Summary: This article will discuss how to export Homeowner Communications and what can be exported.
Communications that have been sent to homeowners can be exported from the System > Export screen. Homeowner Communications can be exported for an association or for a specific homeowner. The export also allows for the ability to export all action types or a certain action type.
To start a new export, navigate to the System > Export screen and click the + New Export button.
This will open a pop up window where you will select Homeowner Communication as your export type.
Next use the Select button to select an association or a homeowner for which to export the communications. Using the Action Category drop-down, select an action category to export or leave it as the default of All Categories. Categories are things like Generations, Violations, Collections, New Association, etc. Lastly, select a Scheduled Time. This is the time that the Export will become available to you in the System > Export screen.
Note: Best practice for this export is to set the Scheduled Time after hours. The files being exported are very large and may cause your Vantaca database to function slower while the export is processing.
After the Scheduled Time, the Export will be available for you to download from the System > Export screen as shown below.
The export will download in a zip file, separated by property, action category, and XN. The export will contain any and all attachments that were sent via email or paper with an action item. This includes things like Violation Letters, Violation Images, Statements, Coupons, and more. This export does not include emails since they are not technically attachments, but will include anything that was attached to the email. This does not include attachments on action items that were not sent to a role like homeowner, board, committee, etc. This also does not include attachments on action items that are in a 'Void' step.