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The Architectural module allows the user to enter notes and generate letters for each individual owner's architectural requests. It allows the user to keep track of the architectural request from receiving the initial request from the owner to the Board Members giving approval or denial for the request.

 

The Architectural application is accessed through APPLICATIONS | Account Maintenance Group | Account | Architectural.

 

How to enter an Architectural record (red box):

 

1. Press the Add button to display a new row at the top of the grid or scroll down to the bottom of the grid to add a new record

2. Enter the date the architectural request was Received from the homeowner

3. The Closed date can be entered after the request has been completed

4. Enter the current Status of the request (example. Pending, Approved, Denied, etc)

5. Enter the Modification the homeowner is wanting to make to their property

6. Enter the Conditions of the modification

 

How to add additional Architectural notes (blue box):

 

1. Click the plus sign next to the Architectural record to expand the detail. These additional rows allow the user to add notes and assign tasks to other employees

2. Enter the Entered date. This is the date the note was added

3. Select the Employee that the note needs to be assigned to as a task to follow-up

4. Click the magnifying glass in the View field to review the attached letter or document

5. Enter a new Note or select one of the notes from the dropdown menu. There is no limit to the number of note records that can be entered

6. Select a File for the note or use the dropdown to create a letter

i.Within the File cell of the record, press the ellipses button , which allows you to search for a file from their workstation to attach to the note (you can drag / drop a digital document into the record)

ii.Within the File cell of the record, press the button, which will display a list of pre-configured merge templates created through the Merge Letter Editor.  Select a template, the system will create a merge letter and display the editor.  Edit the letter as desired, then exit the module to create the PDF attachment to the note. Note: the data entered in this row can be used during the merge process.

 

How to add a Task to the architectural record (purple box):

 

1. Click the plus sign next to the Architectural record to expand the detail. These additional rows allow the user to add notes and assign tasks to other employees.

2. Enter the Task date / time

3. Select an Employee to assign the task to

4. Enter the Assigned  date / time

5. Select a Committee to assign the task to (used for reporting purposes)

6. Enter the Completed   date / time

7. Enter a task Note

8. Select a File for the note or use the dropdown to create a letter

1. Within the File cell of the record, press the ellipses button , which allows you to search for a file from their workstation to attach to the note (you can drag / drop a digital document into the record)

2. Within the File cell of the record, press the button, which will display a list of pre-configured merge templates created through the Merge Letter Editor.  Select a template, the system will create a merge letter and display the editor.  Edit the letter as desired, then exit the module to create the PDF attachment to the note. Note: the data entered in this row cam be used during the merge process