:

1. Navigate to Association > Documents and note the exact folder name (including spelling, punctuation, and capitalization)
2. Go to Settings > Action Types/Steps and locate your action type
3. Click the caret (▶) to the left of the Category to expand and view the action type's steps
4. Click Rules on the appropriate step
5. Select Documents from the left-hand menu in the Edit Rules window
6. Verify that the document path matches the folder name exactly
7. If there are discrepancies, choose one of the following options:
   • Option A - Edit the document path: Click Edit, make corrections, then click Update to save
   • Option B - Edit the folder name: Navigate to Association > Documents, right-click the folder, select Edit Folder, update the Folder Name field, then click Update

Important: The document path must match the folder name precisely. Even minor differences in spelling, punctuation, or capitalization will prevent documents from being placed in the intended folder when the action item runs.

Q: What happens when an action item moves past a step that has Hold Fees enabled?

A: Once the action item moves forward to a step that does not have Hold Fees enabled, fees can begin accruing again as normal.

Vantaca does not automatically catch up or back-charge fees that were skipped during the hold period, and no follow-up action items are created. If you need to charge fees that were missed while the hold was active, you will need to post a manual charge.

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Questions to Ask Yourself