Approvals Page of the EasyHOA Software

The main approvals page is located under the main menu of the easyhoa software. When you click on approvals, it takes you to the main approvals page. On the main approvals page at the top left you will see three buttons, one named "active" this shows all active approvals, to the right of the active button is a button called "history" the history button takes you to a page that shows all past approvals, and then to the right of the history button is a button called "approval rules" which takes you to a page where you can create a new rule or manage current approval rules. On the main approvals page at the top left, under the active, history, and approval rules buttons there is a filter dropdown that allows you to to filter list of approvals by: all approvals, those approvals that were first requests first, expense approvals, and work order approvals. On the main approvals page there is a button called Create New Approval. When you click on that button you can create an approval by filling out the appropriate fields on the page. The first field you need to fill out on this page is what type of an approval it will be. There are 2 choices for that field, Expense or Work Order. After you select a type, to the right of that is a form field that asks what kind of approval you would like to add. There are 2 choices for that field, Majority or Unanimous. After you add in the information for those 2 input fields, you need to add in what the invoice is for and the amount of the invoice to be approved. Then, below that, there is an area to tag a contractor associated with the invoice that needs to be approved. The contractor tag is optional. Below the contractor tag area of the page there is a spot to assign the approval to "Approvers". * If a board/committee member isn't showing in the dropdown list of approvers, then you need to give them dashboard access through the My Team page). Keep in mind, only Property manager admins can manage team members on the my team page. After you assign the approval to approvers, you can select from a dropdown list the users who you want to be notified after the approval has officially been approved either by a majority approval or a unanimous approval. At the bottom of the page there is a spot to upload a file to the new approval before you actually create the new approval. An example of a file you could add on this page would be a work order or an invoice either in a png, jpg, or a pdf file format. After you add the file, simply click on create approval and your new approval process will begin. On the approvals page below the buttons and dropdown filter you will see a list of approvals with the following column titles: title, approval type, acceptance type, unit, owner, assigned to, status, and actions. Under the acceptance type you will see if the approval was set to needing a majority approval or unanimous approval, you will also see how many people have responded to the approval. Under the actions column you will see a delete icon if you wanted to delete the approval. On the approvals page where it lists the active approvals you can click on the name of the approval to go that specific approvals page. This is where you would manage a specific approval. When you click on the name of the approval and are on that specific approvals page you will see at the tope a title called "Submitted By:" and will show who and when the approval was submitted. Below this submitted by section it starts showing the following information: Type, approval acceptance, status, request title, the unit, request type, owners request details, and any form associated with the approval with a "show form" button that allows you to actually view that form associated with the request. Below this submitted by section is a title section called "Approvers" that will show a list of the people that need to approve this approval with the status of whether that person has voted or not. Below this Approvers section is a section titled "team members notified upon successful approval" which shows who should be notified upon a successful approval. There is also an "add" button under this team members notified upon successful approval section that allows you to add multiple people to be notified when the approval is successful. Below this section is a title section called "Approval communication log". The approval communication log is a log that shows you the action type and then who it was sent to with the date and time. An example would be that it shows an email being sent to the person that needs to approve this approval. At the top right of this approval communication log you will see a button called "compose email" where you could compose another email to be sent out typically as a reminder for approvers to vote. Below this approval communication log is a files section to upload a file through an "add new" button and or to upload an image through another "add new" button under the image section. On the approvals page to the right of the "active" button is a button called "history". This history page is a list of all the approvals that have been voted on an approved. You can filter this page again by all approvals, requests, expense, and work order. Again you can click on the title of the approval to open up the specific details for that approval. On the approvals page to the right of the "history" button is a button called "approval rules". When you click on the approval rules button it will take you to a page where you can view any approval rules for requests. These rules are linked to the requests. These approval rules will automatically create a new approval event when a specific request type is created. This page will list the approval rules for requests with the following column titles: title, request type, assigned members, and delete. If you need to edit a specific rule you can click on the title of that rule. At the top right of the approval rules page is a button called "create new rule" when you click on this create new rule button you will be take to a page were you can create a rule for what you want to happen when certain requests are created. Often HOAs want certain types of requests to be automatically turned into an approval with a notification sent those who need to approve this new request. When you are on the create new rule page you will see the following instructions of how this feature works: Instructions: First name the workflow and choose which request type you want to trigger the approval process. When a new request is created with the open status then the software will generate an approval task which will be assigned to specific person(s) who will have to log in to their dashboard and approve or deny the request. This is explaining how a new rule works. Below these instructions you will see the following fields that need to be filled out: Type, approval acceptance, name of workflow, request type, assign to, when this request is approved, send email notification to:. Once you have entered all of this information click on the "create rule" button at the bottom left of the page.