Association Inspections: Review and Approve Violations

Inspection Review is the screen where you review the violations found during a completed inspection before approving or declining it. This article explains how to open Inspection Review, what each column shows, and what it means when a violation's Step shows Internal Note.

If you're looking for how to approve or decline an inspection from your phone, see the "Vantaca Manage App: Inspections" article.

Contents

• Open an Inspection for Review
• Understanding the Violation List
  • The Step Column and Internal Note
• Approve or Decline an Inspection
• Edit a Violation from Review
• FAQ

Open an Inspection for Review

1. Navigate to Association > Inspections.
   The Inspections screen displays a list of inspections for the association.
2. Find the inspection you want to review.
   Only inspections with at least one violation show a Review button.
3. Click Review.
   The Inspection Review screen opens, showing the inspection's Association, Start, End, and Performed By details, followed by its list of violations.

Understanding the Violation List

The violation list groups violations by step. Each group header shows the step name and the number of violations in that group, for example First Notice (Count: 3).

Each row shows the following:

• Property: The homeowner and property address the violation is on.
• Description: The CCR item and description entered for the violation.
• Step: The violation's current action step, or Internal Note. See the following section.
• Fine: The current step's follow-up date and fine amount, if any.
• Photo: A thumbnail of the violation's most recent photo, if one was attached. Click the photo to view all attachments.

You can also filter the list by Last Note, a hidden column that searches the text of each violation's most recent note.

The Step Column and Internal Note

Most violations show the name of their current action step in the Step column, such as First Notice or Fine Level 1. If a violation's most recent update didn't move it to a new step, for example an inspector added a photo, changed a note, or updated the required action without stepping the violation forward, that violation groups under Internal Note instead.

Note: Internal Note doesn't mean a violation was approved, declined, or stepped. It only means the last activity on that violation was a note. The violation still needs to be reviewed and stepped like any other.

Internal Note violations are included in the violation count shown on the Inspections list, so that count matches everything you see when you click Review.

Approve or Decline an Inspection

While an inspection is still open, the toolbar includes the following:

• Approve Inspection: Approves the inspection.
• Decline Inspection: Declines the inspection.
• Inspection Report: Downloads a PDF report of the inspection.

After an inspection is closed, the Approve Inspection and Decline Inspection buttons no longer display.

Edit a Violation from Review

While an inspection is still open, each violation row includes the following actions:

• Edit: Opens the violation so you can update it or step it forward.
• Edit Letter: Opens the violation's letter for the current step. This action only displays for steps that have a letter.
• Replace Letter: Opens the Violation Attachment Upload window, where you can upload a new attachment for the violation.
• Remove: Removes the violation from the inspection after you confirm the action.

FAQ

Q: What does it mean when a violation shows Internal Note in the Step column?

A: It means the last update to that violation, such as a photo, note, or required-action change, wasn't accompanied by moving it to a new action step. The violation itself hasn't been approved, declined, or stepped forward. Nothing about how violations step or how letters go out to homeowners has changed.

Q: Why does the violation count on the Inspections list include violations that weren't stepped?

A: The count now includes every violation that was updated during the inspection, whether or not it was stepped, so the count you see on the Inspections list matches what you see when you click Review.

Q: Do board members see Internal Note when they review violations in Vantaca Home?

A: No. Internal Note only appears on the staff-facing Inspection Review screen in Vantaca. Board members reviewing violations in Vantaca Home continue to see only violations with a step change.