Taking Action on a CCR
CCR's with an action table can be processed when viewing the record. When processing an action, fees & letters assigned to the record will also be processed.
This article will go over how to take action on a CCR and how to undo the process if necessary.
Before you Start
In order to take action on a CCR record, it must have a CCR Action Table. This defines the action step schedule when a CCR record is created.
When a CCR record is created, TOPS [ONE] uses the Created Date of the record and the action step Days From on the CCR code to set the scheduled actions for that record. As the record is progressed through the steps, the ticket is updated with the new date for the next action.
Emailing Letters to Owners
When a CCR Action Step has a template assigned to it, it can automatically be emailed to the homeowner.
The Template and the Owner's Delivery preference must be set to email. If not, the letter will be available on the CCR Record and the property activity feed for manual printing.
Step By Step
1. Click Portfolio then Community. Select the Community to work in.
2. Click CCR then CCR Tickets.
3. (Optional) Click to filter the tickets shown.
4. Select the tickets to take action on.
5. Click Take This Action
Taking the action means that the fine, if any, associated with that action step will be charged to the homeowner’s property record and the letter associated with that action step will be generated.
6. Select additional letters to generate & enter the Post Date.
By default, if there is a letter to be sent with an action step, it will generate for the Primary Owner and the Primary Mailing address for the property.
To generate additional letters, select from the options below. Items selected will have a
7. Click Generate
That taken action now displays as being processed and the letter generated can be viewed and/or printed to mail out to the owner.
Undo Batch Action Steps Taken
If an action is taken by mistake or there is an error in the letter that is generated, the Undo Last Action feature will revert the record back to the state that it was in, prior to taking the action.
1. Click Actions then Undo Last Action
Letters that were generated and emailed to the owners cannot be undone. This process will undo the process within TOPS [ONE] and the owners ledger.