Summary: This article provides instructions for editing/updating Homeowner Additional Info as well as instructions for using Homeowner Additional Info in letter and email templates.
The Homeowner Additional Info menu is used to store additional information specific to an individual homeowner. This article will provide guidance for how to update and use this additional information.
1 – Update Homeowner Additional Info
To enter additional information for a specific homeowner, navigate to Homeowners > Additional Info and select the homeowner you want to add info to by clicking on the “Select Homeowner” link at the top.
***Note: If you have a different Homeowner selected, click on the Homeowner Name to select the desired Homeowner.
1 – Navigate to Homeowners > Additional Info
2 – Select the homeowner by clicking on the link in the top
Once the desired homeowner is selected, a list of all homeowner additional info fields that are currently available will be displayed. Now you can update that information.
In this example, we will update the Pet Information group for John Adams in Presidential Valley. Scroll down to the group (Pet Information in our example) and then use the Edit button on the right side of any record you wish to edit in that group. A popup will appear with all the fields in the group, and that’s where you enter the information. Anything you enter here is specific to the selected homeowner.
***Note: If you do not have this have the Edit button, contact your System Administrator to adjust permissions settings.
3 – Enter the information by clicking on one of the Edit buttons
After clicking Update, the information you entered will be saved to the homeowner:
4 – After clicking “Update” in the previous screen, the information for the homeowner is updated
You can edit the information at any time by clicking one of the Edit buttons
2 – Using the Additional Info
All the fields in the Homeowner Additional Info screen are available as tags in the letter and email templates. If you have permission to edit those templates, you’ll find the fields as tags in the Vantaca Word add-in and in the Vantaca email template editor. They will be named by their group name followed by the field name:
5 – Vantaca Word Add-in
6 – Vantaca Email Template Editor
7 – Received email in Outlook with the tags
3 – Add new Additional Info groups and fields in Settings
With the required permissions, new fields and groups for the Association Additional Info screen can be added, edited, or deleted globally for all homeowners. In this example we will add a group for Vegetable Gardens and give that group some fields with different crops.
Navigate to Settings > Custom Info > Homeowner Info Group first to create a group.
8 – To create a new Homeowner Additional Info group, navigate to Settings > Custom Info > Homeowner Info Group
Select “+ New Group” near the top of the screen. A new record will appear, where you can type in the name of the group. Then click “Update” to create your new group.
9 – Select “+ New Group” at the top, enter the name of the group and click Update on the right
Now that the group Vegetable Garden has been created, Additional Info Fields can be added.
Next, navigate to Settings > Custom Info > Homeowner Info Fields to create the fields for a group.
10 – Navigate to Settings > Custom Info > Homeowner Info Fields
From the dropdown next to “Choose a Data Group”, choose your newly created group – in our example, Vegetable Garden.
11 – The group that you just created will be visible in the dropdown
There are no fields defined yet. After selecting the new group, click “+ New Field” at the top and a blank record will generate. This can be edited with your desired information.
12 – Enter the information after clicking “New Field” at the top
In the left-most box enter the Field Label. The second box, Field Type*, is a dropdown to choose from. The third box is the order in which you want them to appear on the screen.
*Note: The different options of the Field Type define how the information in the final Additional Info record (located: Homeowners > Additional Info) has to be formatted. There are 8 options:
eMail: the system will check whether the information is formatted as an email address.
Phone: the information will be displayed as a phone number.
Textbox: a small amount of free text can be entered.
TextArea: a large amount of text can be entered.
Date: the system will display the information as a date.
Number: only numerical values can be entered. The box in Homeowner Additional Info will be formatted to add or subtract one at a time by clicking on the side of it.
Currency: a dollar amount.
Checkbox: only a clickable checkbox will appear. Unchecked displays “N”, checked displays “Y”.
For our example we’ll use a few different types of Custom Fields:
13 – Three Textbox types, one is blank (you could use a checkbox here) and a Currency
To populate the newly created Homeowner Additional Info fields with information for a specific homeowner, navigate back to Homeowners > Additional Info and follow the steps outlined above under 1 – Update Homeowner Additional Info.
14 – Populate the new Homeowner Additional Info fields
15 – After populating the new fields for a specific homeowner
Notice that all the new fields are now also available as tags in the Vantaca Email Template Editor and the Vantaca Word Add-in:
16 – Vantaca Word Add-in now has the new fields available as tags
17 – Vantaca Email Template Editor now also has the new tags available