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User Guide - Violations Process

This guide will review the process of creating and sending a violation

Navigation

Go to Violations > Add to create a new violation, or go to Violations > List > and select the "+" button to add.

 

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Step 1

Search for the homeowner/unit by entering the information into any of the fields below.

  • NOTE: You must enter at least 3 characters for the search to begin

After you have found the homeowner, select them from the list to proceed

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Step 2

Select the Category and then Subcategory for the violation.

  • NOTE: If a subcategory is greyed out, that means a violation already exists for the subcategory and needs to be escalated instead of creating a new one.

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Step 3

This is where you can edit the details of the violation if needed.

  1. Confirm the owner/unit and category/subcategory
  2. Change the Stage of the violation you are issuing
  3. Update the Cure period
  4. Upload documents/image attachments to the violation

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Step 4

Add reason text by typing the reason for the violation in the text box, and ensuring the "Include Reason Text in Letter" is checked off to include it in the letter if desired.

  • NOTE: Your letter template must have merge fields to allow reason text for it to be inserted, please reach out to a Global Admin if there are any issues with reason text not adding to letters.

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Step 5

Send the violation to the queue tab by selecting the "queue" button in the top right of the window.

  • NOTE: If you do not need to verify the violation any further, you can send it straight to print to be sent out.

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Step 6

To view the violations you have sent to the queue, select the "Queued" tab

  • NOTE: The number on the tab shows how many violations are currently there

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Step 7

To confirm the violation information is correct, you can select the "Details" button to bring up the violation details

  • NOTE: To edit attachments and stage/fines select the "Options" button

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Step 8

To confirm and process the violation is ready to be sent, select the tile so it turns grey, and select "Process Selected"

  • NOTE: You can also instead press "Process All" without selecting any tiles to process all violations in the queue tab if you have multiple you need to send.

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Step 9

To view the violations you have moved to be printed, select the "Print" tab

  • NOTE: The number on the tab shows how many violations are currently there


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Step 10 - Printing Violations

NOTE: If your community is utilizing the Smartwebs automailing services, which take care of sending the violations to homeowners for you, disregard all further steps, you have completed the process.

 

Select the violation tile so it turns grey, and then press "Print/Send Selected" 


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Step 11

A confirmation popup will show asking if you would like to include a default cover letter when printing the violation.

This is optional.

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Step 12

Select from the 4 options for how you would like to print/send the violations.

  1. View in New Tab
  2. Download
  3. Email
  4. Post

View in New Tab

Allows you to open the letter in a new tab and print from your browser

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Download

Download allows you to save the letter to your computer to print out from your pc files.
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Email

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

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

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Post

Post saves the Letter in the Smartwebs platform.

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

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Confirmation

A confirmation will pop up asking if the letters printed correctly, select Yes if so.

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