Property Management Software Support - Console Instructions for PIM
Data sharing between Console and Property Inspection Manager is simple for PIM Premium users. With a single tap, users 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 and v6.* and v7.*.
Importing from Console into PIM involves an initial First Time Set Up then three stages;
(1) Export properties from Console.
(2) Upload the file (CSV) to your PIM online account.
(3) Import files into PIM on the iPad.
First Time Set Up (You only need to do this once)
If using Console with PIM for the first time, you will need to set up your Console Report Files and Inspection Views. If you have already done this before, jump to the next stage of Exporting properties
Step 1: Open Console and select Tools > Options. Click the Folders tab. You should be presented with a screen similar to the one shown below. Look at the User Reports (1) location and make a note of this for later. (yours may be different to the one in our image). Click OK to dismiss this window.
Step 2: Download the PIM Console Inspections Import.gur file by right clicking on this link and choose 'Save Link As'. Save the gur file into your User Reports location, as per Step 1. Make sure the saved file has the file extension is GUR (not XML). Rename the file extension if needed. (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).
Step 3: Next you need to set up a suitable Inspection View to export all your property information including Next Inspection Dates, if one does not exist. From the top menu go to Views > Goto > Inspections. 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 then select that one and just jump ahead to Stage 2 (Exporting Properties). If you don't have one, then keep going to the next step below.
Step 4: From the View menu select Current View then Define Views
Step 5: Select New then type 'Incomplete Routine Inspections for Active Tenants' as the View name, then select OK.
Step 6: Select the Filter button, then select the SQL tab, then select Edit these criteria directly.
Step 7: Copy the text below, and Paste it onto the SQL tab.
where completed is null and [Type] Like '%Routine%' and tenantid in (select id from tenants where inactive = 0)
Step 8: Select OK and then ensure the recently created View (1) is highlighted in the Define Views window. Select the Set Current (2) button then select Close.
You are now ready to proceed with the next Export Properties stage.
(1) Export Properties From Console
Please ensure you have previously completed the First Time Set Up (above) to set up Console Report Files and Inspection Views. If these are already in place, you can continue with the data export.
Step 1: In Console, under the main menu click Edit then Select All. Click on Inspections. Then from the top menu click File then Folder and Print.
Step 2: On the window displayed, ensure the check box Preview (1) is ticked, as this will generate a file for Preview rather than print the report). Also ensure that in the section titled Report, User Report (2) is selected and then select OK.
Step 3: Select PIM Console Inspections Import (1) and click OK and then wait for the report to generate.
Step 4: The report will now appear on your screen. This can take several minutes to generate if you have a large number of properties in Console. Click on Export to File (1)icon located next to the Export to Email icon at the top of screen.
Step 5: In the export window, choose Comma-Separated values (CSV) and select OK.
Step 6: When prompted save the file to a location on your computer hard drive (e.g your PC's C:\Drive or local Desktop.) using a file name such as PIM Console Inspections Import.csv. Make sure Save as Type is is Comma Separated values (*.csv) (1) before selecting Save (2).
(Note: if you are in a large office and you are exporting an individual property manager's inspections you may like to prefix your file with an initials, i.e. PG-PIM Console Inspections Import.csv, and/or when the export was performed i.e PG-PIM Console Inspections Import-11062015.csv which shows the file was exported on 11th June 2015. This may help when you need to perform future exports and also distinguish your import files for the Import Stage. Make a note of the location where you saved the file.
Step 7: Check to make sure the file has been saved in the drive before moving on tho the Upload stage below.
(2) Upload CSV File to Your PIM Online Account
The next step is to upload the CSV file to your PIM online account in order for you to download onto the PIM App on your iPad later.
Step 1: Visit www.propertyinspectionmanager.com and click the SIGN UP/LOGIN button in the top right corner.
Step 2: Enter the Email and Password linked to your PIM Premium account.
Step 3: Once logged in, click the Import Files tab.
Step 4: Select the correct Console version from the Product/Version options, then click Choose File to locate and select the previously saved CSV file from your computer. Once done click Upload File.
Step 5: A "File Upload Successful" message will appear in green text box above the File table.
(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.
STEP 3: Import Files into PIM on the iPad
Before you start, just make sure your PIM settings are ready to go:
- 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 your 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 iPad is connected to the internet.
1: Tap the Import tab at the bottom of the PIM screen.
2: Tap Import Data in the top left corner of the new screen.
3: Pull your finger down the left side of the screen to refresh with the latest inspection data from Console.
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 iPad 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 filter or sort options in the top right corner.
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.
6: Tap Continue.
7: Tap OK to confirm successful import. Your new inspections have now been imported and are ready to go in the inspections tab.
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.