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What's Two-Factor Authentication?

Vantaca Features

Two-Factor Authentication

Description:

Two-Factor Authentication has been added to Vantaca.

• Once enabled, your users will be redirected to the following screen after entering their login credentials for the first time: 
  
  
  • The Phone verification method will only display as an available option if the user has a phone number on their account.
  • An Authentication Code will be sent to the user with the following message:
    • "Hi [user], To access Vantaca, please enter the following verification code: ######"
      • The authentication email will read as the management company's default email address. If no email is entered manually, the email will be from Vantaca
        • The user will be redirected to the Login page after three failed attempts.
        • Codes are valid for 15 minutes.
  • Checking the Remember me on this computer checkbox will retain your authentication in the browser for the amount of time configured on the 2 Factor Remember Computer Expiration setting.
    • Note: This checkbox is retained in the browser via cookies, so if you switch browsers or delete cookies the setting will be lost and you'll need to re-authenticate.
• Two-factor Authentication will need to be enabled on the System > System Settings > Security tab.
  
  • 2 Factor Authentication
    • Required for all users: two-factor authentication will be required for all users in the database.
      • Enabling this option will prompt the system to verify that all users on the account have a valid email address.
    • Users can be enabled individually: two-factor authentication can be applied on a user-by-user basis.
  • 2 Factor Remember Computer Expiration
    • Allows you to set the frequency that you want your users to re-authenticate their login.
      • Note: The default setting is 60 days.
  • A 2FA Required column has been added to the Settings > Users grid.
• Note: The following setting is used only if utilizing the Users can be enabled individually 2FA setting. If Required for all users is set, the checkbox will be read-only and not editable.
  • A Require 2 Factor Authentication checkbox has been added to the Settings > Users > Edit User Form:
    
• Email is now a required field for both New and Current users. Attempting to create/edit a user without a valid email address will no longer be an option:
  

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Impact:

Two-Factor Authentication provides an additional layer of security by ensuring that unvalidated users are not able to access sensitive homeowner data that is inherent throughout Vantaca.

 

Lockbox Log

Description:

The Lockbox Log has been added to the Settings > Import page under the new Lockbox tab.

• The Imports grid can now be found on the new Imports tab.
  • The Lockbox tab will only display lockbox Import Types.
  • The Imports tab will display all Import Types except Lockbox imports.
• The following columns will be displayed by default:
  • File ID
  • Type
  • Date
  • Valid Records
  • Error Records
  • Unmatched Column
  • Created Time
    
    
• The following columns can be added to the grid, but will not display by default:
  • • Committed By
    • Committed Time
• The grid will display all uncommitted Lockbox files and users will be able to perform the following actions on each lockbox file:
  • Review
    • Opens the lockbox file where it can be edited/committed.
    • The user will be notified of any errors preventing the lockbox file from being committed. Example: Misc. Deposit - Missing GL Entry, Lockbox Payments Missing Owner Account.
  • Delete
    • Deletes the lockbox file. User's will receive the following confirmation message upon clicking the Delete button, "Are you sure you want to delete this record?"
      
• Selecting the Include Committed Lockbox checkbox will include all committed lockboxes in the past 90 days in the grid.
  
  
  • Committed lockbox files will only have a Download button available.
    • Clicking the Download button will download a CSV file with data from the following tabs:
      • Review Records
        • Error Msg
        • Date
        • Assoc Code
        • Account
        • Amount
        • Check No.
      • Valid Records
        • Date
        • Assoc Code
        • Account
        • Amount
        • Check No.
• Users will need to have the Append permission enabled under Settings > Roles > Security > Import > Lockbox to use the Lockbox Log.
  • Note: Users without the Append setting enabled will only have access to the Imports tab and the Lockbox tab will not display.

Impact:

If you're a Manager or Lockbox Processor, this one's for you! This addition to the Imports page will empower you with the ability to assess and audit your lockbox files whether they've been committed or not. You'll also be able to download a copy of your committed Lockboxes as an Excel file!

 

SouthData

Description:

The Association Code will now be included in the mailing data file.

Impact:

SouthData shortens the association name when receiving these data files so there's always the chance of invoices being assigned to the wrong association if the names are similar. Adding the Association Code to the mailing data will improve the accuracy and efficiency of your billing process if you're using SouthData by adding another field to validate against.

 

System Activity Notes

Description:

A System Activity Note will now be created when a Lockbox or Import is deleted.

Impact:

Being able to audit your own system activity will save you the trouble of having to contact Support to find out that information. The note will let you know who deleted the import, when it was deleted and all associated fields that were deleted from your database.

Auto-Draft Signup

Description:

The following message will now display after users have successfully signed up for Autodraft from an SSO in the Homeowner Portal:

• "Thank you for signing up for Auto-Draft."
  

Impact:

The message used to say, "Thank you for your Payment," which isn't always accurate. We've updated the verbiage to ensure that your homeowners don't call in to you asking why they've been mysteriously charged!

 

New Account Request Attachment Limit

Description:

The upload attachment size limit has been increased from 4MB to 25MB for PPB and AAB's New Account Requests.

Impact:

Increasing the file size limit will allow greater flexibility and accommodations if you're one of our PPB or AAB users who will enjoy this 525% increase in supported attachment size!

 

Action Items

Description:

The following changes have been made to Action Items after identifying various backend system areas that were not functioning as optimally as they could:

• Updated the My Action Items grid to utilize a Dynamic Server Grid to improve the responsiveness and performance of the My Action Items grid.
• The Assigned tab has been removed after identifying the performance improvements that would be gained upon its removal.
  • The Assigned option is still available under the Dates and Assignment section of an action item.
    
• Various backend queries have been reworked to improve Vantaca's performance capabilities.

Impact:

These changes and optimizations will net you serious performance gains when using the My Action Items grid. We've taken 2 minute load times and improved them to just under 2 seconds in one test where close to 500 pages were being loaded. The Assigned tab was identified as a major cause of performance issues, so while the tab itself was removed, you'll still be able to utilize the same functionality by navigating to a familiar location in each Action Item.

 

Deposit Register Report

Description:

Interest Deposit types will now be included on the Deposit Register Report.

• The field will pull from the Accounting > Bank Register > Interest type.
  

Impact:

Your accountants will rejoice now that they can generate a report with a more detailed and accurate representation of each association's deposit records.

GL Trial Balance (Income Only)

Description:

The GL Trial Balance (Income Only) Report has been added.

• The report will only pull Income Type GL Account activity.
• The report will need to be enabled

Impact:

You'll now have a focused report to gather the GL Activity for your association's Income Type GL Accounts, which will save you time and effort previously spent assessing reports manually to acquire that information.

 

RevoPay Validation File

Description:

A validation file will now be passed to RevoPay via SFTP instead of using the API Sync Call.

• The validation will be titled as: URF_XXXX_YYYYMMDDDD
  • XXXX = Company Name
  • The file will be one of the following types:
    • XLS
    • XLSX
    • CSV
• The validation file will contain the following fields:
  • Company ID
  • Paypoint ID
  • New Owner
  • Account Number
  • First Name
  • Last Name
  • Address
  • City
  • State
  • Zip
  • Web Status
  • Balance

Impact:

Instead of using the API Sync, passing this information via SFTP provides a much more reliable and efficient procedure.

 

Vantaca Corrections

Page Per Page

• Resolved the error preventing the second line of an owner's Mailing Address and the Account Number to not be included when passing orders to PagePerPage.
  

Action Items

• Resolved the error causing a disparity between an Action Item's Created and Last Note Date/Time and the date/time of individual XN messages on the All Action Items and My Action Items pages.
• Javascript will no longer be able to be added to Action Items.
• The error causing multiple attachments to incorrectly display if they were bulk uploaded to an Action Item has been corrected.
• Resolved the error causing the Homeowner Invoice Report to display twice when configuring Action Type Rules.
  

Amenity Merge Tags

• Resolved the error causing the Action Item Preview to not display Amenity Merge Tags correctly.
  

Homeowner Search Grid

• The Homeowner Search grid will now reset back to page 1 after changing associations to prevent an issue causing an empty grid being displayed.
  

Homeowner Directory

• Users will now be able to search via Second Owner Name on the Homeowner Directory in the Modern Portal.

New Account Request

• The New Account Request form will now display the "Required Fields" error message that is viewable by the user.
  

Previous Owner Delinquency Balances

• Added an option to exclude previous owner delinquency balances on the ExportAssociation endpoint for Condocerts and Homewise.
  

Homeowner List

• Resolved the error causing the Last Pay Date column to display an incorrect value when comparing to the Pay Date in the Homeowner Ledger.
  

Inspection Report

• The Inspection Report will now display the generation time based on the user's system time zone settings instead of UTC.

Email Accounts

• An Alias field has been added to the Forwarding Email Usage Type form and the error causing the Validate button to display for Email Accounts set up with Forwarding Email Usage Types has been resolved.
  

Bank Balance

• The error causing bank accounts with extra spaces at the end of their account number to prevent the Bank Balance from being updated daily has been resolved.
  

Mobile Inspections

• Resolved the issue causing the wrong CCR Type to display on the Vantaca Mobile App when stepping the violation action item.
  

Reconciliation

• The error that was occurring on the 1st of the month involving the previous month's ending balance not matching the current month's balance has been corrected.

Portal Payments

• Users with multiple associations with varying Payment Interface configurations will no longer receive an error in the Portal when attempting to select a Payment Method on the Make a Payment screen.
  

Check Signature Security

• Resolved the issue allowing users with the View permission for Check Signature Security to be able to delete Bank Account Level Signatures.