Property Inspection Manager Support

Console Gateway Integration With PIM

Data sharing between Console Gateway and Property Inspection Manager is simple for PIM Premium users. With a single tap, you can import upcoming scheduled inspections straight into PIM. You can import data including Owner and Tenant details, Next Inspection Date and Lease Details (including Start and End Dates). 

These instructions have been confirmed to be working in Console Gateway and v7.*

• First Time Set Up
• Prepare for a Successful Import
• Export Properties from Console Gateway.
• Upload CSV File To PIM Online Account.
• Import Files Into PIM On Your Device
• Complete the Inspection

If using Console Gateway with PIM for the first time, you will need to set up your Console Gateway Report Files and Inspection Views.  If you have already done this before, jump to the next stage of Exporting properties.

1. Identify User Reports location in Gateway

Open Console Gateway and select Tools > Options. Click the Folders tab to see a screen similar to this one.  Make a note of the User Reports (1) file path then click OK to close the window. Note: your file path may be different to the one in our image)

2. Download the PIM console Console Gateway Inspections Import GUR File

Use this link by right-clicking then choose 'Save Link As'. Save the gur file into your User Reports location, from the previous. Rename the file extension if needed but make sure it keeps the file extension as GUR (not XML).  (Note: You may need to be logged in as a Console Administrator on your PC, so check with others in your office if you are having trouble copying the User Reports file).

3. Set up an Inspection View in Gateway for the export

If one does not already exist, you will need to set up a suitable Inspection View to ensure all the relevant property information will be exported, including Next Inspection Dates. To do this, in Console Gateway go to  Views > Goto > Inspections. If you don't have one, then keep going to the next step below. If there is already a view called Inspections (Gateway 2007) or if you know of an Inspection View which contains an active and valid list of Inspections (including Active Tenants) for your Properties in Console Gateway then select that one and just jump ahead to the exporting stage of this guide.

4. Create a new View in Console Gateway

From the View menu select Current View > Define Views > New.  Now type 'Incomplete Routine Inspections for Active Tenants' as the View name, then select OK.

5. Edit the SQL Criteria

Select the Filter button, then select the SQL tab, then select Edit these criteria directly. Copy the text below, and Paste it onto the SQL tab then click OK. where completed is null and [Type] Like '%Routine%' and tenantid in (select id from tenants where inactive = 0)

6. Confirm new View is highlighted

In the Define Views For Inspections window ensure the recently created view is highlighted (1), select Set Current (2) then Close (3).

The import relies on information in PIM Settings so it is important to know how yours is set up.

1. Set Up Smart Property Profiles

Smart Property Profiles are a way to quickly set up inspections for the most common property types of your portfolio, such as a three-bedroom, one-bathroom house.  With a little initial set up, the types of properties you use in Console Gateway can be duplicated in PIM Smart Property Profiles to allow for a seamless import. This will save a lot of time adding or removing rooms later during the inspection. See the Smart Property Profiles Guide for more information.

2. Set Up Inspectors

Inspections will be imported against the default inspector in PIM which is always the first one listed.  You can edit these inspectors in settings. See the Adding Inspectors Guide for more information.

3. Assign a Default Inspection Type

During the import, PIM will use the Default Inspection Type. You can change this in Settings > PIM Admin > Default settings > Inspection Type. See the Inspections & Inspection Types Overview for more information.

4. Turn on Quick Checks

Another time-saving feature is to have the quick check labels always ticked by default.  To set this default go to Settings > PIM Admin Routine or PCR inspections and toggle the 'Quick Check Always Ticked' to On position. See the Customised Settings Guide for more information.

Please ensure you have previously completed the First Time Set-Up (above) to set up Console Gateway Report Files and Inspection Views.   If these are already in place, you can continue with this stage

1. Open the inspections print window

From the main menu click Edit > Select All > Inspections then in the toolbar click File > Folder > Print.

2. Preview Report

In the print window, to ensure the report isn't physically printed, make sure the Preview (1) checkbox is ticked.  Select the Report Type as User Report (2) then click OK.

3. Select the user report to print

Select PIM Console Inspections Import (1)  and click OK (2)  Note: It may take several minutes for the report to generate so you will need to wait.

4. Export to files

In the toolbar, click on Export to File (1) icon located next to the Export to Email icon at the top of the screen.

5. Select the export format as CSV

In the export window, choose Comma-Separated values (CSV)  and select OK.

6. Save file to the preferred computer file location

When prompted, save the file to your preferred computer file location (e.g C:\Drive or Desktop). Use an easily identifiable filename such as PIM Console Inspections Import.csv (1) and make sure Save As Type is still .csv (2) before selecting Save (3). Note: if there are more than one property managers performing this activity individually, make sure the export file is distinguishable from others by using initials/or dates in the filename, i.e. PG-PIM Console Inspections Import-11062015.csv.

7. Confirm file has been saved

Check to make sure the file has been saved in the drive before moving on to the next stage.

You will need to upload the new file to your online account before it can be used within the PIM app on your IOS device.

1.  Login to your PIM Online Account

From your internet browser go to http://www.propertyinspectionmanager.com/accounts and login with your PIM Premium Account credentials.

2. Go to the Import Files tab

Once logged in, go to the Import Files tab.

3. Select Generic Format under Product/Version.

Under the Add an Import File section, select Console v2 from the drop-down list.

4. Upload Saved CSV File

Here we will pick up your previously saved CSV file.  Under the Upload a File field click Choose File (1) and locate the saved file, then click Upload File (2).

5. Confirm Success

A green File Upload Success message will appear near the top tabs if all ok. Handy Hint: 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 previous 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.

Once available in the online account, you can then download it into your PIM app on your iPhone or iPad using the import process below.

1. Navigate to the Import tab in PIM.

This is at the bottom of the app.

2. Import the latest files from your online account.

Pulling down on the screen will refresh the data files.  Once it appears, click to open.

3. View imported inspections.

Your properties will be listed with a colour code on the left.   Green indicates a property PIM has not seen before, so it will be treated as a new inspection. Orange represents an existing property so a Repeat Inspection will be created.

4. Filter and Sort if required.

If there are a large number of properties in the imported list, you can use the Filter (1) or Sort (2) options to make things easier to view.

5. Import the inspections.

When you are ready to complete the import, select the Action button (1) then choose one of the Import options (2).   Note: if you only want to import some, press cancel then tap against the proeprties you want.  This will place a check on the right.  You can then choose the Import Selected option instead of Import All.

6. Confirm the import type.

The import will create inspections based on your default Property Profile and Inspection Types displayed in the message.  If you are happy with this, tap Continue.

7. Close the PIM File Import message.

Take note of the confirmation message then tap OK to close.

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.

Any problems or questions please contact PIM Support.