Property Management Software Support - REST Instructions for PIM


Great news! Data sharing between REST and Property Inspection Manager is available for PIM Premium users. If you are not using the latest PIM version or would like to upgrade your account to PIM Premium, contact support. You can import data including Inspection Dates, Property, Owner and Tenant details. Best of all, you can use our clever integration instructions to upload inspection reports in REST once you are finished.


UPDATES

December 2017, the REST import process now includes processing of the "ExcludeFromInspection" field and also will only process those marked properties with a status of 'Active'.


March 2018: For REST v16.0.5 users due to data changes in the export file some users were experiencing issues in importing data, however, those issues have now been fixed. Please remove any existing REST import files and follow the import process again. 


Watch our Data Sharing with REST 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,


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.



(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.*, v15.*, v16.*)


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: 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 4: Now press Start and a new .xls file will be generated.


Step 5: 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 iPad


The last stage of the import is to download the property data to PIM. Make sure you have followed Stages (1) and (2).  Make sure you have opened PIM and you are logged in. Remember that the import function is only available for PIM Premium accounts.


Step 1: Check the following in PIM to make sure your data import goes smoothly;

  • Default Inspector is at the top of your inspectors list via Settings > PIM Admin > Inspectors. The PIM app will automatically associate the default Property Manager/Inspector in PIM against new Properties imported. To change the Default Inspector simply click Edit and then using the small bars move the desired Inspector to the top position and then click Done to save. The new Default Inspector is now ready !!.
  • Default Property Profile for Import is correct and check all the Inspection Areas you need are included via Settings > PIM Admin > Property Profiles. A Property Profile is a best fit or average layout for your Properties or Inspections (including custom callouts i.e. Maintenance Required/Suggested Improvements). We suggest that if the Property Profile say has 3 Bedrooms and then for a specific Inspection if there are only 2 bedrooms, it’s quicker to delete the extra bedroom than adding a bedroom. Check out -  Setting up Property Profiles in PIM if you need more assistance. Configuring Property Profiles can be done in the PIM app via Settings > PIM Admin > Property Profiles
  • Default Inspection Type is correct via Settings > PIM Admin > Inspection Type. Note the default Inspection Type is Inspection Report. 
  • Quick Check Always Ticked is set in Settings > PIM Admin if you require all quick check labels to be automatically ticked 'on'.
  • iPad is in horizontal mode rather than landscape so you can see the whole import screen including the sidebar.


Step 2: Tap the Import tab at the bottom of the PIM screen.


Step 3: Once in the Import screen, tap Import Data in the top left corner.

Step 4: Tap the Refresh Icon (the circular arrow) in the bottom left corner then OK in the pop-up window to start the download.

Step 5: Tap on the latest data file.
Step 6: Use the toggles to select New Properties (1) or Existing Properties With Updated Info (2).  Properties available for import will be displayed at the bottom of the screen.  You can tap to select specific properties or select all.
 
  • New properties are those properties that have not previously been imported into PIM.
  • Updated properties are those previously imported properties that contain updated information from Property Tree and contain a newer Inspection Date. When importing updated properties, PIM will automatically perform a 'Repeat Inspection' on these selected properties and a new Inspection will be created with updated Inspection Dates and include related updated tenancy data. The previous Inspection Area layout is preserved and any history notes are associated with that Inspection. We never update existing Inspections for safety and auditing reasons and to preserve the history of that Inspection in the app.
To filter only properties assigned to yourself or the default Inspector toggle Show Only Default Inspector.

Step 7: Tap the Action Icon (1) in the top right, then Import All or Import Selected (2) as required.
     

Step 8: Tap Continue to create a new inspection template based on the default Property Profile, or tap one of the other Profile options.

Step 9: Tap OK to confirm successful import.

Step 10: Your new inspections will now be displayed on the Inspection List from the Inspections Tab.  Go ahead and complete the inspection in the usual way by adding notes and photos.  Remember you will need to Submit your inspection at the end.

(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; 

  1. Locate and highlight the new Inspection Report document in the Pending Documents list.  
  2. Select the Prop Code in the Archive Labels View.  Type the relevant property code or use the drop-down list to locate.
  3. Select Doc Type Inspection Routine from the list.
  4. 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.