The Online Collection Solution Setup Guide Association. Table of Contents

Transcription

1 Table of Contents Setup Association Manage Mgmt Co... 2 Add Management Company... 2 Modify Management Company... 3 Delete Management Company... 4 Setup Association Manage Associations... 5 Add Association... 5 Modify Association... 5 Manage Associations Overview Tab... 6 Manage Associations Notes Tab... 7 Manage Associations User Access Tab... 7 Manage Associations Contacts Tab... 8 Manage Associations Documents Tab... 9 Manage Associations Declarations Tab Setup Association Manage Account Add Account Modify Account Manage Account - Overview Tab Manage Account Account Owner Tab Manage Account Mailing Address Tab Delete Account Setup Association Manage Action Add Action Modify Action Delete Action Setup Association Manage Trans Type Add or Modify Trans Type Delete Trans Type Setup Association Copy Association Setup Association Manage Association Bill Rate Setup Association View Audit Log Visit us online at Page 1 of 23

2 Setup Association Manage Mgmt Co Use this screen to setup and maintain the individual management companies or law firm clients. Add Management Company Click the Add Item icon and an edit screen will appear. Visit us online at Page 2 of 23

3 1. Name: Enter the Management Company name as it would appear on legal all documents. 2. Firm URL: Enter the Management Company website address (optional) 3. Software: Select the client s software program for data extraction capability. Currently, C3 is the only supported program. 4. Branch Name: Enter a branch name if there is more than one location for the management company. (HQ, S.East, etc.) This is a required field (*). 5. Address: Enter the branch address 6. Contact Info: Enter all pertinent information for the point of contact of the management company, phone numbers, address, etc. 7. Is Private: Check if this contact is private and for internal use only. 8. Create icolligo User: Check to automatically create a user logon for this contact. An will be sent to the e-address on file. 9. Click the Create Management Company icon NOTE: The branch name and address fields are required and are denoted with an (*) Modify Management Company Click on the name of an existing management company and an edit screen will appear. Visit us online at Page 3 of 23

4 1. Click Add MgmtCo Branch to add additional branch locations. 2. Click Add Contact info to add additional points of contact. 3. Click the Update Management Company icon Delete Management Company A Management Company may only be deleted if the number of associations is zero and the icon is visible. Visit us online at Page 4 of 23

5 Setup Association Manage Associations Use this screen to setup and maintain associations for each management company. Add Association Click the Add Item icon and an entry screen will appear. Begin entering data for the new association starting with the Overview Tab on page 6 of this Setup Guide. Modify Association Use this screen to maintain existing associations within a management company. Use the Search button to locate an association. Enter the desired search criteria and click the Filter icon to display the results. Click the association name and an edit screen will appear. The results screen is a snapshot of information, which includes points of contact and total number of owner accounts created. Click the icon to display related documents for this association including mail merge letters, declarations, etc.. Visit us online at Page 5 of 23

6 Manage Associations Overview Tab 1. Name: Enter a user friendly name to identify the association in all dropdown list boxes. 2. Legal Name: Enter the legal name as it would appear on all legal documents 3. URL: Enter the association website address (optional) 4. Billing Client Code: Enter and internal billing code for this association. 5. Mgmt Co.: Select the management company for this association 6. Mgmt Co Branch: Select the branch were this association is located 7. Manager: Select the Manager from the drop down list box. 8. Signatory User: Select the Signatory user within the law firm. This is a merge field that can be inserted into merge documents. 9. Responsible User: Select the law firm user who is responsible for overseeing this association 10. Detailed Information: Enter the association legal address. 11. Click the Update Association icon. Visit us online at Page 6 of 23

7 Manage Associations Notes Tab 1. Enter notes related to each category for the association. 2. Click the Update Association icon. Manage Associations User Access Tab Use this screen to grant user access rights to the association. 1. Add or remove users who have access to this association. By default, the user who added the association is granted access automatically. 2. Click the Update Association icon. Visit us online at Page 7 of 23

8 Manage Associations Contacts Tab Use this screen to add and maintain points of contact for each association. 1. Click an existing contact name to modify a point of contact entry. 2. Click the Add Contact info icon to enter a new contact for the association. 3. Click the Create Contact Info icon. 4. Click the Update Association icon Visit us online at Page 8 of 23

9 Manage Associations Documents Tab Use this screen to upload and maintain association related documents. The purpose of this tab is to have online and immediate access to association related documents without physically locating the hard copy. 1. Click Add Document to create and upload a document into the system or click Edit to modify an existing document entry. 2. Title: Enter the title of the document. 3. File Name: Click browse to locate the document. 4. Click the Upload icon to store the document in the system 5. Recording Date: Enter the date of recordation 6. Recording Data: Enter other recording data 7. Click the Update Document/Update Association icons Visit us online at Page 9 of 23

10 Manage Associations Declarations Tab Use this screen to add and maintain association declarations. The purpose of this tab is to have online and immediate access to the association declarations and these can be attached to specific owner accounts for reference. 1. Click Add Declarations to create and upload a document into the system or click Edit to modify an existing document entry. 2. Title: Enter the title of the document. 3. Long Title: Enter a longer title. 4. Description: Enter a description of the document. 5. Click the Update Declaration/Update Association icons Visit us online at Page 10 of 23

11 Setup Association Manage Account Use this screen to setup and maintain homeowner accounts within each association. Add Account 1. Click the Add Item icon and an entry screen will appear. 2. Begin entering data for the new owner account starting with the Overview Tab on page 12 of this Setup Guide. Modify Account Use the Search button to locate an owner s account. Enter the desired search criteria and click the Filter icon to display the results. Click the owner name and an edit screen will appear. Note: If the association where the owner resides is unknown leave the association field selection blank and search by name. Visit us online at Page 11 of 23

12 Manage Account - Overview Tab Account Overview 1. Name: Enter the owners full name 2. Association: Select the association where the property is located 3. FirmFileNo: Enter the law firm internal file number (optional) 4. MgmtCoFileNo: Enter a management company ID (optional) Unit Information 1. Address: Enter the property or unit address 2. County: Enter the county or jurisdiction 3. L/S/P: Enter legal identifiers Legal 1. Description: Enter the legal description as it is recorded in the land records. 2. Declaration: Select the association Declaration. LienHolder 1. LienHolder: Enter the lien holder information if known and DocNo. Visit us online at Page 12 of 23

13 Manage Account Account Owner Tab Use this screen to add additional account owners or modify an existing owner s account. Click the owners name or click Add Owners Account. 1. Account Owner: Enter the specifics for each owner record. 2. Primary Account: Select which owner is the primary account holder. 3. Click the Add Account icon. Visit us online at Page 13 of 23

14 Manage Account Mailing Address Tab Click Add Address or the Edit to add / modify address information for this account. 4. Address: Enter address specifics. 5. Send Letter: Select whether this individual is to receive action letters. 6. Send via: Select the manner in which the letters are to be sent, i.e. Certified, Regular, hand delivered. 7. Click the Update Address icon. Note: Only one address can receive the original letter. Click set org to specific which address. Delete Account Accounts may only be deleted if there are no transactions or actions on the account. Click the delete icon to the left of the owner name. Visit us online at Page 14 of 23

15 Setup Association Manage Action Use this screen to setup and customize actions and processing rules within each association. 1. Action: This is the action title. 2. Next Action: This is the next action the system will automatically perform unless changed manually by the user. 3. Template: The corresponding letter associated with the action type. 4. Category: The category in which the action falls into 5. Days Until Next...: This is the number of days from the completion of one action to the other. The prior action must be fully completed the counter to begin. 6. Req.Approval: This action requires approval before it can enter the processing queue. 7. BillingCode: This is an internal accounting code for the law firm. 8. Billable: This indicates if the action is billable to the client and how. Add Action 1. Click the Add Item icon and an entry screen will appear. 2. Begin entering new action types for the association as described under Modify Action on page 16 of this Setup Guide. Visit us online at Page 15 of 23

16 Modify Action Use the Search button to locate a specific action or click the action title from the list and an edit screen will appear. Visit us online at Page 16 of 23

17 Action Details 1. Association: If setting up a new action type, select the association from the drop down. Otherwise, the association will be displayed automatically. 2. Matter Type: If setting up a new action type, select the matter type from the drop down. Otherwise, the matter will be displayed automatically. 3. Action Type If setting up a new action type, select the action type from the drop down. Otherwise, the matter will be displayed automatically. 4. Document Template: If setting up a new action type, click the Browse button to select the template associated with this action. Click the Upload button to upload the document. Note: The default template will be displayed by default and appear in blue text below the upload button. 5. Next Action occurs : Select the number of days or a specific calendar day in which the next action will occur. The prior action must be completely processed before the next action timeframe begins. 6. Needs Approval: Check whether this action needs approval before it enters the processing queue. Visit us online at Page 17 of 23

18 Billing Info 1. Billing Code: Enter an internal billing code for this action. Billing codes are for reporting purposes and can be exported to your accounting software for invoicing purposes. 2. Billable by time: This selection and amount ONLY applies to actions which do not have a letter associated with the action. These are considered Non- Workflow Actions, i.e. title search, spoke w/judge, etc. 3. Billable flat rate: This selection is used for charges that are associated when letters are generated. Click the Add Amount to enter these charges and the effective dates. Note: These amounts will appear on the owners transaction tab when the document is finalized or the non-action item is processed. Visit us online at Page 18 of 23

19 Next Actions 1. Top box [Next Action]: Is a sequential listing for actions that can occur after this action has been completed. Highlight the action title and click the Up/Down button to move them within the list. Note: Make sure the list is in chronological order as they are to occur. 2. Lower box [All Actions]: This is a list of available actions that can be added to the action item list. Highlight the action title and click the Add/Remove button and to move them into the Next Action box. 3. Click the Update Action button. Delete Action Action items may only be deleted if they have never been used. Click the delete icon to the left of the action title. Visit us online at Page 19 of 23

20 Setup Association Manage Trans Type Use this screen to setup and maintain the Transaction Types for an association. 1. Account Type: This is the title of the transaction type and will appear on the owners account. 2. Priority: Determines how cash is applied to outstanding charges. The lower the number the lower priority. 3. Secured: Determines whether the trans type is secured or unsecured. Secured is legally lienable. 4. Payment type: Determines if this trans type is a payment or credit 5. Firm fee type: Determines if this trans type is a law firm charge. 6. Late Interest Calc: Determines if this trans type is included in the late interest processing (in development) 7. Late Fee Calc: Determines if this trans type is included in the late fee processing (in development) Visit us online at Page 20 of 23

21 Add or Modify Trans Type Click the Add Item icon or the Trans Type title and an edit screen will appear. Overview 1. Association: Select the association from the drop down box. 2. Account Type: Enter a description for the charge type. Note: This description will appear on the owner s account transaction history. 3. Application Priority: Enter the trans type priority. The lower the number the lower the priority, i.e. 10 priority will be applied before a 2 priority. 4. Secured: Select whether this trans type is secured/unsecured. 5. Payment Type: Select if this trans type is cash or credit. 6. Firm Fee Type: Select if this trans type is a law firm charge 7. Late Interest Calc: (in development) 8. Late Fee Calc: (in development) 9. Click the Update Trans Type button. Delete Trans Type Trans Types may only be deleted if they have never been used and there are no associated transactions. Click the delete icon to the left of the owner name. Visit us online at Page 21 of 23

22 Setup Association Copy Association Use this screen to copy the setup of one association to another. Once copied, customization can be made at the association level. The copy function saves significant time and should be used whenever possible. 1. Source Association: Select the association from which you want to copy. 2. Destination Association: Select the association to copy to. 3. Items: Select the items to copy 4. Click the Copy Association button. Visit us online at Page 22 of 23

23 Setup Association Manage Association Bill Rate Use this screen to setup and maintain the bill rate for employees when entering a nonworkflow item on the owners account. Setup Association View Audit Log The system maintains an audit log of all activity. It records what user changed what and on what date. Use this screen to extract the audit log for specific dates. Visit us online at Page 23 of 23