Process > Setup > Manage Action Types


Action Types are used within workflow(s) to define the various actions or activities to be performed at each stage of a process. A workflow consists of a series of steps with each Action Type defining whether the system will produce a document, an email, or both. Action Types allow the system to automatically generate letters and documents to Owners, that are created as templates, prior to creating the Action Type. 


Action Types are used in the following types of Workflows. 


Violations

Architectural Requests

Delinquencies

Custom Letters


Document Templates


Prior to adding Firm Action Types, you will need to create all necessary documents, such as, Welcome Letters, Collection Letters, Violation Notices, etc…. that  will be a part of the Action Types. CLICK HERE for more information about creating Document Templates. 


Add New Action Type


Step 1. Navigate to Process > Setup > Manage Action Types.


Step 2. Select the type of action you want to add from the filter menu on the left. 



Step 3. Select Add Action Type from the Page Action drop down menu. 



Step 4. Complete the Action Type window. 


  • Title - Enter name of the new Action Type.


  • Title 2 - Enter alternate name of the new Action Type, if needed.


  • Send Document - Click to enable a document to be generated for this Action Type.  When checked, uManage will produce a PDF file for printing and mailing or for upload to a fulfillment service such as LetterStream. 


NOTE- Checking this option will open the Mailing section with additional fields that must be completed. 


NOTE- If more than one owner exists and multiple documents are needed, that can be adjusted by updating "Document Merge Type".


  • Send Email - Click to enable an email document to be generated for the Action Type. When checked, uManage will send a document to the primary email on the owner's account.


NOTE- Selecting this option will open a new section for completion. 


  • Send Notification Of Accounts Without An Email Address - This function will send an email to a specified recipient with all documents attached for owners that do not have an email address on file.  


NOTE- This option is only available if "Send Email" is the only option chosen.  If "Send Document" is chosen as well, the system will not generate an additional user email.


  • Auto Processing - Choose level of automation (or none at all) for the workflow as follows:


  • No Auto Processing- Use this option when enabling Multiple Violations.

  • Auto Generate

  • Auto Print

  • Auto Finalize

  • Auto Fulfillment


  • Prevent Future Processing - This feature prevents additional processing beyond the initial action.


  • Minimum Elapsed Days - This sets the lowest amount of days that have passed before this Action Type can be processed.


  • Show On Activity Reports - Click this box to include this Action Type in the activity report.


  • Copy From Former Default Action - Click this box to apply this Action Type to a new Owner when there is an ownership change. This field is only available for Violation Action Types. 


  • Set Hearing From Association - Check to schedule a hearing when this Action Type is reached. This field is only available for Violation Action Types. 


  • Enable Multiple Violations - Check to allow multiple violations to be processed simultaneously, and to appear on a single notification. This field is only available for Violation Action Types. 


NOTE- To enable this option No Auto Processing must be checked above and all subsequent steps will need to be managed manually.



Step 5. Complete the fields in the Mailing section if you selected the Document check box above. 


  • Allow Fulfillment - Check this box to choose mailing fulfillment by LetterStream. Selecting this option will open additional fields. 


  • Fulfillment Options - Choose options below for fulfillment by LetterStream. Click the "Preflight" link to review formatting.  Note - These options only appear when "Allow Fulfillment" is checked.


  • Include Coversheet - Check this box to add a cover sheet to the document during the mailing process.


  • Duplex - Check this box to allow printing on both sides of the paper. 


  • Outer Envelope Message - Check this box when mailing Statements if you want the message "Homeowner Statement Enclosed" to be printed on the outside of the envelope. 


  • Certified Mail Type - This drop-down allows user(s) to choose the following options for certified mailings.  


NOTE- This is only needed if "Send Via" field is set to "Certified and Regular" or Certified".

  • Certified with return receipt

  • Certified without return receipt

  • Ink - This drop-down allows user(s) to delineate between color or black ink preferences.


  • Paper - This drop-down menu allows user(s) to choose the color of paper on which the document will print.


  • Return Envelope - This drop-down menu allows user(s) to choose whether or not to include a return envelope with the mailing. User(s) can also choose which type of return envelope to include.


  • Create Label- Check this box to create a label with the document. 


  • Signature Type- Select Printed or Manual from the drop down menu. 


  • Send Via- From the drop down menu, select how the document should be mailed 


Certified and Regular - Select this option if the letter needs to be sent out by both Regular mail and Certified mail. 

Regular- Select if the letter only needs to be mailed via Regular Mail. 

Certified- Select if the letter only needs to be mailed via Certified Mail. 


  • Document Merge Type- This drop-down menu allows user(s) to choose additional document recipient(s) if needed other than the primary owner. 


  • Document Template- Upload the document to be used.


NOTE- Document Templates should be set up in advance of a mailing. The Template will include your message to Owners as well as personalized information pulled into the letter using merge fields. CLICK HERE for more information. 


Step 6. Click the Pre-Flight hyperlink to see how your template lines up with address windows and other features. 


Step 7.  Click the Save Add button to finalize the new Action Type.