Contacts and Consent - Managing Correspondence Disclaimers
Contacts and Consent - Managing Correspondence Disclaimers
As an added security measure, homeowners are required to acknowledge a disclaimer any time they change a communication preference in the community portal. This ensures that preference changes are intentional and creates a clear audit trail for your records.
Key details about Correspondence Disclaimers
Disclaimer text is editable, and the character limit has increased from 500 to 5,000 characters to allow for more detailed language.
The default disclaimer cannot be edited or deleted, ensuring a baseline disclaimer is always in place. It is automatically enabled for all associations until another disclaimer is selected.
Custom disclaimers can be created as needed and assigned to specific associations.
Access to manage disclaimers is controlled by the Manage Correspondence Disclaimers security permission on the Security > Security Permissions > Edit Security Group page in WebAxis.
Every communication preference change is automatically logged to the homeowner's Correspondence Listing page, capturing the contact's name, date, time, and the disclaimer language they agreed to. Changes made in WebAxis sync to CINC Core in real time.
Adding Custom Correspondence Disclaimers
You can customize the legal disclaimer for each association instead of applying the generic Default to every community.
Follow these steps to add a custom correspondence disclaimer:
In WebAxis Admin, go to Manage Content > Correspondence Disclaimers. If you are using universal navigation, click Settings > Resident Portal Management > Correspondence Disclaimers.
The Manage Correspondence Disclaimers page displays. Click Add Disclaimer.
The Add Disclaimer window displays.
Complete the following information:
Field
|
Description
|
Name
|
Enter a unique name for the disclaimer that displays in the table on the Manage Correspondence Disclaimers page.
|
Disclaimer
|
Enter the disclaimer message (up to 5,000 characters).
|
Click Save. Once saved, the disclaimer displays on the Manage Correspondence Disclaimers page and can be assigned to an association.
Assigning Disclaimers to Associations
After creating the new disclaimer, it must be assigned to an association to be enabled. An association can only be assigned to one disclaimer at a time.
Follow these steps to assign a disclaimer to an association:
In WebAxis Admin, go to Manage Content > Correspondence Disclaimers. If you are using universal navigation, click Settings > Resident Portal Management > Correspondence Disclaimers.
The Manage Correspondence Disclaimers page displays. Click Choose Association next to a disclaimer record to link it to specific associations.
The Choose Associations page displays. The association list shows only associations you have permissions to see. You can filter and sort the list.
Select the checkbox(es) in the Enable column to assign association(s) to the disclaimer. You can click the Enable All button to select all associations listed.
Click Save. A warning displays before saving if the association is already assigned to another disclaimer. Saving reassigns the new disclaimer and drops the previous one.
Click View History to see disclaimer changes for that association.
Editing a Custom Disclaimer
Follow these steps to edit an existing custom disclaimer:
Note: Editing a disclaimer Name or Disclaimer text does not change its assigned associations. Disclaimers are tied to an association by an internal ID and not to the disclaimer's Name.
In WebAxis Admin, go to Manage Content > Correspondence Disclaimers. If you are using universal navigation, click Settings > Resident Portal Management > Correspondence Disclaimers.
The Manage Correspondence Disclaimers page displays. Click Edit next to the disclaimer to be updated.
The Edit Disclaimer window displays.
Update the following information as needed:
Field
|
Description
|
Name
|
Enter a unique name for the disclaimer that displays in the table on the Manage Correspondence Disclaimers page.
|
Disclaimer
|
Enter the disclaimer message (up to 5,000 characters).
|
Click Save. Once saved, the updated disclaimer displays on the Manage Correspondence Disclaimers page. All associations assigned to the disclaimer display the update.
Deleting a Custom Disclaimer
Follow these steps to delete an existing custom disclaimer:
Note: Any association using the deleted disclaimer reverts to the default disclaimer.
In WebAxis Admin, go to Manage Content > Correspondence Disclaimers. If you are using universal navigation, click Settings > Resident Portal Management > Correspondence Disclaimers.
The Manage Correspondence Disclaimers page displays. Click Delete next to the disclaimer to be deleted.
The Confirmation window displays. Click Ok. Once deleted, the disclaimer no longer displays on the Manage Correspondence Disclaimers page, and all associations assigned the deleted disclaimer revert to the default disclaimer.