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 an application from a tenant regarding a succession which 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. Please note that in general Succession TMIs are created automatically using a workflow on a Deceased Tenant TMI.
YODA Steps to Follow |
Procedural Points |
| 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 | |
Populating the mandatory fields |
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| First select the ‘TMI type’ field. Type in the first few letters of ‘succession’ and then press the Enter key. | Or you can select the magnifying glass, select
Then select Succession from the list and click on ADD
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| In the ‘Initial SLA’ field select the timescale for the initial call-back | In general this will be 5 days. |
| 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 of the TMI issue in the description box. | 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 a TMI Contact |
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| To add a contact, go to the TMI Contacts Section and select This will open up a new TMI contact form. If the contact is not on YODA this will need to be added first. | 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.
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Here are the contact types for succession: |
| For succession you will need to add the deceased tenant and the applicant for the succession.
For more information on contact types please see guide. |
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| Type in the contact’s name or address in the Name field and then press Enter. Select the relevant contact from the drop down list. Save the record | |
Applying a contract to a TMI contact |
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| The contact record is default to apply Yes to a contract. If you know that the contact will not require a contract click on the ‘Contract’ field to change from Yes to No. (i.e. for a deceased tenant). You will need to give a reason for not contracting – e.g. deceased/notifying only. | In general we will not be setting up contracts for agencies, users, or contacts who are notifying only. |
| Contracting is likely to be completed by the owner of the investigation. However if you need to apply a contract to a contact (e.g. an applicant) follow the steps below. | |
| The start date will auto-populate with today’s date, so first choose the contact frequency from the drop down list. This will then populate the next contact due field. | |
| Also select the preferred contact record.
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| Here select Yes or No for whether support is required and if a referral has been agreed. | |
| Finally check the relevant desired outcome box. | |
| Save and close the contact record to return to the TMI. | |
| Apply the above process for all individuals involved in the TMI | |
Populating the Application Fields |
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| If you have received the Succession Application add the date of receipt. | |
| Also add an EDM link to the form for reference | |
| Add an activity to confirm with the tenant receipt of application. Go to the activities section and click on the +. Then add an activity as usual. | |
Assigning to another team/staff member |
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| 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 option 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 Save & Close.
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