Summary: This article will explain how to submit violations and create violation letters and action items directly from the Homeowner's Account in Vantaca.
Submitting the Violation Action Item
Go to Homeowners > Action Items, select the homeowner who will receive the action item and click the +New Action Item.
The Action Item creation form will appear. 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 and CCR Detail.
After selecting a CCR item make sure to fill out the subject and the description of the violation.
Tip: 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.
Example: Thomas Jefferson did not clean up the storm debris from his yard.
Next, in the Dates and Assignment panel, select a Follow Up Date and a Due Date. The Follow Up Date 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. The Assigned To field is helpful for the management company as they 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 are ready to send it, you can preview what will be sent and to whom by clicking the Preview button next to the Update and Select button. 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: For 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 is configured to send as both email and letter, this will send the violation via email automatically.
Printing the Violation Letter
To send the hard copy violation letter, go 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 will 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.
Your violation action item should be complete, the violation letter should be on its way to the homeowner via email, and the hard copy of the violation letter will be getting ready to be put into an envelope for your homeowner.