Generic Property Data Instructions
Don't have one of the more popular property management systems? That's ok. If you can extract data as a .csv file, then you can use these generic instructions to import your property data into PIM.
Basic details such as property address, tenant, owner, rent amount, rent type, key number are used when importing into PIM for new properties where possible.
UPDATE APRIL 2018
- The Generic file format now supports Owner Phone, Owner Email, Tenant Phone and Tenant Email.
Importing from property data involves three stages;
(1) Exporting the properties from your property database,
(2) Uploading the files to our secure and confidential website using your PIM Premium login credentials, and finally
(3) Import data to PIM on your iPad.
(1) Export Properties From Your Property Database
Step 2: Edit the property file and incorporate your property data according to that format specified. Ensure the column headings are untouched as modifying the column headers will prevent the file from being uploaded into PIM correctly. Only the Street, Suburb and State columns are required, all other columns are optional. Please ensure any dates are entered as per the samples i.e. 12/06/14 to indicate 12th June 2014. The sample data can be safely removed as it is merely a guide for the required formats.
Step 3: Once finished editing the property file you may wish to rename this file to reflect when the export was performed, i.e. 29062015-Property.csv which shows that it was performed on 29th June 2015. This may help when you need to perform subsequent exports and also distinguish your import files for Step 3.
(2) Upload Files to Your PIM Online Account
Step 2: Select the Import Files tab.
If successful, a green message will appear on the screen. Errors will appear in red. If an error appears such as the selected file could not be uploaded, only files with the following extensions are allowed; csv txt could you please rename the file so that it contains a file extension of .CSV, i.e. 29062012-Property.csv.
(3) Import Data To PIM On Your iPad
The final 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;
- Check the 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 !!.
- Select your Default Property Profile for Import 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
- Set the correct Inspection Type via Settings > PIM Admin > Inspection Type. Note the default Inspection Type is Inspection Report.
- Set 'Quick Check Always Ticked' in Settings > PIM Admin if you require all quick check labels to be automatically ticked 'on'.
- Make sure your iPad is in horizontal mode rather than landscape.
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 in 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.
Any problems or questions please contact PIM Support.