NOTE: Please keep in mind this guide follows under the view of the standard smartwebs Property Manager role, and other quick guides will go over any higher management settings that role cannot view.
Dashboard Navigation
The violations module can be accessed by simply pressing the icon on the left hand bar, or by pressing the "SmartViolations" or "Violations" cards on the dashboard.
- Hovering over the icon allows you to access specific tabs from the home page.
- Clicking the + icon on the Violation card allows you to quickly search for a unit and start adding a violation
Violations Dashboard
Clicking the Dashboard tab will bring you to the overview of the Violations Module. Shows you data on current and past violations and allows you to generate filtered data with the Community Snapshot feature.
Quick Info
These two info boxes will provide you with quick information about the current status of the violations module for this association.
- Current Status: Shows the number of violations currently in the Open, Queued, and Print tab
- Clicking on any of these will take you to that tab
- Past 30 Days: Shows how many violations were created, and printed/sent out within the past 30 days
- Clicking on either of these will take you to the List and Print tab respectively, and applies a filter to only show the past 30 days of data.
Note: These numbers will not be updated automatically, and you will have to press the "Refresh Now" button to see any updated information
Data Refresh
Allows the user to refresh all of the information showed on the dashboard.
- Will also tell you when the page was last updated.
- Press the "Refresh Now" button to refresh the page and sync the data
- Used to apply any search filters in the Community Snapshot section
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.
- The data displayed here come from these active violations in the List, Queued and Print tabs.
- To view historical violation data, please use any of the other available violation reports so you can select a specific date range in the past.
Filters
Allows the user to select specific addresses or streets to view violation data in the Community Snapshot.
- Type an address in or select a street from the street list dropdown
- Press the "Refresh Now" button after you have changed these options to apply them
Data Charts
Shows you data for all open violations by Category and by what Stage the violation is currently in.
- Pressing "Show Detail" will bring up a Grid View of the data and allows you to export it via PDF or Excel
- Clicking on different sections of the pie chart, or different bars in the bar graph will pull up a Grid View of just that specific selected data
- You can print both graphs, or each individually by pressing the Print icons next to show detail or in the top right above the graphs section.
List Tab Navigation
Every unit that currently has, or had in the past, a violation applied to it will show here in the list tab.
Tab Views:
The list tab has three ways to view units with violations attached to them: List View, Card View, and the Grid View.
- You can change the view by pressing the corresponding button shown below underlined in red
List View
This view is the default view for the violations List Tab.
- Every time this tab is opened, it will default to this screen and if you want to use a different type of view, you will have to change it each time you return to the tab.
Card View
This view carries the same style as the Queued, Print, and Assessments tabs . Functions the same as the List View.
- The only difference is that the full unit address appears in the top right corner of the card, and the homeowner email is provided under the short address on the left hand side of the card.
Grid View
This view is the only List Tab view that allows for Mass Escalations of violations from different units.
- Mass Escalations can only be accessed in the "Advanced Options" under the "More options" dropdown, which will be covered more extensively later in this guide.
- Note: Advanced Options only appears in the "Grid View"
Icon Key
Here we will go over what each icon stands for when in the List and Card Views
- Red: There is currently an open violationfor the unit.
- If the icon also contains a C, that means the violation is open and in cure
- Yellow: There is currently a Closed violation for the unit
- Dark Red: There is a violation currently on hold for the unit
- Purple: Indicates that a violation needs fixing before it is sent out to the homeowner
- This is usually caused if a category/subcategory is removed before the letter can send, or that the letter is now invalid and needs to be recreated
Search Function
Allows you to search for violation in four basic ways...
- Unit Address
- Homeowners name (can be first or last name)
- Mailing Address
- Account Number
This search will not filter automatically, you will have to click the magnifying glass to run the search.
It is also character accurate, meaning the spelling will have to match perfectly to the result you are looking for.
More Options
Options that allows you to search/filter for specific criteria.
- Please note the "State" options will by default included CLOSED violations. Be aware of what states you are filtering by when looking at violations.
Filtering
The List Tab allows the user to filter data to show them exactly what they want to see at that moment.
The filter options are located in the top right of the List Tab view, and consists of three main parts: The Street filter, the filter dropdown options, and the filter button.
Street Filter
Allows the user to select a specific street they wish to view, and shows how many units are in that street
- Please note that the number of units this dropdown will show you does not mean that is the amount of units that have violations attached to them in that street. That number is a TOTAL count of units.
Filters Dropdown
Has three options to choose from:
- All Violations: Shows all units with a violation attached to it
- All Units with Actionable Activity: Shows units with violations that are in the Queue or Print tab
- All Units: Shows all units in that association, even if they do not have a violation attached (if the unit only had old closed violations, they will appear under this option and the user will have to press "show history" to view them)
NOTE: Custom Filters appears when "More Options" Is being used and you cannot change this setting or it will override the "More Options" settings.
Filter Button
Clicking the button reveals a textbox that the user can type in to filter the violations shown.
- Type in a number or name to filter
- Filtering will start after you type the first 2 characters
List Size and Page Data
How many violations are presented to you on a page is determined by the List Size and should a number be selected, the Page Navigation will appear at the bottom and allow the user to select what page they are viewing (if there are multiple pages)
- List Size: Changes the number of units that appear on one page of data
- Page Navigation: Appears at the bottom of the current view when there are enough units that it requires multiple pages, press the numbered buttons to navigate to that page
Creating a Violation
The following section will review the process of creating a violation and how each part functions.
Step 1 - Owner/Unit Search
To begin, select the "Add" tab or the "New" icon in the list tab to open the Owner/Unit search.
Here, you can give any of the following information to generate a list of units you can then create a violation for:
- Owner Name, Unit Address, Mailing address, Lot Number, or Account Number
Homeowners and Units will begin to populate in the grid below after you type the first three characters into any of the below fields. (Shown below)
Step 2 - Select Category/Subcategory
Selecting a Homeowner/Property opens the Category and Subcategory selection window, where you will have to choose both a Category and Subcategory before you can continue.
- If a subcategory option is greyed out, that means there is already a violation that has been created under that subcategory and a new one cannot be created and will instead have to escalate the existing violation.
Step 3 - Add Violation View
Once you have selected the category and subcategory it will take you to the "Add Violation" window.
- Here is where you can edit additional information about the violation as well as make changes to the letter that gets attached to the violation.
Owner/unit and Category/Subcategory
Selecting the search icon will allow you to search for a different unit or category/subcategory without having to close out of the "Add Violation" view.
- Allow the page to refresh fully before making any other changes to ensure the letter populates correctly with the new information provided.
Stage
Here you can set the policy stage that the violation will start at, where "Stage 1" will typically be selected by default
When you select a stage, the policies for that stage will automatically load a letter and fine/cure, but can be changed when the policy allows for it.
- Selecting stage 0 will not alert the homeowner they have a violation, it is intended for internal use and only appears to management.
- If the association has custom policies they will show in the dropdown alongside global policies (which are management wide).
NOTE: Selecting a stage will populate information from the association's Policies for the following sections
- Stage, Fine and Letter (these can all typically be edited when creating the violation)
Fine
Either manually set the amount the homeowner will be charged for the violation, or allow the auto fill to set it.
- Will auto populate with the policy from the selected stage, but can be edited if needed
Cure Period
The cure period is the allocated timeframe given to a homeowner to address and rectify the violation.
- Will auto populate with the policy from the selected stage, but can be edited if needed
Location
This dropdown lets you choose a location of where the violation occurred.
- Allows for further specification and shows up in the list tab under the category and subcategory
Map
Shows an approximate area for where the unit is that this violation is being placed under
Document/image attachments
Allows the user to upload attachments to the violation
- Can be dragged into the drop zone, or by selecting the up arrow button to select files from their device.
Reason for Violation
Type the reason for the violation and if the letters have been setup to allow reason text to be inserted, it will insert into the letter for the homeowner to see.
Step 4 - Send or Queue
Pressing either of these buttons will complete the violation creation process.
- Send: Creates the violation and sends it straight to the print tab to be sent to the homeowner
- Queue: Creates the violation but adds it to the queue tab for further processing
Step 5 - Next Steps
The next part of the violation guide will go over the two tabs that a violation can go through after it is created.
Please note that if the violation was queued, it will then need to be moved into the print tab to be sent out to the homeowner
Queue Tab
If when a violation was created, it was queued instead of printed, the violation will move into this tab.
- This tab serves as an area for the violation to sit so that further information can be changed or added before being sent to the homeowner.
Processing Buttons:
There are three options for the processing buttons, and you can either select specific violations or leave them unselected to process all of the violations on that page:
- Recreate Letters: Should the template letter have been updated, you can select this button to recreate the letters to reflect the changes made from the template.
- Process: A confirmation that the violation is ready to be printed and sent to the homeowner, sends to Print Tab
- Preview: Allows you to preview the letters of all or the selected violations
Views:
The queue tab has 2 different views to see queued violations that are ready to be added to the print tab:
- Grid View: Shows cards of the violation, most basic information shown
- Letter View: When expanded, shows the letter that will be sent out, more detailed information shown.
Grid View
The default view for this tab.
Letter View
Select the violation to view the letter in a dropdown, an alternate view
Violation Details:
Selecting the details button in the grid view will pull up the letter and additional information
- Here you can preview the PDF for the violation, edit the letter if needed, and update the reason text.
Owner Information
In the top right you will be able to view the owner information, including their email as well as their address
Stage/Fine
Here you can see what stage the violation is currently at, as well as the fine attached to that stage/violation
Reason
Enter reason text here that can be included in the letter if the letter allows, and if the checkbox is selected
Preview or Edit letter
Select the "Edit Letter" button to be able to update the letter content, or select "Preview PDF" to preview the letter
Process
Select "Process" to send the violation to the print tab to be printed and sent to the homeowners
Options
Select "Options" to get more options/actions to take on the violation, you have 4 option from this view:
- Documents
- Recreate Letter
- Close and Delete Letter
- Delete Violation stage
Documents
Allows the user to upload attachments to the violation
- Can be dragged into the drop zone, or by selecting the up arrow button to select files from their device.
Recreate Letters
Here you can update the details of the violation and recreate the letter to update what will be sent to the homeowner
- You can edit the category and subcategory, location, stage, fine, and customize a cure period
Close and Delete Letter
Selecting this option will close the violation stage and delete the letter from the queue tab
Delete Violation Stage
Selecting this option will delete both the letter and the violation stage, and will not be saved in the unit's history
Print Tab
The print tab is where violations that have completed the process go to be printed and sent off to the homeowners.
- If the association has automailing, this print tab will be automatically picked up at 5pm Central every night.
- If the association does not have auto mail, the violations will need to be printed and sent out manually from this tab.
Search Options:
The search options allow you to customize filters to show different results, you can select from the following:
- Associations: Can select multiple associations to view their tabs
- In Current Stages: Shows specific stage violations
- Violation Type: Choose to show Single Violations, Multi Violations, or both
- Mailing Method: Select violation communication types by email, first class letters, or certified letters
Action/Filter Buttons:
These buttons can be selected to either view open/closed violations or will complete an action to either a selected group of violations or the whole page.
Buttons will default to "all" until individual violations are selected, there are 5 buttons to choose from:
- Open: Shows all open violations
- Closed: Shows all closed violations
- Print/Send: Manually goes through the process of printing out the letters to a printer you select. Choose to include a cover letter, and then select one of the options in the popup shown.
- "View in new tab" will open the PDFs and allows you to print from there.
- Make sure they print correctly before confirming in the popup under the Select Options popup
- Send to Queue: Sends the selected (or all) violations back to the queue tab to be reviewed again
- Preview: Allows you to preview how the violation letter is going to look when it is sent to the homeowner.
- Can view in a new tab, download the letters, email them to an email address, or post them to a folder within the association.