Full Integration between Property Tree and PIM has been now been released. Head on over to our latest guide for setup instructions.
Property Management Software Support - Property Tree Instructions (Manual) for PIM
Great news! Data sharing between Property Tree 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. Please note that only Inspections scheduled as 'Confirmed' will be imported into PIM.
Importing from Property Tree into PIM involves three stages;
(1) Export properties from the Property Tree,
(2) Uploading the file (CSV) to our secure and confidential website using your PIM Premium login credentials,
(3) Download Import files into PIM on the iPad,
and we also walk you through;
(4) Uploading your reports into Property Tree.
(1) Export Properties From Property Tree
PIM will be able to download property information for those listed with an inspection status of confirmed in Property Tree. How often you choose to do this property update into PIM after the first time will be up to you depending on how often lease details change or how many new properties have been added to your system. Most PIM users tend to do this monthly.
Step 1: Log in to Property Tree on your computer as normal then select Managements from the main side menu.
Step 2: Once in the Managements screen, click Inspections Summary from the bottom right Quick Links box.
Step 3: In the Inspections Summary Page you can now add some search filters in the Field Inspection Area (1) at the top. Once done, click Search (2).
Step 4: Click on the triple line icon in the top right corner of the Search Result table to reveal export options.
Step 5: Select Export all data as csv. Please note that although all data will be exported, only inspections with a 'Confirmed' status will be imported into PIM.
Step 6: Save the CSV file to your computer. It may help to rename it and add a date reference to help identify it later. (Note: Don't try and open it in MS Excel as it may interfere with the file format causing it to be unable to be uploaded into PIM. If your web browser tries to open the file in Microsoft Excel then this will need to be disabled (refer to our FAQ for instructions for disabling this) and then try Step 5 again.)
(2) Upload CSV File To Your PIM 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 Property Tree from the Product/Version options, then click Choose File to locate and select the previously saved CSV file from your computer.
Step 5: Once you can see the file displayed (1) click Upload File (2).
Step 6: Notes about the import will appear in a green or red box (1). Remember that only lines showing Inspection Status as "Confirmed" will pass through into the final Processed File (2) so you may see some additional lines. The main thing to look for is the final line telling you "File Upload Successful."
(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.
(3) Download Import Files Into PIM On The 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 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.
(4) Uploading your reports into Property Tree
Although the inspection is now complete, you still need to let Property Tree know this. We are not going to tell you how to do your jobs, as much of this part relates directly to your own office workflows, but we can show you the basics of updating status and attaching a copy of the report. Currently, this part of the process is manual, but we will have some exciting news to share soon about full integration.
Step 1: Once you have received your report by email, save a copy locally to your computer.
Step 2: In Property Tree, click on Find Profile under Managements > Manage Profiles.
Step 3: Search for your property by typing the address in the Search For (1) click Search (2) then click on the Address (3) from the Search Results area.
Step 4: Once in the property screen scroll down to the Inspections area to locate the correct upcoming inspection. Tap on the Eye Icon to update status to Conducted.
Step 5: When back in the main property screen, scroll down to the Documents area to attach a copy of the inspection previously saved to your computer.
That's all we can help you with for now. Please refer to your own office procedures or contact Property Tree for advice on inspection follow up activities.
If you experience any problems or questions around the Data Import process, please contact PIM Support.