New Owner Setup Action Type

The New Owner Setup action type automates routine tasks for new homeowners, including sending portal login credentials and welcome letters. Vantaca automatically creates a New Owner Setup action item on the new homeowner's account when an Ownership Transfer action item is completed. This article describes the default action item steps and explains how to view the letter and email templates assigned to each step.

Note: This process only begins after the Ownership Transfer action item has been fully stepped through on the previous owner's account. For information about creating new accounts and account numbers, and handling the transfer from the previous owner to the current owner, see the "How to Process an Ownership Transfer" article.

Contents

• New Owner Setup Action Item Steps
• View Letter and Email Templates for a Step

New Owner Setup Action Item Steps

The New Owner Setup action item includes the following default steps. 

Important: Your organization may have configured the action item differently.

• Confirm Mailing Address: A placeholder step that reminds the Closing Coordinator to review the account and contact information before sending welcome letters. Advance this step manually when the review is complete.
• Send Welcome Letter & Portal Key: Sends the welcome letter to the homeowner. The welcome letter typically includes a standard letter template, a letter providing the new account number and portal key for quick access to the Homeowner Portal, and any association-specific documents stored in the Association > Documents > Welcome Packet folder (for example, Key Fob forms, ARC Guidelines, and Rules and Regulations). This step advances automatically.
• Notify Board/Welcome Committee: Sends an email template notifying the board or welcome committee that a new community member has joined. This step advances automatically.
• Hold Fees and Collections: Holds late fees and collections while the action item remains in this step, providing a grace period for new owners. By default, this step remains active for 30 days before advancing automatically.
• Complete: A closing step.
• Owner Response: If a homeowner responds via the portal or email after the action item is closed, it reopens at this step.
• Response to Owner: Used to respond to owner inquiries without reopening the steps that generate communications.
• Void: A closing step. Typically configured as "Hide From Portal."

View Letter and Email Templates for a Step

To confirm what will be sent to the homeowner at a specific step:

1. Navigate to Settings > Action Types/Steps.
2. Find the New Owner Setup action type, and click the caret to open the steps.
   
   
    
3. Click Rules next to the appropriate step. 
   For example, next to Send Welcome Letter & Portal Key because we know that step uses templates.
4. Select Email Template or Letter Template to view the template that will be sent at that step.
   
   
    

For more information about templates, see the "Letter Template Manager" and "Email Templates 101" articles. For more information about action items, see the "What is an Action Item?" and "Action Type Rules" articles.