Arc Letters

Please note: if you cannot see this section please ask a Global Admin, as you may not have the necessary rights. 

Create new

Letter tab

• Name
• Display Name
• Letter editor
• Dynamic field select 
  
  
  

  Link tab

  • Link/Unassign All
  • Associations
  • Project statuses       
    - Project statuses                   
    + Project statuses are hard-coded and cannot be added or customized by the client                   
    + Each project status is also hard-coded to either use Reason Text fields or not. It’s not at all like that.     
    
    - Build statuses                           
     + Build statuses are hard-coded and cannot be added or customized by the client            
       
    

    
    
    
    

    Available statuses that DO NOT require reason text:  

    • Voting/review statuses   
      - Auto-approved          
      + Means “this project type is always approved, no need to review”               
      * Example: if an HOA has no restrictions on people mounting satellite TV dishes on their homes
      
      
    • Auto-declined           
      + Means “project type is always declined, no need to review”                
      * Example: if an HOA doesn’t ever allow people to put up statues in their front yard, these would always be declined without the need for a vote.
      
      
    • Non-voted             
      + Means “We haven’t looked at this yet”             
      + This is the default state a project gets to when it is first created or moved to the Review tab.
      
      
    • Resubmitted             
      + Means “the homeowner decided to start over, we’ll review it when we can”             
      + This tells the committee that a similar project already came in before
      
      
    • TBD             
      + Same as non-voted, not sure why this one exists as a separate status
      
      
    • Withdrawn              
      + Means “homeowner decided not to pursue the project, no need for them to explain to us why”        
      
      

    Build statuses    
    - Completed               
              + Means “project was finished, no comments”   
    
    - Completion notice received               
              + Means “We got a notification that the homeowner finished the project but we haven’t inspected it yet. Will do soon”    
    
    - Pending completion               
             + Means “waiting for the homeowner to finish work on a project”   
    
    Project statuses that DO require reason text:

    • Approved with conditions  
      + Means “This looks good, as long as the homeowner makes sure to do X”  
      + Reason text is the “as long as you do _” part that the homeowner needs to know.
      
      
    • Approved with info  
      + Means “This looks good, but something may need to be clarified to the homeowner before they begin work”  
      + This is similar to approved with conditions.
      
      
    • Declined  
      + Means “we can’t approve it, and this is why:_”  
      + Reason text is the “why” that the homeowner needs to know.
      
      
    • Grandfathered with info   
      + Same as approved with info, except that the homeowner’s project was submitted at a time before the CCRs changed.   
      + This allows projects submitted before rules changed to be still approved.
      + Reason text tells the homeowner how the rules have changed for their reference.
      
      
    • Incomplete   
      + Means “we can’t vote on this because something is missing   
      + Reason text is a description of what is missing
      
      
    • More info needed   
      + Same as Incomplete status above
      
      
    • Non-compliance   
      + This is like a violation but for Arc items instead   
      + Example: “you painted your house an unapproved color/your fence is too tall/etc. without permission).   
      + The reason text in this case tells the homeowner what item is not compliant (that they need to change) 
      
      

    Build statuses that DO require reason text:

    • Failed review   
      + Just like Declined, but for Build statuses.   
      + Where Declined refers to a project PLAN before it is ever built, FAILED REVIEW refers to “the homeowner built it but they didn’t do it properly so they need to redo it/fix something to pass review”.   
      + The Reason Text here is the info that tells the homeowner what caused them to fail the review process.

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    Template selection

    • Click on Copy Template

      + Rename the new letter template, in both Name and Display Name save it.

     

    
    
    
    
    

    Search Templates list

    • Edit template    
      + Drawer that appears is identical in functionality to the one used when Creating a new template
      
      
    • Delete template    
      + Can only be clicked if a template is not in use by a project status within the association

     

    

    
    Emails

    • Only homeowner (project status) emails are customizable via the Letters page

    • Emails sent to staff members (Board Members, Approvers, Managers) are hard-coded and cannot yet be customized
      
      

    • To view the formatting for all Arc status emails sent to staff members (as well as details about who receives each type of email),

      • • Email headers

        • The association name that appears in the “From:” field for Arc emails comes from the Association > Configuration > Association Long Name field.

        • The reason “no-reply@smartwebs365.com” is used as the sender of the emails is because that is the email address of our email service which sends these messages out in bulk.

        • We cannot masquerade or pretend to be a different email address since this mismatch is detected by email services and causes our entire system to be blacklisted for all customers, not just the one or two customers that may flag our message as spam.

        • The “no-reply” inbox is not monitored and emails sent there by mistake are not forwarded or saved.