Using PIM With Chintaro Cloud


Thanks to our integration with Chintaro Cloud, you can import confirmed inspections directly into PIM, complete with relevant property information and tenant details.  Plus with the new integration for PIM and Chintaro Cloud users, it now offers a  feature-rich, and definitely 'less clunky' workflow. Simply download scheduled inspections directly into PIM, Upload reports, maintenance issues, photos, and more back into Chintaro Cloud. Brilliant!


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


This integration is only available to PIM Premium customers, so please contact our support team to upgrade your plan. Also please contact Chintaro Support for help setting up your version of Chintaro Cloud to be compatible with PIM.  If you are using non-cloud based Chintaro then you can still import your scheduled data using another method, just refer to our other guide via the link above.


Contents
  • Video Instructions
  • First Time Set Up in Chintaro Cloud and PIM
  • Scheduling Inspections In Chintaro Cloud
  • Prepare For a Successful Import
  • Importing Your Inspections Into PIM
  • Complete the Inspection
  • Viewing Your Inspection in Chintaro Cloud
  • Resend Inspection to Chintaro Cloud
  • 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 in Chintaro Cloud


The ability to import from Chintaro Cloud 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. Set up your Parameters in Chintaro Cloud

Before you begin, you must ensure you have the correct Parameter set up in Chintaro Cloud to enable the automatic import from Chintaro Cloud to the PIM app. This setup is ONLY for Chintaro Cloud users, if you are using just Chintaro, or are unsure, then you need to contact Chintaro Support if you wish to upgrade to Chintaro Cloud. Once you have upgraded to Chintaro Cloud you can make the below changes in your software to enable integration with PIM.


In Chintaro Cloud, navigate to System Maintenance > Reference Tables > Parameters > PIMWebUpdate > Parm Number column > Change the 0 to -1



First Time Set Up in PIM


1. Enable Chintaro Cloud Integration in PIM

In the PIM App, you need to enable both the Enable Chintaro (1) and Use Chintaro Cloud (2)


Firstly, navigate to Settings > Advanced, Integrations About the App > Enable Chintaro (1)


Enter your Chintaro Company Code


(If you are unsure what your Company Code is go into System Maintenance > Reference Tables > Parameters > Webservicedb column and in the Parm Text field is the company code, for example, chintaro_xyz :


Then tap Use Chintaro Cloud (2) and enter the password "chintaropim" 


Both toggles will remain green once successfully enabled


You can then choose to import data up to 7 days, 14 days, or 28 days in advance.  We recommend 7 days only.




Scheduling Inspections In Chintaro Cloud


1. Scheduling an Inspection Date in Chintaro Cloud

Once your Chintaro Cloud Parameters and PIM Preferences are set up, you can begin by scheduling your Inspections in Chintaro Cloud. 


From the Home Screen, navigate to Property Maintenance > Inspections > Schedule Inspections:


Start by filtering the screen to show the Properties/Rooms that you wish to inspect. You can filter by a Property Name, Suburb/City, or by Next Inspection Date (for more detail on how to filter in Chintaro Cloud, click this link).


Once you have a filtered screen, check that the Next Inspection Date column shows the actual date(s) you want to inspect the Room/Property. If this date is not correct and needs to be changed, click in the Next Inspection Date you want to change, remove the date and re-enter the date you want to inspect the Room/Property:


Then change the Time if you wish to allocate a specific time


Select the Type of Inspection you wish to create in PIM from the PIMReportType column: This will determine the type of inspection created in PIM ie. Routine will import as a Property Inspection Report in PIM, and an Ingoing or Outgoing as a Property Condition Report (PCR) in PIM.
2.  Select or Add a new Room Type and entering notes in Chintaro Cloud
You can double click your property inspection and then select a pre-determined Room Type in Chintaro Cloud and this can be matched in PIM to your Smart Property Profiles. When these profiles match, PIM will import your inspection with the pre-determined inspection areas.

If you work in a team, you are best to consult each other to agree on a set of Room Types that suit your property portfolio and then ask your System Administrator or Team Member to navigate from your Home screen in Chintaro Cloud, then tap on System Maintenance > Reference Tables > Room Type then you can edit existing Room Types and or add a new Room Type to match the Smart Property Profile name in PIM.

Editing an existing Room Type will alter existing inspections/properties in your Chintaro so be aware of this when editing any of these. If you are unsure, then you are best to create a new Room Type.

We would recommend taking a screen shot from PIM Settings > PIM Admin > Smart Property Profiles so you can match the name exactly.

The Room Type can also be set from the Property Address, where you can assign a Room Type for individual Rooms (2)
You can also add notes to import into the Property Info field in PIM. This text can provide any information you wish. In particular notes to the Property Manager that can give them a heads up on the property.

4. Process Scheduled Inspections

Once you are happy with the dates selected, the Room Types, and you've added any Notes, navigate back to the Property Maintenance > Inspections > Schedule Inspections window


Click Select ALL  or manually tick each of the Include boxes for each Room, then click Process Schedule:


Chintaro Cloud will advise the # of Inspections that have been scheduled:

                                                         



Prepare For A Successful Import


A few extra tweaks in PIM Settings will ensure exact matches with Chintaro Cloud fields and 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 profiles of your portfolio, such as a typical apartment with three bedrooms and two bathrooms. 
With a little initial setup, your existing Chintaro Cloud "Room Type" 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.

You can also add new Room Types in Chintaro by asking ask your System Administrator or Team Member or please refer to our guide above called  "Add New Room Type" for further information.
2. Confirm Inspectors
Inspections can only be imported against the Chintaro Cloud property manager if there is a corresponding Inspector name in PIM. If an exact match is not located, PIM will use a Default Inspector instead.

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


See the Inspectors Guide for more information.

3. Assign a Default Inspection Type
During the import, PIM will use the default Inspection Type assigned in PIM Settings > PIM Admin > Inspection Type ie. Property Inspection or PCR (Condition Report).  





Importing Your Inspections Into PIM


Next, you will need to download this data into PIM on your device.


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


2. Import the latest file from Chintaro Cloud.
Pulling down on the screen will refresh the data files.  Once refreshed, tap on the latest file 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 Room Type selected in Chintaro Cloud, where available, otherwise PIM will use the default Property profile.  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, extra information in your callouts, then Submit Inspection when done. This process will upload or push back the completed report, all the notes, and any "photos marked for maintenance" into Chintaro Cloud, as well as the callouts "Maintenance Required", "Suggested Improvements" and Our Summary"


Need help conducting your Inspections. Follow our guides available here - Conducting Inspections


1.  Mapping your notes from Callouts and Summary Notes in PIM to Chintaro Cloud
You can now add notes against your Inspection Areas for Maintenance Required, Suggested Improvments, Our Summary and Tenant Summary and these will upload back to Chintaro Cloud.



Viewing Your Inspection In Chintaro Cloud


Once you have Submitted your inspection from PIM you can review your inspection. To view your inspection data in Chintaro Cloud tap Inspection Reviews from the Chintaro Cloud dashboard.  If you need to make any changes to your submitted report, such as adding/removing an inspection area or adding another maintenance photo, adding or editing text in your notes or callouts, refer to our guide below under the Troubleshooting and Helpful Tips.


1. Reviewing Your Inspection Report, Notes, Maintenance Photos and Callouts

Once you have Submitted your inspection from PIM you can review the Callouts (1), Notes (2), Maintenance Photos (3), and the Inspection Reports (PDF) (4).


(1) Callouts populated from PIM:
(2) Notes from your inspection areas:
(3) Photos marked "Include in Maintenance"

(4) Inspection Report in PDF format (Double click to view the report)




Resend Inspection to Chintaro Cloud


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


1.  Tap the Reports Folder from the inspection.


2. Select Send Inspection to Chintaro from Options.
From Options (1) on the right tap Send to Chintaro (2)


    



Troubleshooting and Helpful Tips


Here are some common questions and helpful tips for Chintaro Cloud integration and how to move past them.


For PIM-related questions, please contact PIM Support.


For any Chintaro or Chintaro Cloud-related questions, including where to find your Compay Code or Scheduling Inspections, please contact Chintaro Support.


1. Completed inspections not pushing back to Chintaro

Only inspections imported from Chintaro into PIM will be uploaded automatically into Chintaro using the Submit Inspection functionality.   This will generate an email of your completed Inspection Report and also push the full Inspection (including maintenance notes) back into Chintaro.


If you need to manually upload a report into Chintaro, see the Uploading Reports Into Chintaro Guide for manual upload instructions.


Please use Chintaro Cloud to schedule future Inspections. This will automatically perform a Repeat Inspection as part of that process if it’s related to an existing property. There is no need to use “Repeat Inspection” in the PIM app.


2.  Updating Inspections in Chintaro Cloud
If you find that you need to change or add some notes to your inspection areas or callouts, or add additional photos, or make changes to your inspection areas? You can easily make your changes in PIM, then in Chintaro remove the 'Completed Date' field on the inspection record, and ensuring the inspection record is active (Active inspection ticked) then using Submit Inspection again or Send Inspection to Chintaro. See below to find out more.

Note:  If you see an error "You cannot make the Inpsection inactive without entering a Completion Date", when trying to tick the Active Inspection.  Just tap Exit to exit the screen and then go back into the Inspection Details again, then tick Active Inspection.  Then you are good to Submit or Send your inspection again from PIM.