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.
Creating a New Export
Go to System > Export and click the +New Export button.
This will open the New Export form where you will select the Homeowner Communication Export Type.
- Use the Select button to select an association or a homeowner for which to export the communications.
- Select an Action Category via the dropdown to export or leave it as the default of All Categories. Categories are things like Generations, Violations, Collections, New Association, etc.
- Select a Scheduled Time. Note: This is the time that the Export will become available to you in the System > Export screen.
Best Practice: Set the Scheduled Time for after your regular operating 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 by clicking the Download button.
About the Export
The export will download in a zip file, separated by property, action category, and XN. The export will contain 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. Attachments on action items that were not sent to a homeowner, board, committee role will not be included along with attachments on action items that are currently in a Void Step.