A workflow is a defined, step by step process that can be partially, or fully automated to manage violations including, auto generation of letters and emails, account notations and more, and can be fully customized to meet the needs of each Association. There are multiple steps involved in the process of creating a Violation Workflow using the Manage Firm Workflow and the Manage Action Types pages. 


Part 1 - Create Violation Workflow and assign it to the Association.


Part 2 - Create Violation Action Types. 


Part 3 - Assign Action Types to the Workflow. 


Part 4 - Put the Action Types in order within the workflow.


Part 5 - Add additional details for each step. 



Part 1  Create Violation Workflows


This first step creates the Workflow name and assigns it to the Association. 


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


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



Step 3. Select Add Firm Workflow Name from the Page Action dropdown menu. 


Step 3. Complete the fields in the Manage Firm Workflow window. 


Overview Tab


  • Name - Enter a name of the new workflow.


  • Activity Type - confirm Violation is selected.


  • Copy From Former Action - Use this field to designate the next Action Type to use when there is an ownership change. This allows the Violation process to continue without starting over completely. 



Workflow Associations Tab 


Use this Tab to assign Associations to this workflow. To assign all, select the double up arrow, to assign a single Association, highlight the name and select the single up arrow. 



Step 4. Click the Save button to create the new Workflow. 


Part 2 Create Violation Action Types


Action types are used within a firm workflow to define the various actions or activities to be performed on the workflow. Every step, or activity, that is performed on a workflow must first be set up as an action type.  For example - If a violation process consists of the following steps: courtesy notice, first notice, second notice, fine notice.  Each of these four steps needs to be defined as an action type.


NOTE- Action Types can be used in multiple workflows.


Step 1. Navigate to Firm > Manage Action Types. 


Step 2. Select Violations from the Activity Type drop down menu. (This will be the default)



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



Step 4. Complete the fields in the Action Type window. 


General Section


  • Title- Enter a Title for the Violation Type


  • Title 2- Enter a 2nd Title for the Violation Type, if needed.


  • Send Document- Check if a document should be sent for this step.


  • Send Email- Check if an email should be sent for this step. 


  • NOTE- If this option is checked, the following additional information is needed. Check the boxes below for each User that needs to be notified when the email is sent. 



  • Auto Processing- Select the level of Automated processing for the Action Type. 


  • No Auto Processing- Select for NO auto-processing


  • Auto Generate- Select only to auto-generate


  • Auto Print- Select only to auto-print


  • Auto Finalize- Select only to auto-finalize


  • Auto Fulfillment- Select only to auto-fulfillment


  • Prevent Future Processing- Check this box to lock processing for a set time period (See Min. Elapsed Days below). This is used for steps that require a grace period before the next step can take place. 


  • Min. Elapsed Days- Enter the number of days that must elapse before the next step can be processed. 


  • Show on Activity Reports- Check this box to display this action on Activity Reports. 


  • Do Not Show- Check this box to not display this action on Activity Reports.


  • Copy From Former Default Action- Used during Ownership change- Check this box to cause Violations to be transferred to a new Owner account at the stage in which they left off the former owner. 


  • Set Hearing from Association- Check this box if this Action Type includes a Board Hearing. 


  • Enable Multiple Violations- Check this box to allow multiple Violations to be grouped together in the same process and letters. 


NOTE- This is only usable by Violations for the same Unit, processed at the same time. 



Document Section


Complete this section if this Action Type includes a mailed and/or an emailed document.


  • Allow Fulfillment- Check this box if using a 3rd party mailing company. 


  • NOTE- Not available for email communications. If the Fulfillment option is selected, the additional fields below will be available. These options are used by the fulfillment company to customize your mailing. CLICK HERE for more information.

  • Create Label- Check this box to create a mailing label if applicable.


  • Send Via- Select Certified or Regular mail, or both from the drop down menu if applicable for this step. 


  • Document Merge Type- Select the recipient type (s) for the message from the drop down menu. If choosing Primary plus any other type, you will need to check the Type in the boxes below. 


  • Owner

  • Primary Tenant

  • Tenant

  • Developer

  • 3rd Party


  • Document Template- Select the correct letter Template from the drop down menu. CLICK HERE for more information on how to create merge field Templates.



Mailing Section


When the email option is checked in the General Section, this additional section will be available. The full document will be attached to the email with the additional information detailed below. 


  • From- Enter a friendly name to appear as the “from” name on the email. 

  • Reply To- Enter email address for replies. 

  • Subject- Enter a Subject for the email. 

  • Body- Enter the text for the email. You can also copy and paste from Word. 

  • CC Email- Enter an email address to copy, if needed. 


Part 3 Assign Violation Action Types to Workflow


Step 1. Navigate to Firm > Manage Firm Workflow.


Step 2. Select Violations from the Activity Type drop down menu. (This will be the default)



Step 3. Select the name of the new Workflow you created in Part 1 from the Firm Workflow drop down menu. 



Step 4. Select Add Multiple from the Page Actions drop down menu. This will allow you to add all the new Action Types you created in Part 2. 



Step 5. From the drop down menu check the box next to each Action Item you want to add to this workflow. 



Step 6. Click the Save button to finalize the Workflow. 


Part 4 Set Next Action


After the Action Types have been added, the next step is to put the Types in order within the workflow. 


Step 1. Navigate to Firm > Manage Firm Workflow.


Step 2. Select Violations from the Activity Type drop down menu. (This will be the default)



Step 3. Click the Circle icon for the Action Type you want to place in order. 



Step 4. Select the correct Previous Action from the drop down menu. 

Step 5. Click the Save button to finalize the Workflow. 


 


Part 5 Add Additional Details


This step allows you to add some additional details to each step of the process to provide more information and options for automation.


Step 1. Navigate to Firm > Manage Firm Workflow.


Step 2. Select Violations from the Activity Type drop down menu. (This will be the default)



Step 3. Click the Pencil icon to open options for the Action Type. 



Step 4. Complete the Action window. 


General Tab - General Section


  • Activity Type- This will auto populate based on selections previously made. 

  • Workflow- This will auto populate based on selections previously made. 

  • Action Type- This will auto populate based on selections previously made. 

  • Documents to be Attached…- Upload any documents that need to be included with the generated letter for this step. 


General Tab - Action Details Section


  • Document Template- This field will auto-populate.
    NOTE-Click the Pre-flight hyperlink to make sure the Template will correctly fit the window envelope.

  • 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. 

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

  • 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 Violation Status- Select an option below to automatically set the status of the Violation when this Action Type is taken. 



  • Created- This field will auto-populate with the date and User that created this Action Type. 

  • Last Update- This field will auto-populate with the date and User that updated this Action Type. 



General Tab - Next Action Section


  • Days Till Next Action- Enter the number of days until the next Action can be taken, or select from the Lookup Schedule. CLICK HERE for more information.

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

  • Limit Next Actions to- Select any acceptable options for the Next Action.


General Tab - Finalized Note Section


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


Charge Tab - General Section


  • Activity Type- This field will auto-populate.

  • Action Type- This field will auto-populate.

  • Post Date- Select the Post Date for the charge from the drop down menu. 

Charge Tab - Charge Info Section


Click the Add Account Charge button to add an associated charge for the Action Type. 


  • Charge Code- Select the correct charge code from the drop down menu. 

  • Description- Enter a description for the charge. 

  • Chargeable- Enter a flat rate or select a charge from the Fine Schedule. CLICK HERE for more information on how to set up a Fine Schedule. 


Step 5. Click the Save button.