Using PIM With Property Tree


Thanks to our integration with Property Tree, you can import confirmed inspections directly into PIM, complete with relevant property information and tenant details.  


Once you have completed your inspections in PIM, the reports are automatically pushed into Property Tree ready for you to complete your follow up activities. 


Plus with the latest version of PIM (v4.4.5 or greater ) PIM now delivers deeper integration and better communication possibilities for you. In PIM you can now produce and submit customised reports for tenants and landlords, and, for the first time, populate the Owner Notes/Follow Up Items/ Tenant Notes/Action Notes directly into PropertyTree. This will save you time, reduce duplication and make things simpler!


This integration is only available to PIM Premium customers, so please contact our support team to upgrade your plan.


Contents


Video Instructions


Prefer videos to written instructions?  No problem watch the video version below or visit our PIM Youtube Channel.



First Time Set Up


The ability to import from Property Tree relies on information in PIM Settings so it is important to know how yours is set up.  You only have to do this once. 


1. Check the Property Tree API has been linked to your account
Your Property Tree API must be linked with PIM to enable integration, if you do not see your API Key in the field above the toggle you need to refer to our Set-Up Guide below to copy and paste your API key into Support.


See the Property Tree Integration Set-Up Guide for more information

2. Enable Property Tree Integration

Navigate to Settings > Advanced, Integrations About the App > Enable Property Tree.



3Turn on Quick Check Labels (optional)
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.



Prepare For A Successful Import


A few extra tweaks in PIM Settings to ensure exact matches with Property Tree fields will ensure a more successful import.



1. Set Up Smart Property Profiles (optional)
Smart Property Profiles are a way to quickly set up inspections for the most common property types of your portfolio, such as a townhouse or small office. 
With a little initial set up, your existing Property Tree Property Types can be matched to PIM to allow for a seamless import. This will save a lot of time adding or removing rooms during the inspection.
Add or edit yours in PIM Settings > PIM Admin > Smart Property Profiles.


See the Smart Property Profiles Guide for more information.

2. Confirm Inspectors
Inspections can only be imported against the Property Tree Property Manager if there is a corresponding Inspector name in PIM. If an exact match is not located, PIM will use the Default Inspector instead.

Add or edit inspectors in PIM Settings > PIM Admin > Inspectors


See the Inspectors Guide for more information.

3. Assign an Inspection Type
As of December 2020, Property Tree will allow you to assign an inspection type to your inspections.  A Routine will import into PIM as a Property Inspection Report and an Ingoing/Outgoing will import as a PCR in PIM. 

4. Adding Inspection Notes to import into PIM
You can also include Inspection notes in Property Tree, against your scheduled inspection, which are then imported into the Property Info field in PIM.


Import Data Into PIM


Import Data Into PIM


PIM imports real-time data from Property Tree but only for inspections which are marked as 'Confirmed'.  So it's pretty important that you make sure Property Tree is up to date before you start the import process below.


1. Navigate to the Import tab.
This is at the bottom of the app.


2. Import the latest file from Property Tree.
Pulling down on the screen will refresh the data files.  Once it appears, tap 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 the profile and inspection type set in Property Tree. where available otherwise will use the PIM default.  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.





Complete The Inspection


After importing, your scheduled inspections will be available under the Inspections Tab.


Go ahead and complete the inspection in the usual way by adding notes and photos then Submit Inspection when done. This will upload a copy of the report into Property Tree and update the inspection status from "Confirmed" to "Conducted". (Note: The report will not upload if the status is closed or cancelled).


See the full range of Inspection Guides for more information.


Resend Inspection to Property Tree


If for some reason you only previewed the inspection rather than Submit, or need to re-send to Property Tree, this can easily be done from the home screen of the inspection


1.  Tap the Reports Folder from the inspection.



2Select Send to Property Tree from Options.
From Options (1) on the right tap Send to Property Tree (2)



    


Improving your end-to-end workflow between PIM and Property Tree


1. Mapping your text from Callouts and Summary notes in PIM to Property Tree

You can now add notes against your Inspection Areas for Tenant Summary and Maintenance Required and these will upload back to Property Tree for your Tenant and Owner Notes/Actions when you submit your inspection in PIM.


2. Sending Report to Owner directly from Property Tree
Once you have submitted your inspection in PIM, you can log back into Property Tree and send the report directly to your Owner/Landlord including specifics callouts or action items created at the time of Inspection.

All you need to do is navigate into your inspection in Property Tree > tap the eye symbol > Send Report to Owner (1)

This will open up your email to draft to send to the owner, note how the "Maintenance Required" "Notes" and "Additional Notes" are mirrored from PIM.

You can then click to "Link to all attachments from Inspection" (2) to attach the uploaded report and tap "Send to the Owner" (3)


    


Troubleshooting


Here are some common concerns and speed humps around Property Tree integrations and how to move past them.


For general troubleshooting on Property Tree workflows, imports and uploads, please refer to the Property Tree guide, watch this Property Tree video, or contact Property Tree support at MRI on 1300 657 700.


For PIM related questions, please contact PIM Support.


1. Property Profiles not importing correctly 

Most of the Property Types in Property Tree can be created with the same Smart Property Profile name in PIM, however, there are a few exceptions that need to be matched differently.  These include:

Residential:

Semi Detached - needs to be "Semidetached" in PIM


Commercial:

Commercial Farming - needs to be "Commercialfarming" in PIM

Industrial/Warehouse - "Industrial" in PIM

Land Development - "Landdevelopment" in PIM

Offices - "Office" in PIM


If the imported inspection defaults to an incorrect profile, simply change this before starting the inspection.  

See the Smart Property Profiles Guide for more information.


2. Submitted Inspections not uploading to Property Tree
Only inspections created from an import can be uploaded automatically into Property Tree. This includes Routine/Tenant/Cleaning and Property Condition Reports. 
See the Uploading Reports Into Property Tree Guide for manual upload instructions.

3. Inspection too large for Property Tree
Property Tree can only import reports via the API and via the Property Tree dashboard with a maximum size of 30MB.