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User Guide - Multi-Violations

This User Guide will review how to create and manage a Multi-Violation in Smartwebs. A Multi-Violation allows users to assign multiple violations to a single unit at one time.

Navigation

To access the violations module hover your cursor over the Violations Icon then select "List" or click the Green tile that states "Violations".

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Step 1

Select the orange "Multi +" icon

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Step 2

Use the Find Owner/Unit search to locate and select the homeowner/unit where the violations will be sent.

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Step 3

Select the category and subcategories of the violations you want to send to the homeowner.

  • You will first select a category and then choose the subcategory you want to add, then repeat that process until completed.

NOTE: To confirm which have been selected, they will turn orange, and the category will turn orange to verify a subcategory under it has been selected.

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Step 4

Verify the details of the homeowner, and choose to combine the violations into one letter, or send them separately.

NOTE: If you choose to combine the violations, they must all be created and sent at the SAME stage

  • If you choose to send them separately, you can scroll down to alter each violation individually
  • If you choose to send them in a combined letter, you will need to ensure the multi-violation policies are set up correctly, and that the merge fields for those letters are specific to multi-violations.

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Step 5

The tab number’s the amount of Violations waiting to be approved.

  • Click on the Queued tab to view it

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Step 6

Click the Violations tile. It will turn dark gray.

  • Click on + Process Selected.
  • The Violation is sent to the Print tab.

 

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Step 7

Click on the Print tab.

  • The tab number is the amount of Violations waiting to be sent to homeowner

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NOTE: If your association is utilizing the Smartwebs automailing service, you can skip the rest of the steps. Once the violations are in the print tab, they will show what time they will be automailed at.

Step 8

You can now print the violation from the print tab by selecting the violations you would like to print, and selecting "Print/Send Selected" or you can choose "Print/Send All" without selecting a violation to send all of them.

  • Click the tile then click Print/Send Selected
  • Or Click Print/Send All

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Step 9

Next, a confirmation will pop up asking if you would like to include an automatic cover letter, it cannot be altered, but it is optional.

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Step 10-A: 

View in new tab opens the Letter in the browser. Click Open to view.

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Step 10-B: 

Download allows to keep the Letter on the computer. Rename and click Download.

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Step 10-C: 

Email the Letter to an additional person along with the homeowner (CC:).

  • Add the recipient’s email address (not the homeowner email). Click Send.

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Step 10-D: 

Post saves the Letter in Smartwebs platform.

  • Rename the file.
  • Select to save in either Associations Documents OR Homeowner Files.
  • Click Post. 

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