Property Management Software Support - REST Instructions for PIM
Data sharing between REST and Property Inspection Manager is simple for PIM Premium users. With a single tap, users can import upcoming scheduled inspections straight into PIM. Best of all, you can use our clever integration instructions to upload inspection reports in REST once you are finished.
If you are running REST v14 or v15 the REST import process now includes processing of "ExcludeFromInspection" fields sand also will only process those marked properties with a status of 'Active'.
Watch the REST video on the PIM Youtube Channel or follow the written instructions below.
Importing from REST into PIM involves three stages;
(1) Export property information from REST
(2) Uploading the file (CSV or XLS) to our secure and confidential website using your PIM Premium login credentials,
(3) Download Import files into PIM on the iPad or iPhone,
The final step involves keeping REST up to date with your inspections.
(4) Uploading your reports to REST including using FileSMART for quick and easy logging of your inspections.
Before you Start (First Time Only)
The REST import relies on information in PIM Settings so it is important to know how yours is set up.
- Default Inspector - PIM will choose an Inspector to attach to the new inspection. By default, it will select the first person listed in Settings > PIM Admin > Inspectors.
- Property Profile - During the import, PIM will look for matching properties from your previous inspections. If it can't find a match, the new inspection will be set up against the default Property Profile assigned in Settings > PIM Admin > Property Profile Manager. Check out the Setting up Property Profiles in PIM guide to understand more about how these are used.
- Inspection Type - Routine Inspections are the most common type of inspection performed and will be the default for imports. However, you can change this in Settings > PIM Admin > Inspection Type if you are needing to set up for Condition Reports instead.
- Quick Checks - Set 'Quick Check Always Ticked' in Settings > PIM Admin if you require all quick check labels to be automatically ticked 'on'.
- Make sure your device is connected to the internet.
(1) Export Property Information from REST
For this first step, it is important that you know which version of REST you are working with. (You can find out your version of REST by opening the Help menu and select About menu option and it will show your REST version number in the popup window.) If you are running REST v14 or v15 please refer to the Option A instructions below. If you are running REST v13 and below please refer to Option B.
OPTION A - REST PROFESSIONAL (v14 - v17.*)
Step 1: In REST, select the Others > Export Data menu.
Step 2: In the Output box (near the top of the screen), select Excel.
Step 3: We recommend you filter your export data and export just your own Inspections by selecting your name from the Manager drop down menu. This reduces the data file to only display your own inspections for importing into PIM.
Step 4: In the Output File Name section/box (near to the bottom) select Browse and select the directory of where you would like to save the new file (e.g. Desktop) and then enter the File Name (e.g. PG-PIM Inspections Import-11062015.xls) and then click Open.
(Handy Hint - If you are in a large office and you are exporting an individual property manager's inspections you may like to prefix the property file with an initial and/or when the export was performed e.g. PG-PIM Inspections Import-11062015.xls which shows the file was exported on 11th June 2015. This may help when you need to perform subsequent exports and also distinguish your import files for the following steps.
Step 5: Now press Start and a new .xls file will be generated.
Step 6: Proceed to Stage (2).
OPTION B - REST PROFESSIONAL (v8 - v13)
Step 1: Select Menu Others -> Print Letters or Export Data and you should be presented with a screen similar to below.
Step 2: In the Selection section/box, select All and Active, or if needed just one property using the Alpha index/code. Please ensure Merge With is set to Tenant, Type of Letter is set to General, Contact is set to Primary, Manager is All, and Property Type is set to All.
Step 3: In the Output section/box (near to the bottom) select File (on the left) and then Browse and select the directory of where you would like to save the new file (e.g. Desktop) and the enter the File Name and then click Open. Also, check Mail Merge is selected and not any other options.
Important: Ensure the filename contains the extension .CSV or this process won't work. There is no need to select a File Type from the Drop down in the File dialog screen.
(Handy Hint - If you are in a large office and you are exporting an individual property manager's inspections you may like to prefix the property file with an initial, i.e. PG-PIM Inspections Import.csv, and/or when the export was performed i.e PG-PIM Inspections Import-11062015.csv which shows the file was exported on 11th June 2015. This may help when you need to perform subsequent exports and also distinguish your import files for the following steps. )
Step 4: Now press Start and then that will generate the file.
Step 5: Proceed to stage (2).
(2) Upload the CSV file to your PIM online account
Step 1: Click this link to visit your online PIM Premium account and enter your login credentials from signup and then click Log in. See the screenshot below.
Step 2: Select the Import Files (1) tab and then click the Product/Version (2) drop down and select either REST v8.* - v13.* or REST v14 (depending on the version of REST being used in your office). See an example screenshot below.
Step 3: Select Browse or Choose File (1) and navigate to where your property file was saved in the previous step (e.g. Desktop). Select the property file and then click open and then click Upload File (2). See the screenshot below.
(Handy Hint: When uploading files, if an error appears saying ‘File Already Exists’ you will need to rename the file so that it has a different file name or simply delete the existing file in your account and upload again. Alternatively, try renaming the file by incorporating today's date into the filename i.e. PIM Inspections Import-22062015.csv)
(3) Download Import files into PIM on the device
Step 1: Tap the Import tab at the bottom of the PIM screen.
Step 2: Tap Import Data in the top left corner of the new screen.
Step 3: Pull your finger down the left side of the screen to refresh with the latest inspection data from REST.
Step 4: Properties ready to import will be colour coded with a green or orange bar on the left.
Green - First-time inspections for PIM. Will be imported using the default property profile
Orange - PIM has recognised this property already exists on the device and will use the last inspection to create a duplicate or "repeat inspection" which retains the property layout and previous inspection notes.
If you have a large number of inspections in the import list, you may also want to use one of the filters or sort options in the top right corner.
Step 5: When you are ready to complete the import, tap the Action Icon (1) in the top right, then Import All or Import Selected as required.
Step 6: Tap Continue.
Step 7: Tap OK to confirm successful import.
Your new inspections will now be ready to go in the Inspections tab. You can now go ahead and complete the inspections as they fall due. Remember to complete the inspection by using Submit to send a copy of the report to your email. Don't forget to save a copy to your computer where you can find it.
(4) Uploading your reports to REST
It is important once you receive your finished report by email after using Submit Inspection in PIM, that you save it to REST and update your inspection details. REST offers multiple ways of seamlessly uploading your reports into your property records. Whether you're using the inbuilt Document Management System in REST Professional or using FileSMART it is just a matter of uploading the PDF report from your email into the Document Management System or dragging the file into FileSMART.
Check out these links to find out more about REST Professional Document Management System or FileSMART and if you have any questions about integration contact REST Support and they'll be more than happy to help you out.
But because PIM and FileSMART work so well together, we have captured the basic steps for you here.
Step 1: Open your email software to select and display the email from PIM with the report attachment (PDF file).
Step 2: Login to REST and click on a FileSMART icon to open FileSMART.
Step 3: From the Control Panel, select Archive (1) then Property Management (2).
(Note: This folder may have a different name in your system, so just look for the one where you manage your portfolio archive.)
Step 4: Drag the Inspection Report PDF across from your email software to FileSMART and drop in the Pending Documents list.
(Note: You may have already saved the document elsewhere on your computer, so upload the file from that location.)
Step 5: In FileSMART complete the following;
- Locate and highlight the new Inspection Report document in the Pending Documents list.
- Select the Prop Code in the Archive Labels View. Type the relevant property code or use the drop-down list to locate.
- Select Doc Type Inspection Routine from the list.
- Enter the actual Inspection Date in the Date field.
Step 6: Hit Enter on your keyboard. The document will be removed from the Pending Document list and attached to the relevant property inspection details.
That's it! As you can see, integration with REST is simple and efficient, but if you have any questions please contact PIM Support.