This worksheet will show you how to:
- Navigate to the TMIs list view and create a new TMI
- Populate the initial fields and create the record
- Add TMI contact/s
- Change the owner and save and close the record
Note this guide only covers the initial stages of creating a TMI. If you are working or managing a TMI then please see the related guide.
Background Scenario
You have received notification that a contract holder has died. This is now to be added to YODA as a TMI. You need to create and populate a new record and if necessary re-assign it to the relevant team.
YODA Steps to Follow |
Procedural Points |
| Populating the core fields | |
| Select the HOME menu and then click on the TMI block Remember to search the list by property to ensure that there isn’t already a TMI entered. | You can also find TMIs via the contact, property and tenancy screens as well as using the Global Search. |
| The TMI List View will appear. To create a new TMI select | |
| First select the ‘TMI type’ field. Type in the first few letters of ‘deceased’ and then press the Enter key. Your TMI type box will update accordingly
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Or you can select the TMI type from the drop down list and select ‘Look up more records’. Then click on the TMI type and click Add |
| Enter the date of notification in the ‘Notified on’ field | |
| In the ‘Initial SLA’ field select the timescale for the initial call-back | This will be 5 days for a deceased contract holder TMI. |
| The Stage of the TMI is ‘Active Requests’. This is automatically updated when the investigation start date is populated. | |
| Next select the ‘Tenancy’ field, here you can add the first few characters of the address and press the Enter key, then select the address from drop down menu. | |
| Add a description about the TMI in the description box. You will need to add the name of the deceased, the address, date of death, the intentions for the property and if the contract is to end when. Also request death cert, and contact details of next of kin.
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As you can add details about the situation behind the TMI in the description box you will not have to create a separate activity. |
| Click to create the record, it will now be labelled with a unique TMI number and the TMI type.
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| Adding the deceased contract holder’s details | |
| Add the deceased contract holder’s name and the date of death and then
Save the record. This will automatically generate a new contact in the TMI Contacts section for the deceased. It will also update the contact record with the date of death and restrict bulk mail. |
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| Adding other Contacts | |
| To add the notifier, go to the TMI Contacts Section and select This will open up a new TMI contact form. You may need to create a new contact if they are not already on YODA. | Note: You will not be able to add a contact until you have saved the record. |
| First select the ‘Contact Type’ field and select the spyglass. There are a varied number of contact types depending on the type of TMI you have created.
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Here you have a number of choices for deceased contract holder TMIs |
| Select the relevant contact type. In this case I am choosing ‘Notifier – Contact’
For more information on contact types please see guide. |
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| Now you can add the Contact‘s name, type in their name or address in the Contact field and then press Enter. Select the relevant contact from the drop down list. | |
| If it is a notifier – add their relationship to the deceased. (i.e. Family Member) | |
| Applying a Contract to a Contact | |
| In general contracting will be done further on in the investigation by the person who is working on the TMI. The contract is set as default to Yes in readiness for the owner of the investigation.
However, If you know that the contact will not require a contract click on the ‘Contract’ field to change from Yes to No. You will need to give a reason for not contracting – e.g. notifying only. |
In general we will not be setting up contracts for agencies, users, or contacts who are notifying only. |
| Save and close the contact form. . | |
| Apply the above process for all individuals involved in the TMI | |
| Assigning the TMI to another staff member/team | |
| To assign the TMI to another team/staff member select the magnifying glass by the owner’s name. The field should go blue. Over-type the name of the team/user and then press the Enter key. Select the correct owner from the drop down list.
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In general you should assign a TMI to a team rather than an individual. |
| This is the final stage of creating the TMI. You can now click
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Save & Close |