This article outlines the steps needed to begin violation processing.
Part 1 - Complete Association Violation settings-Violations Tab.
Part 2 - Create Violation letter templates.
Part 3 - Create a Violation Workflow.
Part 4 - Create violation types, sub-types, and locations.
PART 1 Association Violation Settings
To get started you will need to complete the default settings for the Violation process on the Violations Tab for the Association. This area is used to create default settings such as User Notifications, and look up schedules for Fine amounts and days between steps. These default settings will automatically populate in certain areas during further setup, but can be overridden, if needed. CLICK HERE for more information.
PART 2 Create Violation Letter Templates
The violation process allows for letters and/or emails to be automatically generated by the system and mailed to Owners. These letters are also maintained by the system on the Owner’s account and easily accessible for review by the Manager or Board Members. To get started each letter must be created with the necessary merge fields (data pulled from the system). CLICK HERE for more information on how to create and save your merge field Templates.
PART 3 Create a Violation Workflow
Workflows define the various steps involved in tracking and managing a property violation. They are set up at the Firm level and can be made available to all Associations, however only one Workflow can be assigned at a time to an Association. The Workflow consists of a series of steps (Action Types) that can include the automatic generation of letters and/or emails, account notations, the addition of fees and more.
A violation workflow typically includes a courtesy notice, first letter, second letter, and fine notice but any number of steps and documents are supported based on the community’s needs. CLICK HERE for more information.
PART 4 Create Violation Types, Sub-types, and Locations
uManage has a two level structure for organizing and categorizing Violations, as well as a Location signifier to allow for additional information for both the property Owner and the Board. This two-level structure makes it easier to find the particular type when entering a violation and also provides information that can be included on the generated violation letter. For example, the subtype can contain the specific CCR section related to the violation and this verbiage can automatically be included in the letter.
Firm Violation Types – This is the main category of Violation, such as, Landscaping, Pool, Speeding, Nuisance, etc… These Types are set up at the Firm Level and can be made available to all Associations. CLICK HERE for more information on how to set up Firm Violation Types.
Association Violation Types - These Sub-Type categories are set up under a Firm Type to provide additional detail for the violation. For example, the Landscaping subtypes might include Dead Tree, Weeds, Mowing, Overgrown shrubs etc… CLICK HERE for more information on how to set up Association Violation Types.
Location- A third Type, Location, is used to further aid the Owner in correcting the Violation and to assist with reinspection and follow up. Location Types are set up at the Association level and can be customized to the needs of the Community. CLICK HERE for more information on setting up Violation Locations.