Released: January, 2021
Summary
If you are tasked with creating or importing Property records, your system is now equipped with a Property Import tool to make this job easier. Using the Import Widget, you can quickly create new Property records, as well as update existing property records.
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Import limit is 300 records, but there is no limit to the number of imports you can do.
It is recommended to use this tool in off-peak hours, i.e. during the hours of 5pm to 8am.
Creating a new import file
Creating an import file is the first step in creating or updating Property records.
Utilizing the ‘Data Import’ widget, select ‘Import Properties’ as your import template selection.
Select the ‘Generate’ button to download an empty excel template. Checking the download folder on your computer, you should see the file labeled: ImportPropertiesTemplate.xlsx
Open the Excel file, and either type or ‘cut and paste’ in your data from your own source.
An alternative way to create a template would be from a Property list. You would use this method if you were looking to update existing records. After doing a property inventory search, you can run an Excel Report/Export called ‘Import Properties Template’. This will export all of the data into the template for the chosen properties. From there, you can update the data and then import the data using the Import Widget.
Import Template Business Rules
Before importing the template, here is a quick checklist to make sure that the Property import process will be successful.
Record Limit: Only the first 300 records of a file will be processed. If you have more than 300 records, simply break them up into two or more spreadsheets for processing.
Required Fields: required fields are checked for population, format, as well as valid values.
Required Field | Comment |
|---|---|
Property ID | Use this field to update an existing record, otherwise, if left blank it will create a new property record. |
Property Type | Should match one of the existing property types found in your system; Industrial, Office, Retail, Land, Multi-Family, Hospitality, Healthcare or Self-Storage. |
City | City of the property, up to 50 characters |
State | Two letter abbreviation. CA, GA, MS, etc. |
Update of Contact Records: In addition to the update/creation of property records, you also have the ability to update or add contacts related to the Property record (Owner or Primary Broker). When updating a Contacts information, you have a few different scenarios that my apply.
All updates to Contacts will always be additive, and will never update or erase any existing contact records.
Add a new contact: Updating the ID field for either of the contacts will update the record for that role.
Update Existing data for a contact: updating any of the supporting data points related to a contact (i.e. OwnerAddress1, OwnerCity) on an existing ID
Imports with invalid contact IDs will be processed, but the contact information will not be updated.
Importing the Template
On the Data Import Widget, after selecting ‘Import Comps’, click on the ‘Execute’ button.
Once the wizard appears, you have an opportunity to review the business rules to confirm your file will process successfully. After confirming, press the ‘Continue’ button.
Click on the ‘Add file…' button to choose your file, and a selection window will open for you to pick your file.
Now that your file has been selected, click on the ‘Import the File’ button to complete the process.
After the import process has finished, you have several feedback mechanisms to gauge the success of the import. At a high level (see on the right under ‘Result:’) you can see the total number of records involved and how they were processed. On the left you can the process as well as links to the various logs showing additional details.
As part of the process, an exceptions report is created and any rejected records with be listed. Found in your downloads folder, this excel file is already in the template format and can be corrected and you can re-attempt the import process.
Using the Purge Feature
On the Data Import Widget, you can see a row for each of the imports processed. For some of the records it is possible to use the ‘Purge’ button to remove the newly created Comp records. This process is not reversible and is only recommended in cases where the data used in the import was incorrect. In addition, any updates made to that record since the import will also be removed.
If you have any questions or would like to schedule a detailed training on this feature, please contact [email protected].
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