Process > Setup > Manage Firm Workflow



A Workflow is a firm-level, pre-established set of steps for handling accounts by automatically triggering document generation, account notations, internal/ Board notifications and even automatically levy fees or charges related to the step. Once established, a Workflow can be fully or partially automated. 


Workflows can be created to manage all of the following processes: 


Delinquencies- A Delinquent account is one with a balance that has not been paid as required and is considered Past Due. The Delinquency workflow is used to progress past due collections through various pre-established steps, that may include correspondence and/or fees, and to properly categorize accounts for management and decision making purposes. 


Violations- A Violation is a breach of the governing documents for the community, such as excessive weeds, debris on the property, parking issues or unapproved architecture. The Violation workflow is a set of pre-established steps that may include correspondence and/or fines or fees that allow the manager to properly document and review the Violation at each stage. 


ARC (Architectural) Requests- An ARC is a request to make architectural changes to the property. The ARC Workflow is a series of steps that walk the user through each stage of the process, along with letters and/or fees for each step. 


Custom Letters- A Custom Letter is correspondence designed for a specific purpose, such as a Welcome Letter, an NSF Letter, or a Bankruptcy notification. These letters are typically mailed on a case by case basis, rather than to large groups of Owners and can be generated directly from the Owner Account. 

Create Document Templates- For any Action Items that will require correspondence, you will need to create a template for the letter you intend to send out.  


Part 1 - Create Letter Templates - All documents that are mailed as part of the Workflow process,  need to be created in advance so they can be uploaded in later steps. CLICK HERE to learn more about creating templates. 


Part 2 - Create Action Types - Action Types are used to produce documents for various stages in a typical Violation, Delinquency or ARC process. CLICK HERE for more information. 


Part 3 - Create the Workflow - This step creates a blank Workflow at the top level. 


Part 4 - Add Action Types to the Workflow - This step adds your Action Types to the workflow. 


Part 5 - Add details to the Action Types - This step adds additional action to the steps defined by the Action Type. Details include setting the order, adding charges, establishing the elapsed time between steps, adding notes to the account etc….


PART 1 


Create Letter Templates - Templates are used to generate documents to notify Owners of important issues related to their property or account. Templates can be generated using data from the system by utilizing merge fields, and can be customized to meet the needs of your communities.  


CLICK HERE for more information. 


PART 2 


Create New Action Types - Action Types are created at the Firm level and are used to define the steps or stages of the Workflow process and to generate related letters or documents. 


CLICK HERE for more information.


PART 3 

 

Create a New Workflow - When you set up a new workflow for the first time, this step establishes the basic information at the top level. Once the Workflow is created, you will complete it by adding steps. 


Step 1. Navigate to Process > Setup > Manage Firm Workflow.


Step 2.  Select Manage Workflow Name from the Page Actions drop down menu. 



Step 3. Complete the Manage Firm Workflow window.


Overview Section


  • Name- Enter a name for the new Workflow. 

  • Activity Type- Select the type of Workflow from the drop down menu. 

  • Copy from Former Action- This field is used in Violation workflows only. This field allows existing Violations to be transferred from a Current Owner account to a New Owner account, and to begin the Workflow at a selected step. This option allows the Association to transfer Violations  avoid starting completely over. 

    

    To implement, select the correct beginning step from the drop down menu. 

 


Step 4. Select the Associations that will have access to this Workflow.



Step 5. Click the Save button to finalize.



PART 4 


Add Action Types to the Workflow


At this stage you will add steps (Action Types) to the Workflow. An Action Type is utilized by the workflow to generate letters. 


NOTE- Action Types are created at the Firm level and can be used in multiple Workflows, or skipped if not needed for a particular community. 


Add Action Types


Step 1. From the Manage Firm Workflow page, use the Search Filters to locate the correct Workflow. 



Step 2. Select Add Multiple from the Page Actions drop down menu. 


Step 3. Select all Action Types that apply to the new Workflow. 

 


Step 4. Click the Save button to finalize.



PART 5 


Add Action Type Details

 

Step 1. From the Manage Firm Workflow Page, click the Pencil icon for one of the newly added Action Types. 

 


General Tab - General Section - Items in this section will automatically fill based on previous selections. 

General Tab - Action Details Section


NOTE- Details in this section may vary depending on the Type of Workflow. 


  • Document Template- Select a Document Template from your computer if you want to override the document uploaded with the Action Type. This allows the User to customize a workflow for a particular Association or group of Associations. 


  • Disclosure Action- Check this box to initiate a disclosure letter to neighbors regarding the pending ARC. Neighboring homes are chosen using the Map feature. 

  • NOTE- This field is only available for ARC Workflows.


  • Needs Review- Check this box if this step requires a final inspection and notation by onsite Inspector in the Mobile App before the next step can take place.

  • NOTE- This field is only available for Violation Workflows.


  • Show in Mobile App- Check to show this step on the Mobile App

  • NOTE- This field is only available for Violation Workflows.


  • Do Not Show- Check this box if this step is no longer needed as part of the Workflow. This will keep the step from being used in the future but will continue to show any past uses of this step. 


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


General Tab - Next Action Section


NOTE- This section is not available to Custom Letters Workflows. 


  • Days Till Next Action- Enter a number of days that should elapse before the next Action or select a Lookup Schedule. 

NOTE- A lookup table allows the number of days to vary.


  • Set Next Action to- Select the next Action from the drop down menu.



The following additional fields apply to Delinquency Workflows. These parameters allow the Action to be directed by the Balance of the Account.


  • And Amount- Select Balance, Open Balance or Past Due Balance.


  • Is at least- Enter a dollar amount or select Lookup Schedule. 


  • Otherwise Set Next Action to- Select the Action to take place if the balance requirement is not met. For example- If the Balance is $200 or more, the next Action is attorney referral, however if it is under $200 the next Action is to remain in Delinquency status. 


General Tab - Finalized Note Section


Use this field to add a note to the Owner account at the completion of this step. 

Attach Documents Tab - Use this Tab to select documents that need to be included with the letter that is mailed as part of this step. For Example- A Violation letter could include a copy of the Fine Policy. 


Charge Tab - Use this Tab to add charges to an Account based on this stage of the Workflow. For example in a Delinquency Workflow there may be a charge for an Initial Collection Letter, or when the account is sent to an attorney. Violation Fines can also be generated this way. 


Step 1. Complete the fields in the General Section. 


  • Activity Type- This field will default. 

  • Action Type- This field will default. 

  • Post Date- Select the date the charge should be posted to the Owner account. From the drop down menu select Today’s Date, Current Month, or Next Month. If Current or Next Month is selected, use the 2nd drop down box to choose the date. 

 

Step 2. Click the Add Account Charge button. 


   


      Step 3. Complete the Account Charge Info window. 


  • Charge Code- Select the correct Firm Trans Type from the drop down menu. 

  • Description- Enter a Description for the Charge. 

  • Chargeable - Select the option that applies for this charge. 

    • Chargeable Flat Rate - Select to charge a flat rate. This will open an additional field to enter the amount. 

    • Chargeable by Fine Schedule - Select if the charge will vary according to an established schedule. Schedules are set up on the Association level using the Tab for the selected type of Workflow. 

    • Chargeable by Calculation - Select to charge using a calculation. This option will open a drop down menu to select the correct charge. CLICK HERE to learn more about setting up calculations. 

     

Step 4. Click the Save button to finalize, or the Save Add button to add another charge.

 

Next Action Tab - Use this Tab to select all possible next Actions for the current Action Type, when some Actions are not applicable. This prevents the user from making a mistake when manually changing the status of the account. 

Step 4. Click the Save button to finalize your changes to the Workflow. 



Step 5. Continue to add details to all Action Types to complete the Workflow.