System Activity Notes provides comprehensive tracking of all system and user activity in Vantaca. Key features include:
Automatic tracking of Action Step modifications, Action Type changes, and system settings
Manual note creation for custom documentation
Advanced search and filtering to locate specific activities
Enhanced Action Step tracking including creation, deletion, edits, rule modifications, and content changes
Improved Action Type notes that display only changed fields with specific Action Type names
Detailed change history for settings, templates, users, and reports
Important:
System-generated Activity Notes cannot be edited. You can only edit Activity Notes that you manually create.
For security purposes, one-time access codes and sensitive authentication information do not display in Activity Notes. This ensures that temporary access credentials remain secure while maintaining comprehensive activity tracking.
To access the System Activity Notes page, navigate to System > Activity Notes.
The System Notes page displays a chronological history of system and user activity in an easy-to-navigate table. The table defaults to sorting by Note Time with the most recent activity note first.
Search and Filter the Table
The System Notes page provides search and filter options to help you locate specific information.
Search
Enter criteria in the search field to find notes by:
Note Time
Author
Activity
Keywords in the Comment/Note section
Filter
Click the Filter icon to filter Activity Notes by:
Date range
Notes after a specific date
Specific author
Excluding a specific author from results
Create System Notes
You can manually add Activity Notes to supplement the automatically generated notes.
To create a System Note:
Click New Note. The System Note screen opens.
Enter information in the Subject and Note fields.
(Optional) Click Select files... to upload and attach files.
Click Update.
After creating an Activity Note, you can edit or delete it by clicking Edit or Delete. These buttons only display by notes that you have manually created yourself. Notes created by others or generated by the system cannot be edited.
System Areas Tracked
Changes to the following system areas are tracked automatically:
Mailroom > Email Accounts
Settings > Amenity Category
Settings > Letter Templates
Settings > Company Info
Settings > Portal Pages
Settings > Users
Settings > Responsibilities
System Settings > General
System Settings > Conversion
System Settings > Security (one-time codes and sensitive security information does not display)
Vantaca tracks comprehensive changes to Action items, including:
Action Item - Action Step - New: Creation of new steps
Action Item - Action Step - Delete: Deletion of steps
Action Item - Action Step - Edit: Changes to order number, action step name, send to, reply to, portal reply, and closing step status. Step changes include the XN number at the beginning of the activity note.
Action Item - Edit: Changes made to action items including action type, current step, association, homeowner, subject, description, dates, assigned to, attachments, and other action item fields. Notes show Field, Old, and New columns for all modified fields.
Action Item - Association Changes: When an action item is reassigned to a different association, activity notes are logged on both the old and new associations stating "This action item was reassigned to [Association Name]". For orphaned action items, the transfer note is logged to All Associations.
Enhanced Action Item Step Tracking
Action item step changes now include:
XN numbers show at the front of activity notes in format "XN 12345: [step change details]".
Step change history displays on the originating association where the action item was created.
Transfer notes are logged on both old and new associations when action items are reassigned.
For orphaned action items, step change history is visible across All Associations.
Complete audit trail maintenance with proper association tracking
Different action categories (Collections, Violations, etc.) track field changes specific to their functionality.
Each Activity Note includes the Action Type and Step name at the top for context. Changes to a single step are consolidated into one note entry. Changes to different steps create separate notes.
For body content changes, the system implements one of these approaches in order of preference:
Shows specifically which merge tags were modified
Shows full before/after comparison of the body
Provides simple indication that "Body was changed"
Action Type Change Tracking
Activity Notes for Action Types include enhanced tracking with improved clarity.
Edit Operations
Note heading shows "Action Type (Action Type Name) has been updated"
Only displays fields that have changed (not all fields)
Shows Field, Old, and New columns for changed items
Copy Operations
Activity displays as "Action Item - Action Type - Copy"
Note format: "Action Type [SOURCE_NAME] was copied to create new Action Type [DESTINATION_NAME]"
Includes details about changed fields and copied items
New Operations
Note heading shows "Action Type (Action Type Name) has been created"
Comments