CCR Setup – Violations
CC&Rs work in tandem with your policies and letter templates. Setting up CC&Rs allows you to pull in specific information regarding different violation types. Violations are divided into categories and sub-categories. You can also set the duration (which is the time period a violation can be re-opened) and if the violations are unit or owner-based. Additionally, you can add custom text for specific violations and also the CCR articles (bylaws) for an associations’ violations. We normally provide standard Call to Action text (info regarding what action a homeowner needs to take). The management company/association is responsible for inputting the CCR Articles if those are needed.
CCR Logic
All associations share the same categories and sub-categories names. This means any editing of the names of categories or sub-categories affects all associations, so please be careful. However, the Call to Action Text and the Articles are association specific.
Within a single association, sub-categories can share similar Call to action text and CCR articles. These are linked via checkboxes.
Navigation
To get to the CCRs section of the Smartwebs Violation module, go to:
- Violations > More > CC&Rs
NOTE: If you cannot see the CC&Rs button, your role likely does not permit you access to that section, and you will need to reach out to your Global Admin for assistance.
Q&A for Adjusting CC&Rs
Here you can go through a series of commonly asked questions and their answers about CCRs
Q. What is Call to Action Text?
- A. Call to Action Text is the data that is tied to the <<activity_ccrLetterText>> merge field. Thus when someone chooses a specific sub-category, the info (data) is pulled in from the Call to Action stored in the CCR.
Q. What is CCR Article Text?
- A. CCR Article Text is the data that is tied to the <<activity_ccrText>> merge field. Thus when someone chooses a specific sub-category, the info (data) is pulled in from the CCR Article info stored in the CCR. (specific by-law info)
Q. How do I add a new subcategory?
- A. Go to the CC&Rs area, click on the orange “New Subcategory” button for the category you are adding it to. Be sure to click is enabled, add the duration, set the violation type. Also, add your call to action title and text. Click on the CC&Rs yellow icon to add these. You may add any title for the Call to Action. We suggest the format “Category - Sub-category name”. An example call to action title is “Landscaping – Grass” and an example call to action text is “Please cut your grass per the community guidelines”. After adding your information, finally click on Save.
Q. How do I add a new category?
- A. Go to the CC&Rs area, click on the green “New Category” button. Add the new category name and click Save.
Q. Why can’t I see the sub-category in the drop-down list when I see it listed in the CC&Rs?
- A. First, check that in the subcategory details that it is set to "Enabled".
- A. Additionally, In order for the subcategory to function, it requires you to add "Call to action" text.
To do this, click on the pencil/edit icon of the subcategory. Go to the "Call to action" section by selecting the yellow icon in the top right of the popup. Add the information to the text boxes, and then click Save.
Q. Can I adjust the duration of a subcategory for 1 association?
A. No, subcategory durations, when changed/set, are management wide.
Q. Can I adjust the violation type for 1 association?
A. Yes, this can be updated. However, you must consider the affects of changing violation types.
Q. How do I add similar CC&R article text to several sub-categories within a category?
A. Select the 1st sub-category you need to change and click on the pencil/edit icon. Now click on the light blue CCR Article icon in the upper-right. Next enter the article, title and CCR text. Finally, checkoff any other sub-categories that require the same info. Finally click on Save.
Q. How do I add similar CC&R call to action text to several sub-categories within a category?
A. Select the 1st sub-category you need to change and click on the pencil/edit icon. Now click on the yellow Call to Action icon in the upper-right. Next enter the title and call to action text. Finally, checkoff any other sub-categories that require the same info. Finally click on Save.
Q. How do I un-connect the same call to action text or CCR article text for a single or several sub-categories?
A. Select any sub-category you need to updated for this reason and click on the pencil/edit icon. Now click on the Call to Action icon or CCR article icon in the upper-right depending upon what needs to be updated. Next, un-check all sub-categories that you do not want to share info with. The effect will be to un-connect them and clear the info. Finally click on Save.