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User Guide - Navigation for Administrators

Navigation for Administrators

 

  1. Navigation 
  2. Documentation for Administrators 
  3. (All Applications)

 

Introduction 

SmartWebs has re-written the navigation of all SmartWebs applications.  These changes will streamline the workflow for your computer-based users.  This document will outline the changes in the Navigation for all applications’ appearance and functionality. Violations is the first application to undergo a complete rewrite.  At this time, Work Orders and ARC application screens have not changed, however, access to those screens is from the new main Dashboard.  New functionality in this re-write include: 

  1. Hover the mouse/curser to open Menu items 

  1. Window Slides open over the main Window 

  1. Window placement – can drag and drop Slides to convenient location on monitor 

  1. Menu, Main Screen and Window Slides have independent scroll bars 

  1. Selected Menu changes to Green

Dashboard Navigation 

While all applications will launch from the Dashboard, SmartViolations will be the only application that has changed significantly in this release. 

Association Selection as well as accessing all applications and functionality will occur from this Dashboard.  Menu items are controlled by Roles and Rights.  The Users permissions will dictate the items presented on the Menus.  The below depicts all possible Menu choices for the highest level of permissions. 

  1. Upon Log in, the below views will appear.   

 

 

  1. Owner/Unit Search 
  2. Settings 
  3. User profile



To get quick and advanced option please click on the magnafining glass (Owner/unit search)

 

 

1. Quick 

 

 

 

 Advanced 

 

 

 

2. Settings 

 

 

3. Profile 

  1. View profile

    1. You can change your password

    2. Add a signature

    3. View the list of associations that you are assigned to

  2. Preferences

    1. You can edit email notification preferences for ARC

  1. Logout 

 

 

 

Manage 

Menu choices will also appear across top bar once an item under Manage is selected. 

 

Units (Owner/Unit Management) 

  1. List 

  2. Print 

  3. Dashboard

  4. Messages (if the communication module is enabled)

  5. Reports

Association 

Association Users 

  1. Manage users

CCRs    

  1. Access the CCRs for VIO or ARC

Documents 

  1. Manage Documents and Links

Configure ( Smartweb internal use only)

  1. Configure Association Detail 

Map Set up 

  1. See homes on map 

  1. Place and move homes 

Board Info 

  1. Enter/Review details on Board Meetings 

Association Logo 

  1. Load Association level Logo

Tags

  1. Unit Tags

Fact sheet (Coming soon)

Parameter

  1. Create merge fields for modules (VIO, ARC) and use them in the letters

 

 

 

Company 

  1. Documents 

    1. Manage Documents and Links

  2. User management 

    1. Manage users within an association

  3. Roles and Rights 

    1. The roles that you have available within the company

  4. Owner Statuses

    1. Owner Status Groups

  5. Company Logo 

    1. Load Company level Logo 

  6. Profile (Smartwebs internal use)

  7. Parameters

    1. Create merge fields for modules (VIO, ARC) and use them in the letters you can only delete the created merge fields in the company parameters. 

 

 

Workflow (Communication Module)

Templates

  1. Email

    1. Communication module email templates

  2. Report

  3. Note

  4. Text Message

  5. Voice Message

  6. Letter

 

Triggers 

  1. This is for our Workorders module. 

Rules

  1. Create rules on how the triggers will populate.

Vendors (Vendor Management) 

Used only in Work Orders 

  1. Used to create and manage Vendor Records

Resident Portal (Communication module only if enabled)

  1. Usage statistics

    1. Overview of who has been verified, when logged in, number of uses

  2. User ownership

    1. Signup Dashboard-Report

    2. Usage Dashboard-Bargraph (months)

  3. Send Invitations

    1. Resident Portal Invitation- List of residents to send invitations

 

Support 

When you click on the support tab, this will take you to our knowledge-base site, this is where you can find articles for our modules and find information on how to do certain things within the module. You can also create support tickets here. 

 

Page Break 

Left Side Menu Navigation 

  • Icon View – hovering over the Icon will present the options for that Application. Clicking on the Icon will open that application to the default screen. 
  • Expanded Menu View – clicking on the name of the application will present the options for that Application and open that application to the default screen. 
  • Menu selections in this section have the same functions as the menus in the next section (Navigation in the different applications).  This section breaks information down by Application.   

 

  1. Applications/Features are represented as Icons and as names depending on the view. 

IconExpanded View 

 

 

  1. The menu will expand to show the names by clicking on the   . 

  1. The menu will close by clicking on the  .   By closing the menu there is more screen available for the application. 

 

 



Menu Details 

Expanded View 

Violations 

 

 

Violations 

Violations List is the default screen that will open when Violations is selected from the menu.  Menu item turns green when selected. 

Dashboard

  1. The violations Dashboard will show you:

    1. Open:

    2. Queued:

    3. To Print:

  2. Community Snapshot

    This view shows all current (open) violations within your association and will constantly update as violations are created and processed within your community.

    1. The data displayed here come from these active violations in the List, Queued, and Print tabs.

Add

  1. When you select this option, it will take you to start creating a new violation.

List

  1. Provides the list of the units that have violations in place. 

Queued 

  1. Any violations that need to be reviewed before they are sent to the print tab

Print 

  1. Will display the violations that units received, and are either ready to be printed out or ready for auto-printed (at 7 pm central time)

Assessments 

  1. Functionality is detailed in the New Violations Training Document

 

Reports 

Clicking the arrow will produce a drop-down menu.  These features function in the same manner. 

  1. Community snapshot

  2. Dashboard 

  3. Compliance

    1. Community Compliance

      1. This report displays detailed violation activity information for a unit, based on the filter options you select. 

    2. Community Compliance (No fine or CC&Rs)

      1. This report displays detailed violation activity information for a unit, based on the filter options you select. Fine and CCR information will not be displayed in the body of the report, even if available. 

    3. Community Compliance Single-Line Report

      1. This report displays a summary of violation activity information for a unit, based on the filter options you select.

    4. Compliance picture

      1. This report displays detailed violation activity information for a unit, along with images of those violations, based on the filter options you select.

    5. Compliance sheet

      1. This report displays the historical progress of violation activity for a unit, based on the filter options you select.
         

  4. Letter

    1. Letters Queued/Printed

      1. The report counts the number of letters mailed or printed during the selected date range.

    2. Violation Letter Statistics

      1. The report counts the number of letters mailed or printed during the selected date range.

    3. Violation Letter Activity (Completed and Pending)

  5. Activity

    1. Violations Created/Updated

      1. Violations Created/Updated Report

    2. Reinspection Activities

      1. Reinspection Activities Report

    3. Violation Cited

    4. Violation Activity

    5. Violation Status

More

  1. Violation Options

    1. Policies

      1. Set up/Edit Letter Policies

    2. Letters

      1. Create, edit, and copy Violation Letters

    3. Multi-Violation Policy

      1. Set up/Edit which multi-violation letter will be created per stage

    4. Statuses

      1. Modify Violation Statuses

  2. CC&Rs

    1. Create, Open, Edit, Deactivate 

    2. Categories 

    3. SubCategories 

    4. Call to Action 

    5. CC&R Text

  3. Config Overview

    1. Shows the status of letter Policies

 

Work Orders 

 

 

Work Orders Dashboard

  1. Provides a pie graph and a list of Work orders. 

Add

  1. Add a new WO

Open

  1. This will take you to the open WO

Closed

  1. This will take you to the closed WO

Management

  1. This will take you to the management WO

Vendors 

  1. Manage Internal and External Vendors

Reports 

  1. Work Order Detail Report

  2. Work Order Picture Report

  3. Work Order Statistics Report

More 

  1. Workflow-Typically set up by SmartWebs Support 

    1. Email, Voice, Text Templates

    2. Rules

    3. Triggers 

  2. Management Settings  

    1. Categories 

      1. Categories for Work Orders

    2. Sub Categories 

      1. Sub Categories for Work Orders

    3. Priorities 

      1. Priorities for Work Orders 

    4. Statuses 

      1. Statuses for Work Orders 

    5. Reported by 

      1. Titles of groups who report Work Orders 

    6. Filtered Views 

      1. Controls the tabs seen and who can see them on the List page 

    7. Amenity Types

      1. Types of Amenities that are tracked by icons 

  3. Association Settings 

    1. Amenity Set up 

      1. Specific Amenities per Association

 

  

ARC 

 

 

 

ARC 

ARC Review Tab is the default screen that will open when ARC is selected from the menu.  

Dashboard

  1. Activity 

  2. Configurations

Add 

  1. create a new ARC project

Staged 

  1. Projects On Hold

Review 

  1. Open/Active Projects 

Completed 

  1. Approved or Denied Projects 

Custom Search 

  1. Create a custom search of Projects 

Decline/Withdrawn

  1. Projects that were declined and withdrawn

Search

  1. Search for projects 

Reports 

  1. Community Arc Summary

    1. Summary (Totals)    

  1. Community Arc Detail

    1. Detail (Completed and Pending) 

  2. Uploaded Projects

    1. Report of uploaded projects

  3. Pending Projects

    1. Pending projects report

  4. Completed Projects 

    1. Completed Projects report

  5. Modification Report

More 

CC&R 

  1. Create/edit ARC CC&Rs 

Letter & Emails

  1. Arc Linked letters & Emails

Expirations 

  1. Set Project Expiration days

Procedures 

  1. Enter Procedures for Projects 

Additional Settings 

  1. Online Submit Form

Config Overview 

 

 Communications

Dashboard

  1. Online Submit Form

List

Print

Message

  1. New

  2. Read

Reports

  1. Dashboard

  2. Resident Notes