Owner/Lot Management

Steps

Navigation Path

CS > Owners / Lots

Notes

• This functionality is only applicable for BTService Stand-Alone product users.  

Steps

1. Select the Add an Owner link.
2. On the Add Owner Information screen, complete all required information fields (indicated with an *):
• Use the text field to enter owner First Name and Last Name,
• Use the text field to enter Settlement Date or use the Pick Date link to select the Settlement Date using a calendar view.  Manually entered dates must be entered in the correct format, e.g. MM/DD/YY.  For more information, view the Date Text Fields and Links page.
• Use the pull-down menu to select the Project within which the owner has purchased a lot / home.
3. As applicable, complete any of the remaining fields:
• Use the pull-down menu to select the Salutation,
• Use the text field to enter the Middle Initial,
• Use the pull-down menu to select the Suffix,
• Use the text fields to enter the Email address, Home Phone, Work Phone, Work Phone Extension, and Mobile Phone.
• Use the pull-down menu to select the owner's Contact Preference.
4. Select the Next button to save the information and continue to the next screen, or the Cancel button to discard the changes and return to the Owners screen.
5. On the Lot Information screen, use the Lot pull-down menu to choose an existing lot.
6. If the Lot purchased does not appear in the pull-down menu, use the text fields to enter the following required information to create a new lot:
• Lot,
• Street Address.
7. As applicable, use the text fields to enter the following optional information for the new lot:
• Building Number,
• Section,
• Block.
8. Select the Next button to continue, Back button to return to the previous screen or the Cancel button to return to the Owners screen without saving the changes.
9. On the House Type Information screen, use the House Type pull-down menu to Choose an Existing House Type.
10. If the House Type purchased does not appear in the pull-down menu, use the text field to enter the House Type Name.
11. Select the Next button to continue, Back button to return to the previous screen or the Cancel button to return to the Owners screen without saving the changes.
12. On the Add Options screen, use the following steps to add an option.  
• Use the pull-down menu to select the Option Code for the option to be added.
• Use the text field to enter the Quantity.
• Use the text field to enter any applicable Selection Notes.
13. Select the Add button to add the option to the Owner.
14. Repeat steps 12 - 13 until all options have been added.
15. Select the Save button to save the record and continue to the Owner screen for the owner added, the Back button to return to the previous screen or the Cancel button to return to the Owners screen without saving the changes.

Navigation Path

CS > Owners / Lots

Notes

• The owners list is sorted by last name, then first name.

Steps

1. Select the owner name from the Owner column for which you wish to manage their information.
2. Select the Edit button.
3. Select or de-select the Lockout Owner checkbox to disallow or allow the owner to log-on to the Homebuyer Homepage.
4. Edit required information fields (indicated with an *):
• Use the text fields to edit owner First Name and Last Name,
• Use the text field to edit Settlement Date or use the Pick Date link to select the Settlement Date using a calendar view.  Manually entered dates must be entered in the correct format, e.g. MM/DD/YY.  For more information, view the Date Text Fields and Links page.
• Use the pull-down menu to select the Project within which the owner has purchased a lot / home.
5. As applicable, edit any of the remaining fields:
• Use the pull-down menu to select the Salutation,
• Use the text field to edit the Middle Initial,
• Use the pull-down menu to select the Suffix,
• Use the text fields to edit the Email address, Home Phone, Work Phone, Work Phone Extension, and Mobile Phone.
• Use the pull-down menu to select the owner's Contact Preference.
• Use the text fields to enter data in the Custom Fields created during BTService Setup.
6. Select the Save button to save the changes and return to the Owners / Lots screen, or the Cancel button to return to the Owners / Lots screen without saving changes.

Navigation Path

CS > Owners / Lots

Notes

• The system supports unlimited co-owners, however there are only tags available to support insertion of information related to nine co-owners into tagged documents.

Add a Co-Owner

1. Select the owner name from the Owner column for which you wish to transfer ownership.
2. Select the Add a Co-Owner link from the Actions section.
3. Complete all required information fields (indicated with an *):
• Use the text fields to enter co-owner First Name and Last Name.
4. As applicable, complete any remaining fields:
• Use the pull-down menu to select the Salutation,
• Use the text field to edit the Middle Initial,
• Use the pull-down menu to select the Suffix,
• Use the text fields to edit the Email address, Home Phone, Work Phone, Work Phone Extension, and Mobile Phone.
• Use the pull-down menu to select the co-owner's Contact Preference.
5. Select the Save button to add the co-owner and return to the Owners / Lots screen, or the Cancel button to discard the co-owner addition and return to the Owners / Lots screen.

Manage a Co-Owner

1. Select the owner name from the Owner column for which you wish to transfer ownership.
2. Select the Co-Owner Name link from the Owner Information section.
3. To edit the information, select the Edit button.
4. Select or de-select the Lockout Owner checkbox to disallow or allow the owner to edit the owner information and log-on to the Homebuyer Homepage.

• When Lockout Owner box is checked, user no longer has access to Owner / Lot record actions: Owner Print Forms, Create Request, Email this Owner, Transfer Ownership, HBHP Setup, Add a Co-Owner, and Manage Documents.
• To regain access to Owner / Lot record actions, de-select Lockout Owner checkbox.

1. Edit required information fields (indicated with an *):
• Use the text fields to edit owner First Name and Last Name,
2. As applicable, edit any of the remaining fields:
• Use the pull-down menu to select the Salutation,
• Use the text field to edit the Middle Initial,
• Use the pull-down menu to select the Suffix,
• Use the text fields to edit the Email address, Home Phone, Work Phone, Work Phone Extension, and Mobile Phone.
• Use the text field to edit Settlement Date or use the Pick Date link to select the Settlement Date using a calendar view.  Manually entered dates must be entered in the correct format, e.g. MM/DD/YY.  For more information, view the Date Text Fields and Links page.
• Use the pull-down menu to select the owner's Contact Preference.
3. Select the Save button to save the changes and return to the Co-Owner Information screen, or the Cancel button to discard the changes and return to the Co-Owner Information screen.
4. Select the Primary Owner's name link to return to the Owners / Lots screen.

Navigation Path

CS > Owners / Lots > Owner Information (within Owners / Lots tab)

CS > Requests > Request Information (within Requests tab)

CS > Requests: Items > Item Detail (within Requests tab)

CS > Trade Partners> Contact Information (within Trade Partners tab)

CS > Service Orders > View Service Order (within Service Orders tab)

CS > Trade Partners > Trade Partner Information (within Trade Partners tab)

Notes

• The user can add or edit service notes from any of the screens above.
• Notes are "screen specific," meaning that notes added for the owner or lot are only visible and accessible from the Owners / Lots screen, etc.  The number of added notes is indicated in parenthesis on the appropriate screen.
• Notes capture ongoing information for tracking and reference.

Steps: Add a Note

From any of the screens listed above:

1. Select New Note/Add a Note/Add Note link.
2. Use the text field to enter note information.
3. If available, select Yes or No button to make note visible to Trade Partner.
4. As desired, select the Check Spelling button to run spell-check.
5. Select Save to add the note and return to the previous screen.  Note: The added note is automatically calculated in the total notes for that screen/section.  As necessary, select Cancel to return to the previous screen without adding the note.

Steps: Edit a Note

From any of the screens listed above:

1. Select the Notes tab.
2. Select the Edit link from the Action column for the note to be edited.
3. Use the text field to edit the text of the note.
4. As desired, select the Check Spelling button to run spell-check.
5. Select the Save button to save the note and return to the previous screen, or select the Cancel button to return to the previous screen without saving the changes.

Send an Email

Navigation Path

To Owners:

CS > Owners / Lots > Owner Information > Email this Owner link

CS > Owners / Lots > Owner Information > Email History subtab > New email link

CS > Requests >Request Detail > Email this Owner link

CS > Requests > Items subtab > Item detail > Email this Owner link

To Trade Partners:

CS > Service Orders > Open/Complete/Approved subtab > Email link

CS > Trade Partner > Trade Partner Information > New email link

Notes

• Direct Email: The user can email any entity in Customer Service module and attach a document to the email.
• The email is tracked in the entity's email history tab, tagged to the entity's record.
•  It may be generated using any Service email template or be composed directly.

Steps:

From any of the screens listed above, select the Email this Owner/New email/Email link.

1. If email templates were defined during setup, use the pull-down menu to Choose a template.
2. Otherwise, use the text fields to complete the required information:
• To email address
• From email address
• Subject
3. As appropriate, use the text fields to complete the remaining fields:
• CC email address
• BCC email address
• Body
4. Select the Check Spelling button to verify the spelling within the Body text field.
5. Select the Preview button to verify the overall look of the email before sending.
6. Select the Send button to send the email and return to the previous screen, or the Cancel button to return to the previous screen without sending the email.

View Email History

Navigation Path

CS > Owners / Lots > Owner Information > Email History subtab

CS > Requests > Request Detail > Email History tab

CS > Trade Partners > Trade Partner Information > Emails subtab

Steps:

From any of the screens above, select the Email History/Emails subtab.

1. The title of the 'tagged' email template appears in the Template column; the subject of the email sent appears in the Subject column.  
2. Select the Subject Text link from the Subject column. The expanded view opens in a new window.

Navigation Path

CS > Owners / Lots > Owner Information > Warranty Info tab

Notes

• Warranty packages are created in BTService Setup, and Warranty Items are added with activation dates after settlement.
• A warranty package is selected for the project in Project Setup module, which attaches to the Buyer at the time an agreement is accepted.
• Once a settlement date has been submitted, warranty items and their expiration dates display in the Warranty Info tab in Owners / Lots.

Steps:

1. Select edit link to modify the expiration date of a warranty item.

Navigation Path

CS > Owners / Lots

Notes

• The system supports unlimited associated people, however there are currently no tags available for inserting associated people information into tagged documents.
• Individual Types are created in BTService Setup, are called Associated People Category, and must be created prior to adding Associated People.

Add a New Associated Person

Steps:

1. Select the owner name from the Owner column for which you wish to associate a person.
2. Select the Associate New Person link from any of the sub tabs.
3. Complete all required information fields (indicated with an *):
• Use the text fields to enter co-owner First Name and Last Name,
• Use the pull-down menu to select Individual Type.
4. As applicable, complete any remaining fields:
• Use the pull-down menu to select the Salutation,
• Use the text field to edit the Middle Initial,
• Use the pull-down menu to select the Suffix,
• Use the text fields to edit the Email address, Home Phone, Work Phone, Work Phone Extension, and Mobile Phone.
• Use the pull-down menu to select the co-owner's Contact Preference.
5. Select the Add Individual button to add the co-owner and return to the Owners / Lots screen, or the Cancel button to discard the associated person addition and return to the Owners / Lots screen.

Edit an Associated Person

Steps:

1. Select the owner name from the Owner column for which you wish to edit an associated person.
2. Select the Associated People tab.
3. Select the Edit link from the Actions column for the associated person to be edited.
• Follow steps 3 - 5 in the Add an Associated Person section to edit the associated person information.
4. To remove an associated person, select the Delete link from the Actions column for the associated person to be removed.

Navigation Path

CS > Owners / Lots

Notes

• Owner Summary form displays all requests and items with request and item summary, CSRep, origin, request date, status, warranty condition and complete date.
• Sales History form displays a summary of the owner's lot, plan, sales rep, options, and selection notes, to include NSOs.
• Trade/Lot History form displays a summary of the owner's lot number and address, and a list of all trade partners who completed work at the owner's home, to include basic contact information and phone number.

Steps

1. Select the owner name from the Owner column for which you wish to print an owner form.
2. Hover over the Owner Print Forms link, select the print form desired from the pop-up box.
3. Print form launches in a separate window.

Navigation Path

CS > Owners / Lots

Steps

1. Select the owner name from the Owner column for which you wish to transfer ownership.
2. Select the Transfer Ownership link from the Actions section.
3. Complete all required information fields (indicated with an *):
• Use the text fields to enter owner First Name and Last Name,
• Use the text field to enter Transfer Date or use the Pick Date link to select the Transfer Date using a calendar view.  Manually entered dates must be entered in the correct format, e.g. MM/DD/YY.  For more information, view the Date Text Fields and Links page.
4. As applicable, complete any remaining fields:
• Use the pull-down menu to select the Salutation,
• Use the text field to edit the Middle Initial,
• Use the pull-down menu to select the Suffix,
• Use the text fields to edit the Email address, Home Phone, Work Phone, Work Phone Extension, and Mobile Phone.
• Use the pull-down menu to select the owner's Contact Preference.
• Select the Yes or No radio button to indicate whether you want to Transfer Custom Fields.
5. Select the Transfer Ownership button to complete the transfer, or the Cancel button to discard the ownership change and return to the Owners screen.

Navigation Path

CS > Owners / Lots

Notes

• Use to info, as appropriate.  May also include cautions!

Steps

1. Select the owner name from the Owner column for which you wish to view previous owner's history.
2. Select Previous Owners tab.
3. Select Previous Owner's Name link to view the previous owner record

Navigation Path

CS > Owners / Lots

Steps

1. Select the owner name from the Owner column for which you wish to manage information.
2. Select the HBHP Setup link from the Actions section.
3. Use the text field to enter / edit the Username.
4. Use the text field to enter / edit the Password.
5. Use the drop down box at Document Folder to search for appropriate documents to display on the HBHP.
6. Select settings to allow homeowner to upload documents or view HBHP photo.
7. Select Hidden or Visible radio buttons to display or hide individual documents on the HBHP.
8. Select the Save button to save the changes and return to the Owners / Lots screen, or the Cancel button to return to the Owners / Lots screen without saving changes.