Using PIM With Re-Leased


Thanks to our integration with Re-Leased, 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 Re-Leased ready for you to complete your follow up activities.


Furthermore, you can create a Maintenance Request within PIM which uploads back to Re-Leased ready for further action.  Please refer to our Maintenance Request guide.


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


Contents
  • Video Instructions
  • First Time Set Up
  • Prepare For a Successful Import
  • Import Data Into PIM
  • Complete the Inspection
  • Resend Inspection to Re-Leased
  • Troubleshooting


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 Re-Leased relies on information in PIM Settings so it is important to know how yours is set up.  You only have to do this once. 


Enable Re-Leased Integration

Navigate to Settings > Advanced, Integrations About the App > Enable Re-Leased and tap to toggle on.




2.  Authenticate Re-Leased
Once toggled on, you will be taken to an external Re-Leased log in screen to enter your portfolio email and password. The data you enter is secure and not stored in PIM.
Note: If the text on the Re-Leased log in screen is too small, simply place two fingers on the screen near each other and then spread them apart to zoom in.  
After successful login, you will see that the settings have been authenticated.
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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 PIM 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 Re-Leased fields will ensure a more successful import.


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 townhouse or small office. 
 
With a little initial set up, your existing Re-Leased Type of Property 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.

You can add these in Settings > PIM Admin > Smart Property Profiles.

 To set up your PIM Smart Property Profiles to match Re-Leased, see the Smart Property Profiles Guide for more information. 

2. Confirm Inspectors
Inspections can only be imported against the Re-Leased 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 Settings > PIM Admin > Inspectors. 


See the Adding Inspectors Guide for more information.

3. Confirm Inspection Type in Re-Leased
During the import, PIM will use the Inspection Type assigned to an inspection in Re-Leased (ie Routine, Property Inspection, Entry or Exit).  If this field is blank in the import files, PIM will use its own Default Inspection Type when creating the new inspection.

See the Inspections & Inspection Types Overview for more information.

4. Understand Usage Types
During the import, PIM will use the Usage Type assigned to a Property in Re-LeasedIf set to Commercial, more data will be imported into PIM specifically the size of the area which is tenanted (set within the Area section of your Property in Re-Leased) and will be shown in your Lease Details field in PIM




Import Data Into PIM


PIM imports real-time data from Re-Leased using the import process below.


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

2. Import the latest file from Re-Leased.
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 properties 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 Re-Leased. 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. Submitting the inspection will upload a copy of the report into Re-Leased, and the Inspection status will be updated to Completed in Re-Leased.  Plus when submitting your Cleaning/Maintenance Report or Tenant Inspection Report these will also be uploaded to Re-Leased and visible from the dashboard.


You will find the inspection report in Re-Leased under the tenancy in Tasks > Inspections > Complete > Completed Details. 


Notes (1) will be updated from the Our Summary field in the PIM inspection and a PDF copy of the report will be in Current Documents (2).


Resend Inspection to Re-Leased


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


1.  Tap the Reports Folder from the inspection.


2Select Send to Re-Leased from Options.
From Options (1) on the right tap Send to Re-Leased (2)


    


Troubleshooting


For general troubleshooting on Re-Leased workflows, imports and uploads, please contact Re-Leased Support


For PIM related questions, please contact PIM Support.


Here are some common concerns and speed humps around Re-Leased integrations and how to move past them.


1. Submitted Inspections not uploading to Re-Leased
Only inspections created from an import can be uploaded automatically into Re-Leased. This includes Routine/Tenant/Cleaning and Property Condition Reports.  You can upload any reports to your inspection manually, refer to the Uploading Reports Into Re-Leased Guide for manual upload instructions.