Action Types and Rules: What Has Changed?

The Action Types and Rules interface has been redesigned to improve usability and streamline workflow configuration. These updates introduce a new navigation structure in the Rules screen, reorganized settings, advanced field controls, and enhanced validation to help you configure action rules more efficiently.

The changes affect the Settings > Action Types/Steps page and the Rules configuration screen.

Important: Any currently configured action items will automatically transition to the new action type and rules. No action is required from users, and all existing configurations will be preserved.



Contents

• Settings > Action Types/Steps
• Rules Configuration Screen
• Validation Features
• Navigation Changes
• Rule Option Grouping
• Advanced Fields
• Deprecated Fields
• Functional Change: Automatically Advance Steps
   

Settings > Action Types/Steps

The Settings > Action Types/Steps page includes the following changes:

• Closing Step: This field remains visible on the main page, but configuration now occurs within the Rules configuration screen. You can enable the Closing Step toggle in the Conditional Settings section of the Rules screen and the step appears greyed out on the main screen to visually indicate a closing step.
• Template Management (Hamburger menu): The Hamburger menu options for templates are now part of the Rules configuration screen. The Hamburger menu has been removed and replaced with a dedicated Delete button for easier template management.
• XN Lab: An XN Lab button is now available on each action type row, alongside Edit, Delete, and Copy. Click XN Lab to open a visual diagram of the full step progression for that action type. For more information, see the "XN Lab" article
   

Rules Configuration Screen

The Rules screen has been redesigned with improved organization and new features to simplify rule configuration.



Validation Features

The Rules configuration screen now includes validation checks to prevent configuration errors:

• Notification Template Validation: If you configure notification preferences to include Email or Paper delivery but do not assign a corresponding template:
  • A warning message appears. For example, if the notification includes an email, the warning will direct you to add an email template. If the notification includes paper, it will direct you to include a letter, report, or document.
  • The screen identifies the missing template type. A warning icon displays beside the left-navigation option that is missing.
  • Assign the required template or adjust your notification preferences.
• Closing Step Validation: If you designate a step as a closing step but do not select a Next Step if Yes option:
  • A validation screen appears requiring you to make a selection.
  • You must choose a next step option before you can save the rule.
  • This validation ensures that when someone responds to a closed action item, the response will still be received in Vantaca because the action item will maintain a step that allows it to reopen. This prevents missed communications from homeowners on closed action items.
  • Closing steps have proper workflow continuation configured.
• Adding Step Duration: When you add a duration to a step, the system will automatically default the additional action to Hold until follow up date to ensure proper timing. However, if you've already configured a different additional action, your original selection will be preserved.



Navigation Changes

The Rules screen now includes:

• Left-hand navigation: With the following clickable tabs:
  • Rule Configuration: Controls the core behavior of each action step. The fields displayed in each section dynamically adjust based on the action step type.
  • Instructions: You can enter internal guidance for users working with this step to help them understand what actions to take, what information to gather, or what decisions to make.
  • Email Template: Use the Email 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.
  • Letter Template: Use the Letter Template tab to attach letter templates to this step. Letters print to the print queue or send to third-party mailing services based on your notification settings.
  • Reports: 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. 
    Note: Letter Templates and Reports that have been assigned order numbers now automatically move to the top of their category with a count indicator, and a new search bar helps you quickly locate specific items. For details, see the "Coming Soon: Action Type Rules Updates" article. 
  • Documents: Use the Documents tab to pull documents from the Association > Documents Library or post documents to the Document Library from this step.
• Vantaca Library button: Click to access relevant Vantaca Library documentation without leaving the screen.
• Guide me: Click the Guide Me icon () in each section to access screen-specific instructions, help, and context.



Rule Option Grouping

Rule options are now organized into clear categories:

• Notifications: Configure notification preferences for the rule.
• Step Duration: Set timing parameters for the step.
• Conditional Settings: Define conditions that determine when the rule applies.
• Additional Options: Access supplementary configuration options.
   

Advanced Fields

Many configuration fields are now hidden to reduce visual clutter. Enable the Show Advanced Fields toggle to access these options when needed.

Note: In screenshots and documentation, advanced fields are marked with a lightning bolt icon ().



Deprecated Fields

The following fields have been deprecated and are no longer available:

Note: These fields were not working as intended and their deprecation will not impact functionality.

• Min Balance to Move On (Collections category only)
• Statement Product Code (Collections category only)
   

Functional Change: Automatically Advance Steps

The method for configuring automatically advancing steps has changed to provide clearer intent and prevent accidental configuration errors:

• Previous behavior: Steps automatically advanced when Days to Remain at This Step was set to 0.
• New behavior: Enable the Auto Step toggle to automatically advance the step. When enabled, it also disables the Days to Remain at This Step and Repeat Notifications field. If disabled, and anything other than "0" is entered in the Days to Remain at This Step, then Hold until Follow up Date is automatically selected from the Additional Action.