Activities > Violations > Manage Violations


Use this page to create new violations and manage existing ones. 



Add a New Violation


Step 1. Navigate to Activities > Violations > Manage Violations.


Step 2. Select Add Violation from the Page Action menu.



Step 3. Click the Select button to open the Choose Account window.



Step 4. Use the Search fields to locate the Account you need, and then check the box corresponding to the correct account.



Step 5.  Click the Select button to choose the account and return to the violation page.



Step 6. Complete the fields in the Violation window. 


General Section


  • Association- This field will auto-populate based on the account selected.

 

  • Account- This field will auto-populate based on the account selected.


  • Activity Status- Select the correct status from the drop-down menu. 


  • Inspection Date- Enter the date of the inspection from the drop-down menu. 


  • Type- Select the correct Violation Type  from the drop-down menu. 


  • Sub-Type- Select the correct Violation Sub-Type (if applicable) from the drop-down menu. 


  • Location- Select the Location of the Violation (if applicable) from the drop-down menu. 


  • Set Next Step- Select the next step in the Violation process. 


  • Description- Enter more details of the violation. 


  • Form Fields- If the violation was reported by an Owner as part of a Resident Request, this field can be used to include the reported details.


  • Compliance Date- Enter the deadline date for compliance. 


  • Compliance Action- Enter the action required to correct the violation, if applicable.


  • Mobile Note- Inspectors can use this field to add a note for the property manager.


  • Expire on- Enter an Expiration date for the Mobile Note, if applicable. 


  • Show on Portal- Check this box if the Violation should be visible on the Mobile App.


Process Section


This section is used to manage the Violation. 



Uploads


Use this section to upload images or audio files related to the violation. 


Step 7. Click the Save Add button to finalize the violation. 


                    



Edit Existing Violations


A Violation can be accessed for editing in two different ways and provides access to different Tabs. 


NOTE- If this violation has been recently processed, "This violation cannot be changed because a letter is currently in process" error message will appear until the letter has been delivered.  


Manage Violations Page


  • Violation - Violation data

  • Discussion - Add discussions related to the violation. 

  • Action - lists all actions related to the violation. 


Step 1. Navigate to Activities > Violations > Manage Violations 


Step 2. Use the Search filters to locate the Violation you want to edit.


Account Page


  • Details - Access Violation data via hyperlink 

  • Action - lists all actions related to the violation. 

  • Notes - Add Notes to the owner account regarding the violation. 

  • Documents- Upload related documents. 


Step 1. Locate the owner Account using the Find Account search window. 


Step 2. Click the Violations Tab.


Step 3. Click the Pencil icon to open the record. 



Step 4. Update the record as needed. 


Process Section


  • Current Hearing- Enter details for the current upcoming hearing. 


  • Request Hearing- Check this box if the Owner is requesting a hearing.  


  • Hearing Date- Enter the Date of the hearing. 


  • Hearing Time- Enter the Time of the hearing. 


  • Hearing Location- Enter the Location of the hearing. 


  • Prior Hearing- These fields will auto populate with the details of the prior hearing, if applicable. 


  • Request Reinspection- Check this box if the Owner has requested a reinspection. 


  • Remove Fine- Check this box if the Fine needs to be removed.


  • At Attorney- Check this box if the Owner has been referred to the Associations attorney. 



Discussion Tab


Use this Tab to add notes of discussions regarding this violation. 


  • Message- Enter more details about the conversation. 


  • Attachment- Upload any relevant attachments. 


  • Add Note- Click this box to add the item as a note to the Violation record. 


Action Tab


This Tab lists the all Actions taken for this particular violation.


Edit an Action 


Step 1. Click the hyperlink in the Action Status column.



Step 2. Select an option hyperlink from the Generate Options window. 


  • View- Downloads the generated letter to view. 


  • Edit- Allows editing of the generated letter. 


  • Re-Generate- Re-generates the letter.


  • Undo- Select to Undo the letter generation. Can be used if details need to be edited

. 

  • Print- Prints the letter for mailing or uploading. 


Notes Tab


Use this Tab to enter notes regarding the violation. 


Step 1. Click the Add Notes hyperlink. 



Step 2. Complete fields in the Add/Edit Note field. 


  • Type- Select Note type from the drop down menu.


  • Quick Note- Select a Quick Note option from the drop down menu, if applicable.


  • Note Date- Enter the date of the note. 


  • Associate Note with call- This field is usable with an integrated phone system. 


  • Billable- Check if the time spent is billable, if applicable. 


  • Time Types- Select a Time Type from the drop down menu, if applicable. 


  • Hours- Enter hours spent, if applicable. 

    

  • Body of Note- Enter text of note. 



Step 3. Click the Save button to finalize the note. 


Documents Tab


Use this Tab to upload related documents. 


  • Title- Enter a Title for the document.

 

  • File Name- Use the Select button to locate the document on your computer. The name will auto-populate from the document name. 


  • Date- Enter the date for the upload. 


  • Private- Check this box to flag the note as Private.


  • Notes- Enter any notes related to the document.