VIOLATION BATCH ACTIONS

Transcription

1 Page 1 VIOLATION BATCH ACTIONS CONTENTS Overview... 2 Workflow: Batch Process Violation Tickets... 2 Actions: Batch Process Violation Tickets... 2 Examples of Enhanced Violation Tickets Workflows... 3 Take Action: Filter & Select Violations to Process... 4 Filter the Violation Tickets... 5 Additional Filters... 6 Accrued Batches: Create a Batch or Add Violations to a Batch... 7 Create an Accrued Batch... 8 Starting from Scratch: Brand New Accrued Batch... 8 Add Violations to an Existing Batch... 9 View Accrued Batches Remove Violations and Batches Move Violations from an Accrued Batch to another Accrued Batch Reviewing and Posting Batches Batch Review Editing Violations in a Batch Posting a Batch Print All Letters in Batch Viewing a Posted Batch... 19

2 Page 2 OVERVIEW Users can now manage tickets across ALL communities, take the next action due on multiple violation tickets at once and generate, and/or print all of the associated violation letters. The enhanced Violation Ticket card view gives users the ability to preview, filter, and select the violation tickets that meet specific filter criteria. A user can select all of the violation tickets, or categorize the homeowners with violations that require a Next Action or inspection to determine whether they are due for the next action and then generate an accrued batch of violation updates and notices to process. WORKFLOW: BATCH PROCESS VIOLATION TICKETS View Violation Tickets Filter violations by specific criteria such as code type or next action due Select all violations that meet specific filter criteria. Create 'Accrued Batch' Add more violation tickets to the batch Review batch and Post batch Post the Batch to update records, and generate the violation notices Go to the posted batch to review the updated records Find the Posted Batch and select the Print All to print the notices for each community's batch of violation tickets ACTIONS: BATCH PROCESS VIOLATION TICKETS Use the quick filters and additional filters to refine the violation tickets you need to process. From the Actions menu on the Violation Tickets page, users can take the following actions: New Violation o Takes the user to the Add Violation page. Take Action o Only displayed if one or more violation ticket is selected. View Accrued Batches o Allows the user to view violation records that have already been added to a batch. The Accrued Batch serves as a holding container for violations that you are working on. Nothing will happen, no letters will be created or processed until these batches are posted. View Posted Batches o Allows the user to view violation tickets that have already been processed and also allows the user to print all violation ticket notices for one homeowner as well as for the entire community batch of records.

3 Page 3 EXAMPLES OF ENHANCED VIOLATION TICKETS WORKFLOWS The addition of batch processing functionality allows you to further customize your workflow when managing violations in TOPS ONE. There are many ways to batch the violations to help you plan your daily workload. And you can now use the advanced sorting and filtering as well as the quick filters readily available on the Violation Ticket page to create batches of violation tickets. Some example of how you might want to batch process violations include: Create a batch of violations by CCR Code o Let s say you want to drive through the Community and inspect all Lawn Violations that are due for next action. Use the Quick Filter to view Open Violations Then select Additional Filters and select the CC&R Code from the dropdown list. Apply the filter and inspect these violations. Note: If you notice new infractions as you drive through the community, you can easily add the new violation to the system or even to this batch. Create a batch of violations by Next Action Due You can set the cutoff date for the next action due and process all violation tickets in this manner. Order the batch by Street Name by entering a filter of Street Name Contains Bayshore o Now work your way down this street and update any existing violations and add any new violations as needed.

4 Page 4 TAKE ACTION: FILTER & SELECT VIOLATIONS TO PROCESS When you navigate to this page, the Violation Tickets for the selected community will be displayed. To view all violation tickets, select All Communities from the community selector.

5 Page 5 FILTER THE VIOLATION TICKETS Filter and sort the existing violation tickets and group or batch them according to your specific needs. You can filter the list of violations by selecting the following quick filters options. The Quick Filters include: All Open Closed Action Due Note: When additional filters are applied to the view, there is also a block at the top of the page that indicates the count of items that meet the filtered criteria. This is labeled Filtered Total.

6 Page 6 ADDITIONAL FILTERS Additionally, the user can filter the violation tickets by important date ranges like when the ticket was created or when the next action is due. The user can also filter the violation tickets by CCR Code (for example, all Lawn Violation) and/or by their status such as whether the violation is Open or Closed. Street Contains allows gives users the option to only review violation tickets on a particular street and Item contains looks at the text-based contents of the violation. Filtering tickets based on the Item Contains filter would allow you to view all lawn violations across multiple communities as long as the word lawn is used consistently in all of these types of codes in all of your communities. Note: The CCR Code filter is only available within one community. Codes vary from community to community; therefore, this filter is not available when working across all communities.

7 Page 7 ACCRUED BATCHES: CREATE A BATCH OR ADD VIOLATIONS TO A BATCH As you process violation tickets you can organize your batches of violations as you see fit. You can continue to add violations to accrued batches, you can remove or add more violations to your accrued batches. The Accrued Batch serves as a holding container for violations that you are working on. Nothing will happen, no letters will be created or processed until these batches are posted. This allows you to use an Accrued Batch as a daily work load or drive list to capture the actions that need to be made on the existing violations and continue to add new violations as you work in one or more communities. When you select violations and choose the option to Take Action, the selected violations are added to a batch. You have the option to: Create an Accrued Batch o This is like creating a work file. The violations do not process and letters for the action levels do get generated until the user chooses to Post the Batch. Add New Violation to an Existing Accrued Batch Add Selected Violations to an Existing Accrued Batch Violations selected for processing are placed in an accrued batch. If no batch exists, one will automatically be created. If there is an existing accrued batch, the user has the option to add the violation to an existing batch or create a brand new one. NOTE: Violations can only exist within one accrued batch at a time. They cannot be edited while they exist in an accrued batch. Violations can be moved from one accrued batch to another, however. Edits cannot be made to a violation in an accrued batch; however, comments and tasks can still be added. To modify a violation record, remove it from the batch and go into the individual ticket. Make any necessary modifications and then add it back to the batch to advance it to the next action and generate the associated notification letters.

8 Page 8 CREATE AN ACCRUED BATCH STARTING FROM SCRATCH: BRAND NEW ACCRUED BATCH 1. Navigate to the Violation Tickets page: 2. Select one or more violations by clicking the + icon in the top or bottom right of the violation card:

9 Page 9 3. Click the Actions button and select Take Action(1) : 4. The selected items will be added to a new batch. This batch will remain in place until it is removed or posted: ADD VIOLATIONS TO AN EXISTING BATCH When selecting violations for processing, they can be added to any existing Accrued Batches. 1. Navigate to the Violation Tickets page:

10 Page Select one or more violations by clicking the + icon in the top or bottom right of the violation card: 3. Click the Actions button and select Take Action(1) : 4. A list of accrued batches will appear. From here the user may choose to select an existing batch to add the violations to or create a batch:

11 Click +Create New Batch to add the selected violations to a new batch Page 11 To add the violations to an existing batch first click on the desired batch and then click on the button labeled Select This Batch : VIEW ACCRUED BATCHES Accrued batches will remain until they are posted or removed. To bring up an accrued batch: 1. Navigate to the Violation Tickets page: 2. Click the Actions button and select View Accrued Batches :

12 Page Select the desired batch to go to the batch review page: REMOVE VIOLATIONS AND BATCHES An accrued batch can only be removed once all the violations in that batch have been removed 1. Navigate to the accrued batch review page:

13 Page To remove a violation, click the x located to the far right of the violation record: 3. To remove an accrued batch, remove all the violations within. Once there are none left, the Remove Batch button will appear:

14 Page 14 MOVE VIOLATIONS FROM AN ACCRUED BATCH TO ANOTHER ACCRUED BATCH Within an Accrued Batch, users have the ability to move existing violations to another batch. 1. From the Violation Tickets page, select View Accrued Batches in the Actions menu. 2. Select the Batch that contains the violation tickets you wish to move.

15 Page Select the Accrued Batch to which you wish to move the violation tickets. 4. Choose Select This Batch to move the violations into the selected batch. The violations are added to the selected batch.

16 Page 16 REVIEWING AND POSTING BATCHES Accrued batches can be reviewed for accuracy before posting. Edits can be made on the review screen. After posting, the associated letters will be generated. These letters can be viewed and/or printed at that point or later. If the owners preferences are set to , and the letter template settings allow for as an option, the homeowners will receive an . When you post an accrued batch, the Post acts as a trigger to take the next action, generate the letters needed for that batch of homeowners. This is the final save action that allow you to process these violations. BATCH REVIEW 1. Batch Post Date Defaults to today s date 2. Group (dropdown) Allows the user to change how the violations are grouped. The default is by community. Groupings can be done by code and action levels as well 3. Sort Change the sorting within the selected grouping 4. + Add Create and add a new violation to the batch 5. Group (panel) Displays information about the owner and violation 6. + Create and add a brand-new violation to the group within the batch 7. - Move the violations in this group to another accrued batch. User may select an existing batch or create a brand new one 8. Edit and Close, respectively.

17 Page 17 EDITING VIOLATIONS IN A BATCH Clicking the button with the will allow a user to edit select pieces of information for the violation: 1. Next Action Change the action being taken. This allows the user to skip action levels for the violation 2. Next Action Date Change the date associated with the action level being taken 3. Fee Amount Edit the amount being charged for the action level being taken 4. Template Change the template for the letter generated. The user may also select --No Letter-- so that no letter is generated when processing the action level 5. Reason for Change Type a reason for any edits made. This will create a comment and attach it to the violation 6. - Cancel and Save respectively. Cancel will undo all edits made for that violation POSTING A BATCH When review is complete and edits are finalized, post the batch by clicking Post Batch in the top right corner of the review page:

18 Posting the batch will process the action levels and begin generating the letters associated with those action levels: Page 18 PRINT ALL LETTERS IN BATCH While the letters are generating, the following placeholder message will display. Refresh will check the completion status of the documents and display a link when they are ready. The user can navigate away from this page and return at any time:

19 When the letters have been generated, the user can return to the Posted Batch and Print All letters from the posted batch grouped by community. Page 19 The Print All opens the letters in one PDF in a new window. The user can now hit print once to print out all letters in the batch. VIEWING A POSTED BATCH 1. Navigate to the Violation Tickets page: 2. Click the Actions button and select View Posted Batches :

20 Page Select the desired batch. Filter the results by typing in a batch number, community alias/name, or user: 4. When the letters have been generated, the user can return to the Posted Batch and Print All letters from the posted batch grouped by community. 5. The Print All opens the letters in one PDF in a new window. The user can now print once to print out all letters in the batch.