Summary: This article will explain how to submit violations and create violation letters and action items directly from the Homeowner's Account in Vantaca.
To begin submitting a violation action item for a homeowner using the Homeowners drop down menu, log into Vantaca, and Navigate to Homeowners > Action Items.
When you get to the Action Items page, you will first be asked to select a homeowner who will receive the violation. After you have selected which homeowner you are creating the violation for, proceed to click + New Action Item, highlighted below.
After selecting to add a new action item, a box will appear for you to create your action item. Since you are creating a violation, choose the Violations action type from the Action Type drop down menu.
When the Violation action item was created for this Association, the first step was to send the first notice. For many violations this will be the first step, so for this violation, it will remain the same. The next step is to select the appropriate CCR Item.
For this example, Thomas Jefferson did not clean up the storm debris from his yard. After selecting a CCR item make sure to fill out the subject and the description of the violation. It is important to remember that the subject of the action item will appear not only in any email about the violation but will also be displayed in Vantaca, making it easier to find later when searching for it.
Next, in the Dates and Assignment panel, select a follow-up date and a due date. The follow-up date is helpful for violations because it allows a management company to not lose focus on the violations that are created and it helps the management company to better follow up on violations. Here a management company can also assign who is responsible for this violation if needed.
In the Attachment Panel, as with most action items, you are able to add documents or reports from Vantaca or files from your computer. After you have reviewed your action item and you believe you are ready to send it, you are able to view what will be sent and to whom by clicking on the Preview button at the bottom of the screen. For a violation, it will show the letter or email template that was created for violations, with the specific details inserted that you entered when creating the action item. The email is displayed first, and if you would like to view the letter that is sent out directly to the homeowner, click on the Attachments tab.
NOTE: Images - if a new picture isn't added upon Stepping an existing violation to a new Step, then the original image will be used.
When you are ready to send the violation to the homeowner. Click Update. If the Action Item to configured to send via BOTH email AND letter, this will send the violation via email automatically. To send the hard copy violation letter, navigate to Mailroom > Print Queue to check for the newly created violation.
Once you are viewing the Print Queue, click the navigation arrows or search in the search fields in order to find your violation/violations. Check the box to the left of the violation you want to print, and click the Print button towards the top of the page.
After clicking Print, you should be redirected to the Jobs tab where you will see open jobs and you will have the ability to see closed printing jobs such as the violation letter that you just tried to print.
Make sure to check the Include Closed check box in the top right corner to view these closed jobs
After that, your violation action item should be complete and the violation letter should be on its way to the homeowner via email, and the hard copy will be getting ready to be put into an envelope for your homeowner.