A Workflow is a defined, step by step process that is used to manage Violations, Delinquencies, ARC requests and Custom Letters. The ARC (Architectural Request) is a Workflow designed to manage Owner requests for modifications or repairs to their home or property. The ARC Workflow can manage the initial request and approval process, as well as the actual work, to make sure it complies with the original request. 


Required Setup


Prior to creating the Workflow, there are some additional setup steps. Click the titles for more information. 


Create Letter Templates - Letter templates are used to create documents with Owner or Association information. The template can include stock information, such as verbiage, legal information, contact or branding information and more. As well as personalized information from the Owners account such as the Unit address, account balance, violations etc… Letter templates are created at the Firm level to allow the same template to be used for multiple Associations. 


Create Action Types - Action Types are used within workflow(s) to define the activities to be performed at each step. A workflow consists of a series of steps that defines a stage of a process, typically including correspondence to the Owner and/or charges or notations on the account. Action Types allow the system to automatically generate letters and documents to Owners, that are created as templates, prior to creating the Action Type. 


Create a New ARC Workflow


There are multiple steps to creating a Workflow. 


Part 1 - Create a New Workflow Name - This first step creates the Workflow name and assigns it to the Association(s).


Part 2 - Assign Action Types to the Workflow- This step assigns previously created Action Types to the Workflow. 


Part 3 - Add Details to the Action Types - This step adds additional details to the Action Types.



Part 1  Add a Workflow Name


When you set up a 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 through assigning Action Types.


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


Step 2. Select Manage Workflow Name from the Page Action drop down 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 that Custom Letter is selected



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 Assign Action Types to the Workflow - At this stage you will add steps (Action Types) to the Workflow. 


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


Step 2. Select ARC from the Activity Type drop down menu.



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 the Action Item(s) you want to add to this workflow, or check the top box to select all. 



Step 6. Click the Save button to finalize your changes.


Part 3 Add Details to Action Types


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 Process > Setup > Manage Firm Workflow.


Step 2. Select ARC from the Activity Type drop down menu.



Step 3. Select the Workflow Name from the drop down menu. 



Step 4. Click the Pencil icon, for the Action Type you need to edit, to open the record. 



Step 5. Complete the Action window. 


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

General Tab - Action Details Section


  • 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. 


  • 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


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


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



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 list of ARC policies might be sent with a denial letter. 


Charge Tab - Use this Tab to add charges to an Account for this step.


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 6. Click the Save button to finalize your changes to the Workflow. 



Step 7. Continue to add details to all Action Types to complete the Workflow.