New CCR Record

TOPS [ONE] Version 5.0.1.0

 

Description 

Deed Restrictions help define the basis of a community. Therefore, maintaining
compliance with these restrictions is vital. The CC&R module in TOPS [ONE] enables
property manager to track CC&R rules, violations, histories, and more. 

This guide will go over how to keep track using CCR's. 

 

Before you start 

Make sure you have your CCR Codes added, and that your letters have been set up.

How to Create a CCR code

Attach letters to CCR codes

 

 

In This Article 

Create a CCR 

Taking Action on a CCR 

Other Options on a CCR

 

Step By Step 

Create a New CCR 

1. Click Portfolio then Communities. Select the community you want to work in.

2. Click CCR then CCR Activity 

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3. Click +New CCR Record 

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4. Search the Owner/Property you want to create a new CCR record for.

5. Enter Violation Dates

Date (required) Date violation took place

Due Date (required) Date the violation is expected to be resolved.  This date is what populates the <<CcrDueDate>> merge code on the letters. 

6. Select CCR Click the drop-down menu to select the CCR Violation

7. Enter the CCR information (Optional)  

If the code has this data entered in the code settings, it will auto-populate on the CCR. Edit as needed. 

CCR Article- Full details, like contact information for this violation.

Detail Description- Specific details to a violation that would not be predefined by the Code. For example, if a property has repeat violations for the same CCR, the details of the previous violations can be added to this field.

Action Needed to Resolve- Actions the owner needs to take in order to not be in violation. 
An example of when to update the action to resolve would be “Only half of the lawn was mowed, the entire lawn must be maintained”. Or if the violation has a very specific action to resolve “Branches overhanging the west fence must be trimmed and not overhang into the neighbor’s yard”

8. Upload an image or file to the attachment gallery (optional)

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When finished click Save 

 

 Once Saved, the CCR page will open. 

 

Taking an Action on a CCR 

1. Click CCR and CCR Tickets

2. Select the CCR to Edit. 

3. Verify the action before clicking the Take This Action button.

Clicking Take This Action will process the CCR step, which will charge any fee and send any template that is associated with that step.

4. (optional) Select additional contacts to send the violation to.

If selecting renters alone, the renter must have a lease start and end date on their profile. 

5. Click Generate 

 

The CCR Action Table will have the date the action was taken, the user who took the action, and if there was a template attached to the step, the pdf will have the generated letter.

6. To View/Print the PDF, click the Icon. It will open in your default pdf viewer. Click the Printer Icon to print.

 

Other Options on a CCR 

1. Click Actions on an open Violation

 

Edit- Update the Closed Date, Due Date, and CCR Details 

Add Comment- Add private comments for internal users, or leave public comments for homeowners to see. Homeowners can leave comments on CCR's as well.

Add Task- Assign a task to a user within the instance. It will appear on their TOPS [ONE] home page. 

Adding and assigning a task can be used to remind a user to take action on the CCR. 

Close CCR- Sets the Current date as the closed date for this violation.

Undo Last Action- Will remove any charge set and remove the template from the owner's activity feed.

If the template and owner's communication preference were set to email, the homeowner may have received the email. 

Delete CCR- Removes the CCR from the community ticket history. Will still appear on the audit log.

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