Propertybase FAQs

The new Dashboard Components will allow you as an agent to quickly access relevant information and act upon it. Among them are:

Marketing Health

Contact Database Health

PB Activity Overview

These components are being rolled out in current and future releases.

Configuration

Marketing Health

Contact Database Health

PB Activity Overview

Configuration

Go to "Edit Page" on your Home Page (or any other page)

Drag and drop the Managed Component you wish to add: "PB Marketing Health" or "PB Contact Database Health" onto the Page layout. For some components you will be able to add additional settings. For Marketing Health you can select up to 8 automations like Drip Campaigns or Action Plan Names; for Contact Database Health you can select up to 8 fields on the right to display in the respective charts. You can select up to 8 charts per component, per page you add them to. You can select more than one component per page.

Click "Save" to save your progress, then go back to the home page to view the chart.

General settings

In the Control Center section "Dashboard Components" you can change the Primary and Attention colors of your components.

Changes made here apply to all users in your Propertybase account.

Make sure to click "Save Changes" for your changes to go into effect.

Please see the tabs specific to the dashboards for further instructions.

Marketing Health

Functionality

This component shows the percentage of your Contact Database on a given Marketing Automation in a component on your home page. When you click on a graph you can quickly add all other Contacts to these automations. The number in color shows all your own contacts that are on an automation ( Drip Campaign, Action Plan, Recurring Email ) with the respective name. Clicking on a graph takes you to a list of your contacts that are NOT on that automation.

Adjust Thresholds for Graphs

Go to the "Control Center" - "Dashboard Components" and there to the Tab "Marketing Health".In this section you can change the threshold percentage that defines when an automation is shown in the attention color. If the number of contacts that have an automation with the same name is lower than the threshold, the graph is shown in the attention color.

Contact List

When you click on a graph you get to a list of contacts that do NOT have this automation yet. You then have the option to put them on a Drip Campaign, send them an Email or add them to a static list.

The columns and sorting of this list can be configured in the Control Center section "Record Managers". More information on record managers can be found here.

Contact Database Health

Functionality

This component shows the percentage of your Contact Database on a given Lead Stage in a component on your Home page and any other page you wish to add it to. You can add or change contact fields when you go to "Edit Page", select the component and have a look to the right side.

The number in color shows all of your own contacts where the selected field is filled. You can also filter to see only one specific Lead stage in the top right filter dropdown. This filter will show all lead stages (field: pba__Stage_pb__c) that are active picklist values.

Adjust Thresholds for Graphs

Go to the "Control Center" - "Dashboard Components" and there to the Tab "Contact Database Health".In this section, you can change the threshold percentage that defines when an automation is shown in the attention color. If the number of contacts that have the field filled is lower than the threshold, the graph is shown in the attention color.

Contact List

When you click on a graph you get to a list of contacts that do NOT have this automation yet. You then have the option toadd them to the selected lists.

The columns and sorting of this list can be configured in the Control Center section "Record Managers". More information on record managers can be found here.

Beta:Activity Overview

Functionality

This component shows the current and overdue Propertybase Tasks. The initial display contains the following information per task:

Task Title

Task Date

Task subject or description

The Whatid and/or Whoid that is tied to the task (related Contacts, Listings, Transactions etc.).

To show each Task has been completed you can select the checkmark to the left of the Task:

This will strikethrough the task to show it has been done.

To edit a Task, simply click the pencil next to the Task:

Once in edit mode, you'll see where you can change the details of the Task:

Once you are done, don't forget to Save!

We have created a new unmanaged package containing new Reports and Dashboards that you can use out of the box as soon as you have installed the package.

Required Propertybase Version for this unmanaged package is: 1.612 or above.

Content

The package contains the following dashboards and reports:

Version1.0.0.0(1.0):

Dashboards

Agent Performance (utilizing individual transaction reports: "My ...")

Company Performance (utilizing company transaction reports: "All ...")

https://update.propertybase.com/resources

Reports

All Cancelled Transactions YTD

All Closed Buyer Transactions YTD

All Closed Seller Transactions YTD

All Closed Transactions YTD

All Closed Transactions by Side & Month

All Pending & Closed Transactions YTD

All Pend. & Closed Transactions by Month

All Pending Buyer Transactions

All Pending Seller Transactions

All Pending Transactions

All Transactions YTD by Month

My Cancelled Transactions YTD

My Closed Buyer Transactions YTD

My Closed Seller Transactions YTD

My Closed Transactions YTD

My Closed Transactions YTD by side

My Pending & Closed Transactions YTD

My Pending Buyer Transactions

My Pending Seller Transactions

My Pending Transactions

My Transactions YTD

My Transactions YTD by Month

Steps to Install

To importCompany and Agent Performance Dashboardsand related 21 Transaction reports, please install the unmanaged package:

Go toand log in with your Propertybase credentials.

Go to the Reports section and click on "Import Propertybase Reports and Dashboards"

Click on "Install Unmanaged Package"

You will get to the install dialog:

We recommend to install for Admins Only and later assign your Agents and other Users the correct viewing permissions.

Important Note: Once the dashboards and reports are imported you can edit the reports and dashboards. However, if you install an update of the package all changes will be removed, so cloning all reports and dashboards you want to adjust is the best practice.

You might have to give the PB Administrator or System Administrator Profile the permission to "Change Dashboard Colors"

You do that by going to Setup and then to Profiles. There you select PB Administrator

Then you click on "System Permissions" and type "Color" into the Search on top. Then you make sure to check the box for the setting:"Change Dashboard Colors" and click "Save"

Propertybase CRM now integrates with the property portalsDubizzleandPropertyfinder.aefor all our interested clients in the Middle East! No more need to track your listings in multiple places, all can be done from within Propertybase and simply published to the portals that you are registered with.

If you are interested in adding this integration please contact your Account Executive for more details.

Portal Integration

The Middle EastPortal package will need to be installed and setup by our support team. In order for support team to install the package they will need access to the ORG and a description of which of the portals you are registered with. Once setup is complete you will find some additional new fields and additional sections added to the page layout. In order to make sure that a listing can be successfully published to the portal, be aware that the following fields are required:

Title

Price

Price Unit

Bedrooms

Bathrooms - For Propertyfinder 0bedrooms is mapped to *Studio* - For Dubizzle *Studio* can be selected as a property type and is not related to the number of bedrooms > Please select "Propertytype "Studio" and enter "0" for bedrooms.

Size

Property Type

Property Sub Type

Listing Type

Description

Broker's Listing ID - ID used to identify the listing on the portal side

The following are optional fields that have been added that can be mapped to the portal fields:

Title (Arabic)

Developer

Available From

Available To

Measurement - Metric or Non-Metric

Description (Arabic)

Private Amenities [Dubizzle Only]

Commercial Amenities [Dubizzle Only]

Total Closing Fee [Dubizzle Only]

Annual Community Fee [Dubizzle Only]

The following tables provide an in depth overview of the fields used by Propertybase to map to both Dubizzle and Propertyfinder.

Dubizzle:

PB Dubbizle Field Mappings

Dubizzle Fields

pba_uaefields__broker_s_listing_id

refno

pba__description_pb

description

pba__totalarea_pb

size

pba_uaefields__total_closing_fee

totalclosingfee

pba_uaefields__annual_community_fee

annualcommunityfee

pba_uaefields__developer

developer

pba__listing_agent_email

contactemail

pba__listing_agent_phone

contactnumber

pba_uaefields__building_dubizzle

building

pba_uaefields__locationtext_dubizzle

locationtext

pba_uaefields__private_amenities

privateamenaties

pba_uaefields__commercial_amenities

commercialamenities

pba__latitude_pb

geopoint

pba__longitude_pb

geopoint

pba__listingtype

type

pba__bedrooms_pb

bedrooms

pba__fullbathrooms_pb

bathrooms

pba_uaefields__available_from

ready by

pba_uaefields__property_sub_type

subtype

pba_uaefields__city_dubizzle

city

pba__listingprice_pb

price

pba_uaefields__price_unit

price (based on rent)

status

pba_uaefields__property_sub_type

commercialtype

name

title

pba_uaefields__available_from

readyby

Propertyfinder:

PB Propertyfinder Field Mappings

Propertyfinder

pba_uaefields__property_sub_type

property_type

pba__listingtype

offering_type

pba_uaefields__broker_s_listing_id

reference_number

pba__listingprice_pb

price

pba_uaefields__price_unit

price

pba_uaefields__city_propertyfinder

city

pba_uaefields__community_propertyfinder

community

pba_uaefields__sub_community_propertyfinder

sub community

pba_uaefields__property_propertyfinder

property_name

pba_uaefields__title_arabic

title_ar

pba__description_pb

description_en

pba_uaefields__description_arabic

description_ar

pba__totalarea_pb

sqft

pba__bedrooms_pb

bedrrom

pba__fullbathrooms_pb

bathroom

pba__listing_agent_firstname

agent name

pba__listing_agent_lastname

agent name

pba__listing_agent_email

agent email

pba__listing_agent_phon

agent phone

Name

title

pba_uaefields__price_on_request

price_on_application

pba_uaefields__service_charge

service_charge

pba_uaefields__price_unit

rental_period

pba_uaefields__number_of_cheques

cheques

name

title_en

pba_uaefields__private_amenities

private_amenities

pba_uaefields__commercial_amenities

commercial_amenities

pba_uaefields__view

view

pba__lotsize_pb

plot_size

pba__totalarea_pb

size

pba_uaefields__developer_name

developer

pba_uaefields__floor

floor

pba_uaefields__stories

floors_number

build_year

pba__yearbuilt_pb

pba_uaefields__stories

stories

pba_uaefields__parking

parking

pba_uaefields__furnished

furnished

pba__latitude_pb

geopoints

pba__longitude_pb

geopoints

Agent:

pba__listing_agent_firstname + pba__listing_agent_lastname

name

pba__listing_agent_email

email

pba__listing_agent_phone

phone

pba__listing_agent_photo

photo

pba__listing_agent_info

info

In addition to this you will notice that 2 new sections will be added to your page layout "Portal Syndication" and "Portal Allowance". In the "Portal Syndication" section 2 new components have been added the Dubizzle Selector and the Propertyfinder Fuzzy Finder.These are used to ensure that the correct address values are set that are acceptable by the portals. There are two different components due to the fact that each portal treats their locations a bit differently.

ID Converter

On the page layout it can look e.g. like here:

Dubizzle Selector

When using the Dubizzle Selector the Locationtext field is required, always make sure that this field is populated for a successful validation of the listing. The Building name field is optional, but when filled will auto-populate the Locationtext. Once values have been found click the "Update" button. Both fields use a full text search so that valid values are used upon saving.

Propertyfinder Fuzzy Finder

This a text field uses a full text search to find specific location address allowed by the portal. After a selection is found a green arrow will appear,this is just a notification that the value validates. The "Update" button will need to be clicked in order for it to properly save.

When all of the required fields and the portal location components have been properly filled out the listing record is now ready to be added to the portal groups. At the bottom of the listing record page the field "System Allowed for Portal" can be found. This checkbox will allow the listing to be added to the different portals available in the Portal Syndication component:

If any required data is missing validation rules will trigger and notify what fields should be populated. Once this flag is marked true then the Portal Syndication Component will display that the listing is valid and can be added to a portal group.

By simply clicking the Add button, the listing record will be added to that particular portal feed group. To verify how many listings are in each group, the Portal tab can be used. Simply click in the + sign at the end of the tab menu and search for the Portal tab. Upon entering it the portal group records can be found. Clicking into the portal group a related list can be found that demonstrates all of the listings that will be added to that particular portal feed:

Steps to Publish

After all Listings have been added to the portals and they are ready to be published create the feed URL (1). There will be unique URL's for each of the portals. These URL's will need to be provided to the specific portals for validation (2). If the validation is incomplete the portal will provide the reasons and the listings will need to be fixed.When the portals have validated the listings and confirmed by the client they will be officially added to the portals and available for the public.

1. Create Portal Feed URL

Now you will need to generate you XML URL to send over to the portals. The following URL example provides you the structure. All that is required is to enter your Org ID and the Portal Record ID replacing the bolded section between the two dashes:

Dubizzle

https://manda.propertybase.com/api/v2/feed/<ORG_ID, 18 digits>/dubizzle/<PORTAL_ID, 18 digits>/full

Dubizzle Example

Full Dump XML Feeds will provide Dubizzle with all the listings that will be initially added:

Full Dump - For Sale (example of format): https://manda.propertybase.com/feed/00Db0000000YYYYYYYY/dubizzle/a0hb0000000XXXXXXXXX/full Full Dump - For Rent(example of format): https://manda.propertybase.com/feed/00Db0000000YYYYYYy/dubizzle/a0hb0000000XXXXXXXXx/full

Partial feeds will be used by Dubizzle for the updates made withinevery 24 hours.

Partial Feed - For Sale (example of format): https://manda.propertybase.com/feed/00Db0000000ZZZZZZZ/dubizzle/a0hb0000000AAAAAAAA/partial Partial Feed - For Rent (example of format): https://manda.propertybase.com/feed/00Db0000000ZZZZZZz/dubizzle/a0hb0000000AAAAAAAa/partial

We have two different pick-up URLs, one that yields the full dump, one only the listings that have changed since last pick-up.

Please note (very important!):

If you want to check on the partial feed manually, please use the link for the partial feed, but instead of using the query parameter pickup=true use pickup=false . If you do not use this flag, our server will consider this an official pick-up and reset the interval for changes. So next time this URL is used to get all changed listings, it will result in loss of changed listings.

Regarding the parsing error (whitespace at the beginning of the XML): we have fixed this. It is now possible to retrieve the feed even if it's empty (= no changes since last pick-up).

Propertyfinder (Bayut)

https://manda.propertybase.com/api/v2/feed/<ORG_ID, 18 digits>/propertyfinder/<PORTAL_ID, 18 digits>/full

By default the 15 digit ID is given, to covert to the 18 digit please go to this. The Portal Record ID can be found in the URL of the portal record you created.

After adding the two ID's you will be able to see the XML feed and all your listings in it.

Propertyfinder/Bayut Example

Propertyfinder.ae requires a single URL for the feed to be published:

Publishing Feed (example of format):https://manda.propertybase.com/feed/00Db0000000CCCCCC/propertyfinder/a0hb0000000BBBBBBBB

2. Now send this URL to the portal.

For any questions or comments please contact [email protected]

One of the key functionalities in Propertybase is to use the search criteria of your contacts from Inquiry (Request) records to find matching Listings within the Listing Browser. With this functionality it becomes easy to simply match your contacts with properties they would potentially be interested in and create a recommendation. In addition to this the functionality is customizable!

Acustom field can be addedto the Inquiry (Request) object similar to one on the Listing and then used to pair a listing.

In order to have custom filtering display on the Listing Browser, custom fields will need to be created in both the Inquiry (Request) object and the Listing object. There are certain conditions that need to met in order for the fields to communicate with one another.

The field must have the sameAPI name

The field must be of the same length or contain the same values

The field must be in a format specified by the table below and is dependent on field type. In the majority of cases a field will exist on the Listing to which the user would like to have available on the Inquiry (Request) object as well. The table below demonstrates how the new Inquiry (Request) fields should be created so that the system pairs them correctly and data can be filtered.

This is the example of a mapping table for the Listing and the Inquiry (Request) Object. Click on the image to enlarge it.

*When creating the number field the API name will need to be the same, but a "_min" or "_max" will need to be added. Keep in mind that the final suffix "__c" will be added after saving the actual field, so there is no need to add it.

Broadening the example, the following is the custom number field found on the Listing Object:

Customize the Listing Browser

When creating the two fields on the Inquiry (Request) Object, they should look as follows:

Once the fields have been created and added to the respective Inquiry (Request) page layout, upon clicking the "Find Matching Listing" button the filter will automatically be added to the Listing Browser and display the matching listing records. If the field needs to be added to the filter section of the Listing Browser permanently this can be done following the direction in the article.

Note: Building Stack is only relevant to those that have the need to visualize larger building entities or even developments. Usually this is the case for Developers and agencies cooperating with them. In a regular setup you might not need this at all or perhaps only the basic relation Building+Unit.

This article is related to our version on Lightning Experience. For Building Stack on Classic, please go here.

Building Stack Usage

Configuration

Advanced (Optional)

Settings

FAQ

Organizing and visualizingspaces within a building has become simple with the Building Stack. This feature allows real estate agencies to construct a building hierarchy (building, floors, units), which enables agents to easily work with and find the listings that matter in the moment.

The Building Stack consists of a customized page, which displays a building record with every single unit found within it. This facilitates the organization of your data and its visualization. Let's take a glance at the feature and its functionality.

Adding Settings to Propertybase

Accessing the building stack can be done by opening the "Building Stack" tab on a main propertyrecord (e.g. building or a project/development if the latter has been already configured; continue reading to fully understand).

Once the Building Stack has loaded, all of the units that are found related tothis master property record will appear. By default they are grouped by the floor they are found in the building. The floor is a field found on each of the unit records. The following image displaysthis view:

This units section can be divided into four major parts:

A. Advanced Filtering

Filter: Upon clicking the filter button a section will appear:

Colorize by - This section allows the user to colorize units by a specific field found on the units listing. By default the fields for colorizing by are Status, Lease Expiration Date, Listing Price, Type and Amount/Month. When selecting one of these fields the values within those fields are then segment by a range of values depending on field type. In the example provided, the Status field is colorized by Active, In Preparation, Reserved, Blocked and Closed. In this matter the users can easily differentiate listing units by the color the adopt.This section can be customized and custom fields and color ranges can be defined via the "colorization pattern" setting in theBuilding Stack Settings(see "Settings" tab at the top of this page).Fields can be added either from the unit property or listing record.

Group by - This section groups the units by the field select from the dropdown. By default the grouping fields available are Floor, Status, Lease Expiration Date and Type.This section can be customized and custom fields and color ranges can be defined via the "group by fields" settingin theBuilding Stack Settings (see "Settings" tab at the top of this page). Fields can be added either from the unit property or listing record. In addition the user can choose wether the groups are sorted in ascending or descending matter.

B. Mass Actions

Mass Actions can be used once an user selects at least one unit in the Building Stack:

On the right hand side of this section the number of selected units appears in grey. By clicking "Select all" all units will be added for the mass action. Clicking "Unselect all" will in turn deselect all listings.

The button "Create Listings" allows users to create multiple listings for units at once. This saves the user time from creating each listing individually.

C. Groups

As mentioned above, by default all units are grouped by the field Floor. Using the Advanced Filtering "Group by" section the units can be grouped by the available fields.

The amount of units found in this group can be seen in grey next to the title of the group. By click the "Select group" link, all units from this group will be selected and a mass action can be done against them.

On the far right the "Top" link will take the user back to the top of the building stack. This link is useful when a building has multiple groups to avoid excessive scrolling.

D. Unit Details

With in a group units are found. Each unit displays unique information specific to its record.

The fields available with this section are customizable and can be defined via the "child property fields" settingin theBuilding Stack Settings (see "Settings" tab at the top of this page). The last field in the section, Latest Listings, displays the amount of listings found against this property unit. Clicking the listing title will take the user to that latest listing record created.

On the top left corner the selection box is found. Upon marking this box the unit will be available for a mass action.

When the "Add Listing" button is clicked it will redirect the user to the Listing Creation Wizard and a new listing will be associated to that unit.

The "Edit Property" button will direct the user to the edit page of the typical Salesforce user interface to edit that unit.

Setting up a hierarchy

With the following instructionsyou can implementa 2 to 3-level hierarchy in the Property objectin a few steps. You will have to change the following attributes in the different page layouts/record types within the Property Record:

Out of the box you will find Building and Unit (Property) record types and page layouts in your system. There is also a third record type "Project" that is not active. We will show you the steps to use the 2-level hierarchy with Building and Units and the 3-level hierarchy with a Project pulling them together.

We will start with the basic setup of the 2-level hierarchy. You will have to adjust or make sure the following attributes in the different page layouts/record types within the Property Record are setup:

2-Level hierarchy

You will need: - 2 Page Layouts (Property(Unit) and Building). - 2 Record types mapping directly to the corresponding page layout (Property and Building)

On the Building Page Layout you will have related lists showing 1. Units in this Building 2. Listings in this Building.

On the Property Page Layout (Unit) you will have related lists showing 1. Listings for this Property (Unit). You will also have lookup fields to the "Building" on this Layout, so e.g. the "Master Property" lookup.

You will have added lookup fields on the listing page layouts pointing to "Building" and "Property (Unit)".

Make sure once you have added the fields, that you populate them, so start by adding a building, then add a unit to that building. Make sure you populate the "Master Property" lookup field.

3-Level hierarchy

You will need: - 3 Page Layouts (Property(The Unit), Building and Project). Activate "Project" record type if not yet done so - 3 Record types mapping directly to the corresponding page layout (Property, Building, and Project)

On the Project Page Layout you will have related lists showing 1. Buildings in this Project 2. Units in this Project 3. Listings for this Project

On the Building Page Layout you will have related lists showing 1. Units in this Building 2. Listings in this Building. You will also have a lookup field to the "Parent Project" in this Layout.

On the Property Page Layout(Unit) you will have related lists showing 1. Listings for this Property. You will also have lookup fields to the "Project" and "Building" in this Layout.

You will have added lookup fields on the listing page layouts pointing to"Project", "Building" and "Property (Unit)".

Make sure once you have added the fields, that you populate them, so start by adding a building, then add a unit to that building. Make sure you populate the "Master Property" lookup field.

For more levels, you simply expand the above instruction by the amount of levels you want to add. We recommend not to overdo it, though, as it gets very confusion for users if there are too many levels.

In a 3-level+ hierarchy: Depending on what level in the property hierarchy you are on, there will a title link above the Building Stack that can be clicked and it will redirect the user to the building stack of that particular unit/level. This can be handy when a multi level hierarchy is set in place. An example of this could be Project(Development), Blocks/Phases, Buildings and Units.

Advanced Configuration Options

Note: This part is absolutely optional as it does make more work, but it will allow you to see the records in the hierarchy properly on related lists and have the additional lookups populated by field updates. / Ensuring only a certain type of property can be added to a lookup

The relationship lookup field used in Building Stack "Master Property" is the same on all levels. Hence, the related lists can only have on single label and will not differ between the levels. If you want very specific related lists that only show the corresponding listing, unit or building, you can achieve this by creating additional lookup fields, that are specific to their connection.

Similarly as the existing "Project" lookup field, you could create a "Building" and a "Unit" lookup field on the listing page layouts, a "Project" and a "Building" lookup on the unit page layout and so on.

You would limit the new specific lookups to only allow certain record type records to be added to them by setting conditions on the field. This allows the user to select a real building and not mistakenly looping two units together. This would be a lookup from a listing to its unit allowing you to define the name of the Related List:

Once you have this setup and see that it is working in a hierarchy, you would then use the known information to populate those fields with process builder automations. This will reduce the number of times you have to fill in the same redundant information.

And as a last step, you would hide some of the automatically populated fields again from user view.

The complexity is in the setup depending on how many specific related lists you want to define.

Settings

Note: if you don't know how to add settings, please read the article ""

building_stack_colorization_patterns

Specifies the available colorization patterns.

Each entry needs a unique key (which is not a field, name it as you like).

The colors map to predefined css classes (we will add a variety of default colors). Also color codes will be available in the future.

You may choose either categorical or ordinal as pattern type. In the first case a field value is mapped to a color. In the latter case a numeric field value is clustered into a range which is mapped to a color.

Example (this is also the default configuration):

[ { "key": "status", "field": "latest_listing.pba__Status__c", "type": "categorical", "mapping": [ { "label": "Active", "value": "Active", "color": "green" }, { "label": "In Preparation", "value": "In Preparation", "color": "yellow" }, { "label": "Reserved", "value": "Reserved", "color": "gray" }, { "label": "Blocked", "value": "Blocked", "color": "red" }, { "label": "Sold", "value": "Sold", "color": "red" }, { "label": "Rented", "value": "Rented", "color": "red" } ] }, { "key": "price_range", "field": "latest_listing.pba__ListingPrice_pb__c", "type": "ordinal", "parseWith": "normalizeRange", "mapping": [ { "label": "Lower", "to": "30", "color": "green" }, { "label": "Medium", "to": "66", "color": "yellow" }, { "label": "High", "to": "100", "color": "red" } ] }, { "key": "property_type", "field": "pba__PropertyType__c", "type": "categorical", "mapping": [ { "label": "Apartment", "value": "Apartment", "color": "green" }, { "label": "Studio", "value": "Studio", "color": "green" }, { "label": "Duplex", "value": "Duplex", "color": "green" }, { "label": "Condo", "value": "Condo", "color": "green" }, { "label": "Townhouse", "value": "Townhouse", "color": "yellow" }, { "label": "Single Family", "value": "Single Family", "color": "yellow" }, { "label": "Villa", "value": "Villa", "color": "yellow" }, { "label": "Multi Family", "value": "Multi Family", "color": "red" }, { "label": "Other", "value": "Other", "color": "red" }, { "label": "Lot/Land", "value": "Lot/Land", "color": "red" }, { "label": "Penthouse", "value": "Penthouse", "color": "green" } ] }]

building_stack_group_by_fields

Specifies the fields that are available for grouping.

Example (this is also the default configuration):

[

{

"key": "pba__Floor__c",

"default": true

},

{

"key": "latest_listing.pba__Status__c"

}

]

You may specify the default group by field by using the default option. You have access to the latest associated listing via a virtual relation latest_listing. The latest listing is the one having the latest possible creation timestamp.

building_stack_child_property_fields

Specifies the fields that are shown on the child property level.

Example (this is also the default configuration):

[

{ "key": "pba__Address_pb__c" },

{ "key": "pba__Floor__c" },

{ "key": "pba__Totalarea_pb__c" },

{ "key": "pba__Propertytype__c" },

{ "key": "latest_listing.pba__Listingprice_pb__c" },

{ "key": "latest_listing.pba__Status__c" }

]

Q: I want to see my buildings or blocks from the development/project level. How can I achieve that? A: Follow the steps to setup the lookup relations and follow the instructions to connect them via the "Master Property" lookup field. This lookup is the heart to the Building Stack and if related properly, Building Stack will show e.g. all Buildings in a Project

Q: I have more levels I would like to categorize my projects in. How many levels can I build? A: You can build as many levels as you like. Simply keep connecting them via lookups to the higher level. Master property is the lookup to use, should it also be visualized in Building Stack. However, we don't recommend more than 3 or 4 levels as it will get complicated to maintain and keep an oversight.

Q: I regularly receive new developments in form of a spreadsheet table from our partners with multiple buildings and hundreds of units. Can I import them? A: Yes, that is actually recommended. You will however need to decide on which level you start importing (importing a single development/project name is a bit over the top) and start from top down. You will need the higher levels record IDs and map them with VLOOKUP to their corresponding lower level lookup (Master Property/Project) to create the relation on import. See also our Data import articles (e.g. company & contact import) for more insight on this.

For any further assistance please contact [email protected]

>>> Information on how to import hierarchies will be added soon. <<<

Propertybase Websites, powered by Boston Logic, are specifically built for real estate, packed with SEO features, designed to drive traffic and help you convert more leads directly into your Propertybase account.

Interested creating your own website?Contact your Account Executive or Propertybase Support for more information.

Note: The steps on the "Configuration" tab must be completed prior to using this integration or building reports.

NEW in v1.629: New logic around Record Owners has been added. See FAQ's

Integration Overview

Integration Settings

Reporting

Configuration

FAQs

Integration Overview

The integration between Propertybase Websites and Propertybase allows users of both systems to build beautiful, powerful real estate websites and then track all website activity inside Propertybase.

The infographic above combined with the table below will explain everything you need to know about the different types of website data that is available within Propertybase and how to view it.

UserLogs into Website

When a visitor logs into your website, a Contact record is created inside Propertybase.

Where can I find Contact records?

Click the Contacts tab at the top of the screen.

Click RecentlyViewed and then click All Contacts.

Sort by Lead Source.

Click on the name of any Contact with a Lead Source of "BostonLogic".

UserPerforms a Saved Search

When a visitor performs a search on your website and saves it, an Inquiry record is created inside Propertybase, with a "website saved search".

Where can I find Inquiry records?

Click the Inquiries tab at the top of the screen.

Click RecentlyViewed and then click My Active Inquiries.

Sort by Is Website Saved Search.

Click the ID of any Inquiry that has "Is Website Saved Search" checked. (This means the Inquiry is a saved search from your website.)

UserContacts an Agent

When a visitor contacts an agent through your website, a Website Listing - Request record is created.

Where can I find Website Listing - Request records?

Click the Contacts tab at the top of the screen.

Select a Contact that has website activity.

Click the Related tab.

Scroll downuntil you see records for Website Listing - Request.

UserSends a Property Through Email

When a visitor sends a property to someone through email, a Website Listing - Shares record is created.

Where can I find Website Listing - Shares records?

Click the Contacts tab at the top of the screen.

Select a Contact that has website activity.

Click the Related tab.

Scroll downuntil you see records for Website Listing - Shares.

UserUses Contact Form

When a visitor uses the standard contact form on your website, a Website Listing - Contact Form record is created.

Where can I find Website Listing - Contact Form records?

Click the Contacts tab at the top of the screen.

Select a Contact that has website activity.

Click the Related tab.

Scroll downuntil you see records for Website Listing - Contact Form.

UserAdds a Property Note

When a visitor adds a note to a property, a Website Listing - Note record is created.

Where can I find Website Listing - Note records?

Click the Contacts tab at the top of the screen.

Select a Contact that has website activity.

Click the Related tab.

Scroll downuntil you see records for Website Listing - Notes.

UserVisits a Listing Details Page

When a visitor view a listing detail page on your website, a Website Listing - View record is created.

Where can I find Website Listing - View records?

Click the Contacts tab at the top of the screen.

Select a Contact that has website activity.

Click the Related tab.

Scroll downuntil you see records for Website Listing - View.

UserAdds a Listing to Favorites

When a visitor adds a listing to his/her favorites, a Website Listing - Favorite record is created.

Where can I find Website Listing - Favorite records?

Click the Contacts tab at the top of the screen.

Select a Contact that has website activity.

Click the Related tab.

Scroll downuntil you see records for Website Listing - Favorites.

For more information about this integration, click the "Integration Settings" tab at the top of this page.

Integration Settings

Once this integration has been installed and configured in your Propertybase account, review the information below to learn more about viewing integration status and syncing users between the two platforms.

Click the App Launcherin the top left corner of the screen,thenclick Control Center.

From the Control Center, click Websites Integration.

The following screen allows you to see current statuses for available integration features. Additionally, you can use this screen to sync user data between Propertybase and Boston Logic, as well as sign into Boston Logic directly from Propertybase.

Integration Status

This is where you can view the status of the integration.

Most of the time, these will display as "done". In the rare case that something stops working, check here first.

If you need to reload these statuses, click the "Reload status" button.

User Sync

When this integration is installed in your Propertybase account for the first time, this function will be performed by Propertybase Support.

In the future, when you make changes (add, remove, modify, etc.) to users, you can use this button to sync those changes to your Boston Logic account.

Single Sign-On

This feature prevents the need to remember multiple usernames or passwords.

Clicking this button will log you directly into your Boston Logic account from Propertybase!

Agent & Office Sites

If you have access to multiple websites, the single sign-on feature will present those options when you click "Log into Websites". Simply select the website you would like to access.

Viewing Logs

In the rare case that something is't working, you can click the "Show Logs" button to view all recent integration activity. This can be helpful for debugging.

For more information about this integration, click the "Configuration" tab at the top of this page.

Reporting

In this section, we are going to walk through the steps required to build a custom "website activity" tab that will be displayed on each Contact record. This tab will display a custom report (including visualization) for website views, as well as additional website data for the current contact.

Step One: Building The Report

Step Two: Building the "Website Activity" Tab

Table of Contents

Adding related records

Customizing related record fields

Configuration

Once this integration has been installed all website activity will immediately begin syncing with your Propertybase account. However, without adding the proper fields to your page layouts - you won't be able to see the data. Watch both of the videos below to learn which fields need to be added to the appropriate page layouts.

Adding related records

Customizing related record fields

For more information about this integration, click the "FAQs" tab at the top of this page.

FAQs

How do I make changes to my Boston Logic website?

For questions related to managing your Boston Logic website, please visit the Boston Logic Help Center.

What does the Websites Integration do? (Previously Boston Logic Integration)

The Website Integration accesses the Boston Logic platform through SSO from the Propertybase CRM powered by SFDC. Within Boston Logic, users can create and update their website. Once setup, all Lead Activity is syncronized to the Propertybase CRM powered by SFDC.

How do I sync Users?

Once you have created users within the Propertybase CRM powered by SFDC, use the "sync users" button in the "Website Integration" section of the Control Center. Learn more.

Can I create new Users in Boston Logic?

No, please create users in the Propertybase CRM powered by SFDC.

What fields are being synced between Propertybase CRM powered by SFDC with Boston Logic?

User fields.

NEW in v1.629: What happens when a Contact Record Owner is changed?

When the contact owner changes:

the owner of all Inquiries (pba__Request__c) related to Contact is also changed to the new Contact Owner, when Request and the Contact Owner are the same person.

the owner of a Website activity Record changes to new contact owner.Website Activity Objects: All objects that start with pba__WebsiteListing

Record owner changes run asynchronously, so not every owner change is happening rightaway. You will be notified via email if an owner change fails

Note: When Inquiry and Contact Owner are NOT the same person, the Record Owner of the Request will NOT change.

What User fields are being synced?

AboutMe

City

Email

Extension

Fax

FirstName

LastName

MobilePhone

Phone

PostalCode

State

Street(Line1)

Street(Line2)

Title

ActiveRainURL

AutoAssignable

BlogURL

Certifications

DisplayOnWebsite

DisplayProperties

FacebookURL

FaxNumber

FlickrURL

FoursquareURL

GooglePlusURL

InstagramURL

LicenseDate

LicenseNumber

LicenseNumber2

LinkedinURL

MLS1Code

MLS1Id

NARRealtor

PinterestURL

PlaxoURL

ProfilePhotoURL

SpokenLanguagesNames

TumblrURL

TwitterURL

VimeoURL

WebsiteURL

YelpURL

YoutubeURL

Websites Role

What Lead/Contact Data is being syncronized from the Website to Propertybase CRM powered by SFDC?

AgreedToTerms

BostonLogicId

Email

Financing

FirstName

LandingPageURL

LastActive

LastName

LeadSource

MailingCity

MailingCountry

MailingPostalCode

State

MailingStreet

MobilePhone

OtherPhone

Phone

ReferralSource

Relocating

SearchTermUsed

What Inquiry data is being captured and sent to Propertybase CRM powered by SFDC?

Lead/Contact info above if available plus:

AcreMax

Area

City_pb

AcreMin

Address

Comments

AdultCommunity

AgentFirstName

FullBathrooms_pb_max

AgentLastName

BankOwned

Basement

BasementType

FullBathrooms_pb_min

Beachfront

BodyOfWater

Bedrooms_pb_max

Bedrooms_pb_min

ListingPrice_pb_max

BostonLogicId

BuildingAndDevelopments

Construction

ListingPrice_pb_min

MlsId

PostalCode_pb

PropertyType

SystemIsActive

TotalArea_pb_max

ContactName

CoolingType

TotalArea_pb_min

YearBuilt_pb_max

Counties

DaysOnMarketMax

DaysOnMarketMin

Description

DevelopmentName

Dock

Fireplace

FlooringType

Furnished

GarageSpaceMax

GarageSpaceMin

HeatType

Historic

HOAFeesMax

HOAFeesMin

Keywords

LeadName

ListingOffice

LocationKeywords

Neighborhoods

NewConstruction

ParkingAvailable

ParkingMin

PetsAllowed

Pool

PropertyStatuses

PropertySubtypes

SaturdayOpenHouse

School

SchoolAttendanceZones

SchoolDistricts

Stories

StoriesMax

StoriesMin

StreetName

Style

SubdivisionName

Subdivisions

SubType

SundayOpenHouse

TaxMax

TaxMin

ThisWeekOpenHouse

UnitsMax

UnitsMin

Waterfront

WaterView

YearBuilt_pb_min

Yard

Where can I find the Website activity?

The Website activity must be configured at this time. We recommend creating a new tab on the Contact record called "Website Activity". Once created, you can edit the page layout to add additional details to the record.

Will Website activity be configured in a TSO?

Yes! The PM team is currently planning to add the Boston Logic package fields to the TSO. We will inform you once it's available.

Does anything else need to be configured so I can see my website activity and stats?

Yes. We recommend you configure the Inquiry (Request) Record to ensure the Website fields are mapped properly.

How do I distinguish between a Website field name and another?

A Website field name starts with "pba_bl".

What "Website Favorite's" fields are captured and sent to Propertybase CRM powered by SFDC?

Date Created in Boston Logic

Date Updated in Boston Logic

MLS ID

MLS Name

Address

Contact

Boston Logic ID

What "Website Listing" fields are captured and sent to Propertybase CRM powered by SFDC?

Date Created in Boston Logic

Address

MLS ID

MLS Name

Contact

Property ID

What "Website Notes" fields are captured and sent to Propertybase CRM powered by SFDC?

Date Created in Boston Logic

Date Updated in Boston Logic

MLS ID

MLS Name

Address

Contact

Note

Boston Logic ID

What "Website Showings" fields are captured and sent to Propertybase CRM powered by SFDC?

Comments

Date Created in Boston Logic

Date Updated in Boston Logic

Address

MLS ID

MLS Name

Luxury Building Name

Showing Time

Contact

What "Website Shares" fields are captured and sent to Propertybase CRM powered by SFDC?

To Name

To Email

Date Created in Boston Logic

Date Updated

Address

MLS ID

MLS Name

Luxury Building Name

Contact

What "Website Contact" form fields are captured and sent to Propertybase CRM powered by SFDC?

Logic

Date Updated

Agent Name

Comments

Office Name

Contact

Office ID

Employee ID

Employee Name

Agent

Related Articles

Website Pocket Listings

Website User Roles

When capturing contacts and inquiries via webforms and/or parsed emails from portals, you might want to assign them to the agent who is the owner of the linked listing right away.

Note: this will only work if the webform or portal message contains the unique listing ID and the Linked Listing is created along with the contact & inquiry. If you can't base it on that, please use Lead Routing or Sales Rotation or think of other criteria you can base it on ( depends on how you decide assignment e.g. interest in certain area/city or price value or property type on inquiry ...)

If you have a Linked Listing when contacts & inquiries are created through Front Desk, you can accomplish this with just a few steps with a process builder automation.

So, to start building this Process, please go to Setup -> Process Builder:

1. Create a new Process. Name it in a way you will recognize it again. Choose "A record changes" for when the process should start:

2. Select "Linked Listing" as object and make sure, that the rule runs "only when a record is created":

3. Criteria: Add Technical Source of related inquiry = FrontDesk

and then save:

4. Immediate Action: Choose "Update Records" and select the related contact object. Give the Action a name e.g. "Update Contact Owner"

NOTE: This is not recommended for Orgs on v1.629 and above as the triggers now handle this: When the contact owner changes the owner of all Inquiries (pba__Request__c) related to Contact is also changed to the new Contact Owner, when Request and the Contact Owner are the same person.

The field on the contact you want to update will be "Owner ID". Choose it from the dropdown. This field should be updated with a Field Reference referencing the OwnerID of the listing related to the Linked Listing record. So when you click into the "Value" field a selector will open. In there find the OwnerID field of the related Listing just like in this screenshot:

5. Create another Immediate Action in a similar manner to assign the inquiry owner. Immediate Action: Choose "Update Records" and select the related inquiry object. Give the Action a name e.g. "Update Inquiry Owner"

The field on the inquiry you want to update will be "Owner ID". Choose it from the dropdown. This field should be updated with a Field Reference referencing the OwnerID of the listing related to the Linked Listing record. So when you click into the "Value" field a selector will open. In there find the OwnerID field of the related Listing just like in this screenshot:

6. Activate the process and see how the records are directly assigned to the corresponding agent as they come in.

Optional Idea:

Now you could even add a task assigned to the assigned agent informing immediately about the new contact or inquiry. Simply add another Immediate Action and choose "Create Records" and fill in the information "Assigned To" with the OwnerID as done above, add a subject that let's the agent understand the origin and link the contact and inquiry.

In Propertybase version 1.504, a new version of the Contact Manager was released. This feature allows you to quickly and efficiently browse all of your Contacts. In this article, we will cover available features and configuration options.

Not sure how to access the Contact Manager? Click here.

You can access the Contact Manager through the app launcher, as shown below.

Click the App Launcherin the top left corner of the screen,thenclick Contact Manager.

Feature Overview

Saving Lists

Configuration Options

Installation (Required)

Feature Overview

The Contact Manager is made up three main sections: filter options, results, and actions. The following section will explore these in more detail.

Filter Options

On the left side of any List Manager are filtering options. Filtering options control what results display in the following section (right side of the screen.)

By manipulating different filter values, you can narrow (or broaden) your results list. This is helpful for finding specific Contacts, as well as dividing your clients into specific segments.

Filter by Related Object or Field.

With the release of Propertybase 1.629 the filter by Related Object or Field has been updated for a better user experience.

Filter by Owner

With the release of Propertybase 1.579, it's now possible to filter by the record owner. This allows users to view all Contacts or just their own.

Note: Administrators can turn this feature on by default under "Record Managers" in the Control Center.

Filter by Date

With the release of Propertybase 1.538, it's now possible to filter using a date range. Not sure how? Follow the steps below to learn more about using a date range filter.

First, click the plus icon to add a new filter.

Next, select any date field.

Next, you need to decide if you want to filter by a date range, date maximum (created before the selected date) or date minimum (created after the selected date.) Additionally, you enable the "not" checkbox which will inverse your filter to only show records that "do not" match your filter.

Determine how you want to filter using the selected date field, then click Add.

Next, click the calendar icon to select a date or range.

Done! Your new date filter should now be applied.

List Results

On the right side of the screen, you will find a list of results. Results are determined by filtering options (explained above.)

You can use the checkboxes to the left of each record to select it. There is no limit to the number of records you can select.

Once you have made a selection, you can use actions to perform specific tasks with your selection (more on that below.)

Actions

In the top right corner (top row) of any List Manager are action and view control buttons. Actions allow you to perform specific tasks with any selection of records.

"Print PDF" will generate a list of selected records in PDF format. From there you can email or print the PDF for your records.

"Send" allows you to send an email to a selection of Contact records.

"New" simply allows you to create a new record, depending on what List Manager you are currently using.

View Controls

In the top right corner (bottom row) of any List Manager are view options. View options allow you to switch between standard "List View" and "Thumbnail View". Depending on the data being displayed, one view may be morebeneficial than the other.

Table of Contents

Saving Lists

Pinning Saved Lists

Updating Lists

Static vs Dynamic Lists

Saving Lists

Starting with Propertybase 1.513, you can now save filter criteria in the form of lists. This allows you to quickly and regularly view Contacts that match certain criteria, without the need to select filters each time. Before you can start using this feature, you mustupdate to Propertybase version 1.513 or later. Click here to update.

To save a list,click the filter iconin the top right corner and then click New List.

Note: There are now two options when creating a new list: dynamic or static. Click here to learn more.

Enter a name for your list and thenclick the New List button.

Bam! You just successfully created a new list. However, without filter criteria, this new list won't be able to offer much. Next, let's add some filters and then save our criteria.

Using the options available on the left side of the screen,select some filtercriteria.

In the example below, we have selected "Open House" as the Lead Source. However, filter criteria should be unique for each list you create.

Note: You can add additional filters by clicking the "plus" icon at the bottom of the filter area. Additionally, you can remove filters by clicking the "trash can" icon to the right.

Pinning Saved Lists

Next to your saved list name, you will see the pin icon:

Select the dropdown next to Default list and choose which list you'd like to pin:

For example, if I select "New Leads" to be my pinned list and then click on the pin icon to save that:

Now you're all set!

If at any point you decide you'd like to change your pin, you must again use the dropdown and select a new list, followed by pinning the new selection again with the pin icon.

Updating Lists

Whenever you make changes to filter criteria, you must update the list. Otherwise, you will lose your changes. Let's do that now.

To update a list,click the filter iconin the top right corner and then click Update List.

When prompted,click Save to update the current list with your latest changes.

That's it! You have successfully created a new list, added filter criteria and updated the list with your changes.

Now you can quickly reference this list anytime, by selecting it from the list drop-down menu, as shown in the image below.

Static vs Dynamic Lists

Previous versions of Propertybase offered one type of list. Starting with version 1.545 it is now possible to choose between a "dynamic" or "static" list. Need to upgrade? Click here.

Dynamic List

When you create a new dynamic list, all filter options (located on the left side of the screen) are kept and the list will update dynamically as your contact database grows.

For example, A list that displays all contacts that live in Boulder will update itself each time you add a new contact from Boulder.

Static List

A static list is simply created once and does not change. When you create a new static list, the contacts selected will remain the same regardless of how your contact database changes.

Configuration Options

You can configure settings for List Managers and change default filtering options are in the Record Managers in the Control Center. Settings for List Managers are broken down into two sections: Filter Fields and Results Fields. Filter Field settings control what filters are displayed and Results Field settings control how results are displayed.

Not sure how to access Settings in the Control Center? Click here.

Click the App Launcherin the top left corner of the screen,thenclick Control Center.

Inside the Control Center,click Record Managers.

Filter Fields

NOT

This option allows you to essentially "inverse" the entire filter option. So instead of filtering for the specified criteria, you are filtering for the opposite.

For example: If you selected this option for "Contact Type = Buyer", Propertybase would search all Contacts that are not Contact Type of Buyer.

Filter Type

Filter type allows you to specify how to filter against the specified criteria.

To name a few:

"Has values" should be used on fields that can contain multiple values. (E.g. contact type, property type, status, etc.)

"Contains" isessentially your most traditional version of "search".

"Range" should be used on any field that contains a value range (I.e. any field containing numerical data: bedrooms, bathrooms, area, etc.)

Filter Type (Picklist) - UPDATED

Note: The following was introduced in 1.573.

There are two types of Picklist filters available. Each of these types are described in detail below.

Includes - Using the "Includes" filter will display results that include any of the selected criteria.

For example, "Includes: Rooftop, Basement" would return results that include "Rooftop" OR "Basement" as well as other criteria.

Equals - Using the "Equals" filter will display results that include all of the selected criteria.

For example, "Equals: Rooftop, Basement" would only return results that include both "Rooftop" AND "Basement" as well as other criteria.

NOT - When checked (see image to the right), "not" simply allows you to inverse the entire filter equation.

Field

The field option allows you to select which fields should be included in the default filtering options.

You can use the "plus" icon to search for and select different fields.

Default Value

If applicable, the default value option will allow you to select a value to populate by default.

For example, this can be helpful if your brokerage only deals with a single type of contact, etc.

Order

Use the up and down arrows under order to specify the order in which filtering options appear.

Delete

This button can be used to completely remove a filtering option.

Add New Filter Field

You will want to scroll down below the list. The "Add new filter" button at the bottom of filtering options allows you to add additional filters.

Result Fields

Configure Result Fields

This slider is used to determine how many results should display on each page.

Descending Sorting

Checking this option, in conjunction with "Sort By" will reverse the sort order from last to first.

Example: Enabling "Descending Sorting" with "Sort By" set on the "Contact Name" field, would sort your Contacts backwards from Z to A.

Example: Disabling"Descending Sorting" with "Sort By" set on the "Contact Name" field, would sort your Contacts normally from A to Z.

Card View

Enabling the Card View option on a select number of fields will group them together and save space.

Format On Card View

When using card view, you can specify how the data should be formatted. If left blank, only the specific field value is displayed.

For example: If you would like to add a label, like "beds" or "$" you can do that by using the formatting shown on the right.

Sort By

Selecting a field for "Sort By" tells Propertybase what field should be used to sort the results list.

Add New Result Field

You will want to scroll down below the list. The "Add new filter" button at the bottom of result options allows you to add additional columns.

Installation

Before using the newContact & Listing Managers, you must update to the latest version of Propertybase.

After updating to the latest version, please follow the configuration steps below.

Click the gear iconin the top right of the screen, thenclick Setup.

Click Profiles in the Setup navigation menu.

Click PB Administrator in the list of profiles.

Scroll down andclick Visualforce Page Access.

Click Edit.

Enable the Visualforce Pages shown in the image below. (Hold down "Command" on Mac or "Control" on PC to select multiple Visualforce Pages, then click the "right arrow" to add them to the list of enabled pages.)

Note: All Visualforce Pages should always be enabled. (The left column should be empty for all profiles.)

Click Save.

Repeat the steps above for the PB Agent profile, as well as any custom profiles.

Welcome to Propertybase Webinars! Our Customer Success Team conducts educational webinars that cover a variety of Propertybase topics in detail and include Q&A time at the end(when time permits). These webinars empower viewers with best practices and the knowledge to take their investment in Propertybase to the next level.

Note: The webinar topics covered are available in Propertybase Lightning only. If you are a customer using Propertybase Classic, click here for information on upgrading your account.

2019 CRM Webinars

Webinar Session #1: The Propertybase Overview

Webinar Session #2: Activity Management

Webinar Session #3: Email Marketing

Webinar Session #4: Control Center and Beyond

2018 CRM Webinars

Reports and Dashboards

This page provides an overview of all mapped fields between your Propertybase CRM and Propertybase Website. You can open the Field Mapping document below, as well as view frequently asked questions using the tabs on this page.

Note: Click here to view the field mapping document online.

Field Mappings

Field Content Explanation

FAQs

Field Mappings Last Updated: Oct. 23rd, 2019 (v1.4)

1.4 (NEW, version 1.619 and higher)

Enhanced the following fields Text Area Long to now be 65,535 characters:

pba__WebsiteListingNotec.pbaNote__c

pba__WebsiteListingContactFormc.pbaComments__c

pba__WebsiteListingInquiryc.pbaComments__c

pba__WebsiteListingShowingc.pbaComments__c

New website integration fields:

pba__WebsiteAssignedTeam__c

pba__WebsiteAssignedAgent__c

1.3

Added missing fields from Lead Signup form to contact object and BL Lead to PB Contact object mapping

Added additional property fields to website activity objects: State, County, City, Zip, Price

1.2

Added the following fields to the Listing Object:

pba_ColistingAgentEmail_pb_c Label: Co-listing Agent Email that should be an Email(255) field

pba_SaleAgentEmail_pb_c Label: Sale Agent Email that should be an Email(255) field

1.1

Added the following field: Additional Cities. This field was added because some Website Saved Searches contain more cities than can fit in the current "City" field. These cities will now be stored in the new "Additional Cities" field.

1.0

Added the following fields: Website Search URL, Website Search Type, Website Search Name, Lead Source Category, Lead Source Detail, Creation Type, Creation Name, Creation Path, Sign Up Site URL, UTM Source, UTM Medium, UTM Campaign, UTM Term, and UTM Content. For more information go to the tab Field Content Explanation.

Field Content Explanation

We have added the following new fields to PB Salesforce:

Lead Source Category, Lead Source Detail, Creation Type, Creation Name, Creation Path, Sign Up Site URL, UTM Source, UTM Medium, UTM Campaign, UTM Term, UTM Content,Website Search URL, Website Search Type, Website Search Name

Description of the fields and the data they will contain:

Lead Source Category- Classified the source of the lead into 1 of the following 3 categories: "Agent", "3rd Party", "Website".

Agent = created by an agent (manual lead creation, import creation, convert lead from contact)

3rd Party = created on a 3rd party platform (inbound API, email parser, Skyslope, Dotloop, Docusign, LeadRouter, Tech Connect)

Website = created on one of our platform websites

Lead Source Detail- Further breakdown of detail in the category.

If lead_source_category = "Agent", lead_source_detail will be the same as creation_type (see below).

Iflead_source_category = "3rd Party", lead_source_detail will be the name of the 3rd party source that sent us the lead.

Iflead_source_category = "Website", lead_source_detail will be the domain of the website the lead signed up on.

Creation TypeandCreation Name- These 2fieldstell how the lead was created on the website. Most of the time they are the same, occasionally the creation_name has more detail than the creation_type. I have created a document for you guys listings all the different values that and added some notes about what each means. A bunch of them probablywon'tapply to PB website customers (rentals, commercial, some extra sources, etc...). Here is the doc, you all have access:

https://docs.google.com/spreadsheets/d/1ekiG2vVDVZbllmu7GLzlxnyDv5Xuks5tYXmwWdvQ6qA/edit#gid=0

Creation Path- If the lead was created via Modal Lead capture this would be the URL path of the page that the lead was captured on. Or if the lead was created via parsing an inbound lead email (ex: Zillow, Realtor.com, etc..) and it was for a specific property it would be the path to that property on our website.

Signup Site URL= The domain for the website on our system where the lead signed up (differentiates between brokerage/agent/team/office websites)

TheUTM Paramsobject is an object containing 4 data values that are tracked on the lead if the lead lands on the website with a URL that contains these parameters. These params are useful in online marketing to attribute email campaigns, PPC, display advertising, referal campaigns, etc... These can used to track every lead that registered on the website from your campaign effectively giving you an insight into ROI on your campaigns. This object will only be in the response if the lead has the params, if they did not land on a page with the params this object will not be in the data payload.

UTMFields:

UTM Source= Campaign Source (ex: google, facebook, newsletter)

UTM Medium = Campaign Medium (ex: cpc, ppc, email, banner)

UTM Campaign = Campaign Name (ex: springnewsletter, spring_sale)

UTM Term= Campaign Term (not typically used bit can identify paid keywords)

UTM Content = Campaign Content (again, rarely uses, but sometimes used to differentiate ads in a campaign)

Website Search URL, Website Search Type, Website Search Name:These fields contain data related to the saved search.

Frequently Asked Questions

Can I control which fields sync data to which platforms?

No, not at this time. The sync direction for fields is as shown in the "Field Mappings" tab on this page.

Will blank fields in one system (i.e. CRM) overwrite fields in another (i.e. Websites)?

No. If a field is blank in your CRM it will not overwrite data on your Website.

In Propertybase version 1.606, we have enhanced the BackOffice (formerly BackAgent) Integration to include Transactions from your Propertybase CRM. This will now sync all existing and new Transactions so they are visible in the CRM and allow report creation based on these Transactions.

If you don't currently use BackOffice, you can still use the Transaction objects within your CRM, however, all data will need to be populated manually. Want to get BackOffice? Reach out to your Account Executive or Support and let them know!

Overview

Configuration

Reports

FAQ

Overview

We have added two new Objects to your Propertybase CRM. These are Transactions and Transaction Members.

Transaction Tab:

On the Transactions Object you will have four new list views by default:

When you select All Transactions you will see all active Transactions. If you go into one of the Transactions, you will see the Related and Details tabs at the top.

In the Details tab, you will see the details of the Transaction which has been filled from the information sent over from BackOffice. Any time a Transaction is saved in BackOffice this information is sent over to the CRM to either create a new Transaction in the CRM or update information if this customer already has a Transaction.

To see the Fields that will be synced between BackOffice and your CRM click here:

Transaction Field Mapping Table - Sheet1.pdf

You will also see 5 phases in the Details tab that consist ofStart, Contract, Showing, Pre-Closing, and Post-Closing.You will see these in the status bar across the top of the Transaction:

Also contained in the Details tab will be Property, Timeline, Financial, and Commission information.

Related Tab:

In the Related tab, you will see the Transaction Members, which contain the Contact, User, Side (Seller, Buyer, etc.), and Role (Seller, Buyer, Title, etc.). Along with that you will see any Notes and Attachments.

How Transaction Members work:

All transactions will be assigned to the Owner who created the Transaction in BackOffice. If the Owner is not a User in the CRM (matching based on Email Address), it will be assigned to the default admin, who performed the initial authentication.

For all Contacts related to a Transaction, the system will check if there is a User that matches the email of a stakeholder. If there is, that User will be assigned as a Transaction Member with the correct side and role.

If there is no User match, we will create a Contact, (Owner will be the Transaction Owner)with the correct side and role.

How Listings/Properties work:

If a Listing matching the MLS Name and MLS ID is in your Org, it will show in the lookup fields.

If a Listing is not available but you have access to Propertybase Websites and an MLS on both BackOffice and Websites, the Listing will be downloaded into your Org.

If none of the above scenarios are true, these fields will remain empty.

Activation

When the first Transaction is created in the CRM through the SSO (single sign-on) on the Contact, all existing Transactions will automatically be downloaded into the Org.

If you have a lot of Transactions stored, this can take several days depending on the number of API calls that you have available. We strongly recommend Transactions to be activated on a Friday.

Configuration

In order to configure Transactions, you will need to go to the Contacts tab in your CRM

Select any Contact from the list and use the Setup dropdown and select Edit Page

In the list on the left side of the page (scroll down), you'll see Visualforce

Drag and drop this to your desired location on the template and select anywhere inside it. You'll see the Label options on the right side of the screen. From here, select New Transaction

And set the height to your preference (a height of 40 is standard for this component)

Once you Save this and use the Back button to get back to your contact you'll see the new component:

When you select New Transaction, it will use your single sign-on into BackOffice to create a new Transaction.

When you select More Information, you will be directed to this Help Center Article for Transactions.

This component is specific to the Contact Object as it contains Contact information.

As stated above, when you click on New Transaction it will automatically sign you in to BackOffice. There, you'll see the types of Transactions you can look at.

You'll also see the New Transaction Guide where you can change any of the selections as these are the default:

Below that, you'll see the Seller and their contact details (Name, Email, Phone). If these all look correct you can go ahead and create a New Transaction by clicking on the Create New Transaction button:

Once this New Transaction is saved in BackOffice the information will be sent to your CRM and saved as a Transaction record.

Any changes made in BackOffice to Transactions will update the Transaction Record in your Propertybase CRM.

Once the Transactions have been saved into the CRM, you can see them by going to the App Launcher and selecting Transactions:

This will take you to the Transaction and allow you to see the Stage of the transaction and all information that has crossed for it.

Again, you can use the View Transaction button on the right to single sign-on into BackOffice to see the Transaction there and make any changes necessary.

Changes made to the Transaction in PB CRM will not update the Transaction inBackOffice!

To see a list of the Fields mapped between the CRM and BackOffice, look here:

Transaction Field Mapping Table - Sheet1.pdf

Setting object permissions

After the above-mentioned configuration, we recommend that you change the object permissions of Transactions and Transaction Members to "Read-only" for all profiles your agents currently use.

You can do this by following these steps:

Go to Setup

Select Profiles

Select the appropriate Profile (for example "PB Agent")

Select Object Settings

Then select Transactions and check the "Read" object permission

Click Save

Afterward, repeat the same for "Transaction Members" and all profiles you want to set to "Read Only"

Reports

Now that you know how to use Transactions in Propertybase we can start reporting on them as well! Watch this video to find out how:

Your browser does not support the video tag.

For these Reports we have provided a spreadsheet with the following:

Report type

Columns

FIlters

Groups

You can reference those here and use them to build your reports:

Transaction Reports.pdf

You can follow the below steps to set up your Reports

First go to the Reports tab, followed by selecting New Report:

Then, you will search the Report Type by entering it in the search bar, selecting it and hit Continue at the bottom:

In the screen that follows you will need to add the Columns and Groups that match the attachment above:

Once the Columns and Groups are entered you can go into the filters and add those as well:

Add your desired title for this report and either Save or Save and Run at the top:

Now you're all set to use add reports on our newly enhanced Transaction Feature!

FAQ

Q: Do I have to have BackOffice to use Transactions?

A: No, you can use Transactions inside the CRM without a BackOffice integration.

Q: Is information synced both ways between the CRM and BackOffice?

A: No, information is pushed from BackOffice to the CRM initially so all transactions are synced. Once this is done, transactions will be updated in the CRM when an update is made in BackOffice. Click on "View Transaction" in the CRM to view and edit your transaction in BackOffice.

Q: Can Transactions be assigned to users other than the Owner that created them?

A: Initially, the Owner that creates the Transaction or default admin will own each respective transaction. If you want to change the assigned owner, please reassign the transaction in BackOffice.

Q: Can I place the Visualforce page to start transactions on an Object other than the Contact Object?

A: No, Transactions contain contact information, therefore they must remain in the Contact section.

We have teamed up with Apination to create a sync between Google Suite Apps and Propertybase Salesforce Edition (PBSE)!

This exciting feature will allow you to sync contacts both ways between Propertybase SF Edition and Google so all of your contacts can be easily accessed and utilized completely. This new feature will be available starting with Propertybase SF Edition version 1.618 and higher.

NEW: You are now able to sync Events and Tasks to Google Calendar and Google Calendar Events to Salesforce.

Contact Sync

NEW: Calendar Sync

FAQ

Contact Sync

Ready to get your contacts synced? Let's get started!

First, you'll need to update to PBSE version 1.618. Learn more.

here Not a reader? Watch this video instead.

Google Sync Setup

Once you have updated, you'll need to go into the App Launcher:

Inside the App Launcher, you will click on the Control Center option:

In the Control Center you can scroll down, under Integrations you'll see the tile for Google Sync:

Here you'll click on Configure Sync:

This will direct you to an Apination page where you'll need to click on the Google Contacts option:

Here, you'll click on the Connect Propertybase button:

You may have to log in to Salesforce, entering your login credentials. Afterward, you have to allow access to APINATION.

Then you'll need to connect a Google account via "Connect Google Contacts Account" and also approve the API access.

Now you can select either: "Sync Propertybase Contacts to Google Contacts" or "Sync Google Contacts to Propertybase" or both if you want to have a two-way sync

Afterwards click on "Start Sync" to start of the sync - you are all set

You can go into an active workflow and make some changes in there and view the logs

On the clock icon, you can adjust the schedule the sync runs on

On the line icon you can view the logs

On the trashcan icon you can delete the workflow (something we do not recommend)

This does not delete the contacts on either side

NEW: Calendar Sync

Ready to get your calendar synced? Let's get started!

First, you'll need to update to at least PBSE version 1.618. Learn more.

Not a reader? Watch this video instead.

Google Calendar Sync Setup

First, you'll need to go to the App Launcher:

Followed by the Control Center:

Scroll down to the Integrations section of the Control Center and you'll find the Google Sync button, click that now:

Next, you'll click on Configure Sync:

This takes you to the page that contains all Propertybase and APINATION integrations. Here, you'll want to select Google Calendar:

Now you will need to select Connect Propertybase:

Now select Connect Google Calendar:

Here, you'll enter the Google account you wish to link to Propertybase. The next screen will prompt you for your Google password for that account. Followed by the Allow button:

Review the settings on the next page (unchecking any options you do NOT wish to be synced). Follow that with the Start Sync button at the bottom:

Now you'll see you have multiple workflows feeding into Google from Propertybase.

You can also deselect these to inactivate them if you need to:

Now you're all set! You'll see when you go into you're google calendar and make appointments, events and tasks in Propertybase they will sync to automatically to Google within 15 minutes. Within those, you'll see the appointments, tasks, notes, reminders, etc.

FAQ

Q: Are my contacts deleted on Google when I delete them in Propertybase?

A: No, we never delete any contacts on either side!

Q: I can see my Propertybase events syncing to Google calendar, but not the other way around?

A: This is not fully released yet, and yes, currently events are synced, but only in one direction - from Propertybase to Google Calendar.

You can also visit the Apination website for more information.

The new Mass Email Campaign Template Editor allows Propertybase CRM users to create professional and responsive email templates for Mass Email Campaigns without any coding knowledge. Through a simple drag and drop interface, users can create a template design inline with their brokerage branding by building content blocks, adding images, text, hyperlinks, customizing color schemes, and more!

Note: This new feature is only for Mass Email Campaigns.

Note: This feature is only available with version 1.592 and above. If you need help updating to the current version, click here and this article will walk you through the update process.

NEW in v1.621: Font Size and Line Spacing have been added to the Text Building Block

NEW in v1.626: New setting options have been added to the Header Building Block

Creating Templates

Customizing Templates

Table of Contents

Creating Templates

Creating a new template

Copying an existing template

Creating Templates

List of Templates

When you're ready to begin creating email templates, select the Email Template tile in the Marketing Center.

Here you will see the MJML templates that you may select from (all published templates). From this page, you can also use the drop-down to select:

Edit- To make changes to any published template.

Unpublished- To remove a published template from use and place it in draft mode.

Archive- To remove a template from use (these are not editable and cannot be sent out).

Make Copy- Copy an existing template for use.

Delete- Remove template permanently.

Creating a new template

Once into the Template Editor, you will see the following:

To create a new template, click New Mass Email Campaign Template

Copying an existing template

Using the drop-down to the right you can select Make Copy. This opens a copy of the previously used template in edit mode for you to make changes. Using the copy function is recommended as it provides you with a standard Header and Footer previously created.

Now you can move on to Customizing your template!

Table of Contents

Customizing your new template

Information

Settings

Layout

Content

Customizing your new template

Once Make Copy or New is selected the system will take you through 4 stages while creating your template. These stages are broken down into Information, Settings, Layout, and Content as you'll see below.

Information

Throughout the Email Template Editor, you will see that along the top center we have used the same icons to select either mobile view, standard view or to render the template to see how it will look once complete.

This section consists of naming or renaming the Template (depending on whether you are creating a new template or copying and editing an existing template) and adding a template description.

Settings

In the Settings section, you can change the background color.

Changing the Background Color in this section will change the color of the background outside the Header, Body, and Footer of the email:

You can also set the Default Font, Font Size and Line Spacing here, which will be used throughout the entire template.

There have also been new settings for Font added to the Text building block:

Edit Font Stack (new)

You can adjust the fonts available in the dropdown for Default Fonts and on the Text Building Block by adding the setting: "mjml_font_stacks" (Name and Key) with the following Value to Settings (click here to see how). You can then adjust the names of the font stacks (name) and fonts in the font stack (values) according to your preferences.

Value for Setting:

[{

"name": "Helvetica",

"value": "Ubuntu, Helvetica, Arial, sans-serif"

}, {

"name": "Georgia",

"value": "Georgia, serif"

}, {

"name": "Times New Roman",

"value": "Times New Roman, Times, serif"

}, {

"name": "Roboto",

"value": "Roboto, sans-serif"

}, {

"name": "Lato",

"value": "Lato, sans-serif"

}, {

"name": "Droid Sans",

"value": "Droid Sans, sans-serif"

}]

Layout

The Layout section is the most robust of the four sections in the Email Template Editor. Here you can use a drag and drop editor to add section(s) within your template. The editable sections of the template here are the Header, Footer and multiplecolumn sections.

In each of the sections, you can select the Linked toggleto link and unlink the padding so they may be adjusted individually.

Header component:

Here you can select an image. Images will be expanded to 100% of the uploaded size so it is important that the uploaded size is the size you wish to use.

NEW in v1.626: New setting options have been added to the Image Settings

These include:

Web Address URL option to create a link of the image.

Alternate Text space to add personalized text in case the image cannot be loaded or for people with visual disabilities who use screen readers.

A width section to size the image (in pixels). When a number higher than the maximum of 600px is entered, the maximum width is selected.

A checkbox to set the image to full width on mobile view to avoid distortion of the image for mobile readers.

An image alignment option (for use if the size of the image is less than the max of 600px).

You can change the background color:

Border Component:

This section allows you to change the border style, color, thickness and the radius (allowing you to round the edges of the border).

Footer Component:

Here youll find a section to add the User Icon (agent photo) in User Agent Image by adding your agent image URL. You can adjust the image size, shape and image URL. Using the merge fields from our original template or you can add more merge fields if desired.

The three icons at the bottom of this section are as follows:

Left icon: Insert additional merge fields (as used previously in Mass Email Campaigns).

Middle icon: Insert Unsubscribe link. You can now add a custom message to the unsubscribe link and will place the link inside the email template. This replaces the previously used Unsubscribe link at the bottom of the email.

Right icon: Agent Image icon to edit Agent's photo. When selected you can add the merge field the image is coming from, the size and if the image is round or square (default).

Here, again, you can also adjust the font style (default is Helvetica) and background color for this area of the Template Editor.

Column Sections

Once the Header and Footer are complete you can move on to the column sections. We have added One, Two and Three column sections which are available to drag and drop into the template. These contain the same styling options and elements as the other sections (color, style, border, font, etc.)

In the One, Two and Three column sections contain a lock icon, if selected this allows you to lock these sections down so they are not editable in Email Campaigns if desired. These drag and drop sections allow you to insert single, double and triple column sections into the template.

Content

This is also a drag and drop area using our standard components from Mass Email Campaigns (ie: Text, Listing, Divider, Images, Links, etc.). You can drag these into the DROP COMPONENTS HERE sections.

After placing the components in the desired location you can customize each of them by adding text, pictures, listings, etc.

The option to change Front style has also been added to this section.

NEW in v1.621: Font Size and Line Spacing has been added to the Text Building Block:

Once you are finished creating your template you will need to select Save in the top right.

And that's it! You have created your own Template using our new Email Template Editor.

Propertybase offers several powerful features for managing your Listings. These tools give you the power to automatically export Listings to your website and favorite real estate portals, find the perfect Listing using customer Inquiry data and more. When you use Propertybase to manage your Listings you will spend less time managing your inventory and more time closing deals. This article will cover all of the features available to Listings, the differences between Listings and Properties and some best practices for managing your inventory.

Overview

Viewing Listings & Saving Favorites

Creating a Listing

Listings Details

FAQs

Table of Contents

Overview

Record Types

Syncing Data with Properties

Overview

In Propertybase, Listings are always based on Property data. If a Listing is created for a Property that doesn't exist in your account, a new Property record will be created. A Property record can be represented by different Listing records over time.When an attribute changes on a Property (renovations are made, etc.) then most likely, a new Listing record would be created to represent that.

Record Types

As you're most likely aware, selling a property and renting a property involve separate marketing strategies, closing processes and so on. Listings in Propertybase have two different record types: Rent and Sale. These two record types provide separate page layouts and unique fields respectively.

Unlike Contacts, due to their unique nature, you cannot change the record type of a Listing once it has been created. However, you can simply delete the current Listing and create a new one with the correct record type.

Syncing Data with Properties

As stated above, all Listing records have a corresponding Property record.

Data syncing between these two objects is helpful because it allows you to create new Listings quickly, without the need to type all the Property data each time. However, there may be situations where you don't want certain fields to populate from Property records to new Listing records; thankfully Propertybase has a setting for that.

Not sure how to add Settings to Propertybase? Click here.

Controlling data sync from Listings to Properties

The following setting willcontrol data syncingfor all fields that havethe same name.

Setting Name & Key

Setting Value

listingToPropertySync_syncSameNames

true or false

Or you can add additional mapping between fields with different API field names

Setting Name & Key

Setting Value (replace with your field names, so "listing_field_name__c": "property_field_name__c")

listingToPropertySync_additionalMapping

{ "pba_123_c": "FieldA__c", "Example3_c": "FieldB__c" }

The following setting will blacklist specific fieldsfrom syncing data

Setting Name & Key

Setting Value (Replace "Example__c" with Field Name)

listingToPropertySync_blacklist

[ "Example__c", "Example2__c" ]

Controllingdata sync from Properties to Listings

The following setting willcontrol data syncingfor all fields that havethe same name.

Setting Name & Key

Setting Value

propertyToListingSync_syncSameNames

true or false

Or you can add additional mapping between fields with different API field names

Setting Name & Key

Setting Value (replace with your field names, so "property_field_name__c": "listing_field_name__c")

propertyToListingSync_additionalMapping

{ "pba_123_c": "FieldA__c", "Example3_c": "FieldB__c" }

The following setting will blacklist specific fieldsfrom syncing data

Setting Name & Key

Setting Value (Replace "Example__c" with Field Name)

propertyToListingSync_blacklist

[ "Example__c", "Example2__c" ]

Not sure how to look up the name of a field in Propertybase?

From any Listing record, click the gear iconat the top of the page, thenclick Edit Object.

From the menu on the left,click Fields & Relationships.

On the subsequent page, locate your field of choice and the field name will be located in the second column. In the example below, the field name for "Address" is highlighted.

Viewing Listings

Listings can be viewed by clicking the Listings tab at the top of the page.

You can also access individual Listing records by clicking the drop down arrow.

List Views

When you click the Listings tab, you will be presented with a list of "Recently Viewed" Listings. Sometimes this view is empty. This happens if you haven't viewed a Listing recently. To select a different view, such as "All Listings",click the arrownext to the current view and select from the list (as shown below.)

In Propertybase terms, these different views are called "List Views". Which is simply a list of records filtered by certain criteria. List Views are a powerful way to focus on certain customers and quickly make business decisions. Decisions like "How many active Listings do I have?", for example.

For more information on creating custom List Views, click here.

Saving Listing Favorites

Newon v1.625 and higher we have added the option to save favorite listings!This allows users to Favorite Listings to be saved for later use. In order to start saving Favorites, you first must enable Favorites. To do that, follow the steps below:

First, you'll need to go to the Record Manager in the Control Center:

Here, you'll want to be in the Listing Manager tab at the top inside Record Manager:

Scroll down to the bottom and you'll see the Settings section and check the Enable Listing Favorites checkbox:

Followed by scrolling back to the top and clicking on Save changes:

Once that is done you can go to the Listing Manager:

Once there you'll see a new icon in the top right with a star indicating how many favorites you have saved:

Once you go through the Listings and check the box next to those you'd like to save as a Favorite:

You can go back up to the Star icon and Add to Favorites (you can also view your favorites list from here):

You'll see the number by the star icon change to the number of selected Favorites:

Here you can also clear out your Favorites list:

Or, if you'd like to remove some but not all of your Favorites you can deselect those that are unwanted and go back and select Add to Favorites again.

Now you're all set with your Favorites!

Creating a Listing

New Listings are created similarly to other objects in Propertybase; through the Listings tab or through the Listings List View page.

Create through Listings Tab

To create a new Listing through the main navigation, click the down arrow on the Listings tab and then click New Listing.

Create through New Button

To create a new Listing from theListings List View page, click theListing tab and then on the subsequent page, click New in the top right corner.

Table of Contents

Actions

Header Details

Details Tab

Related Tab

Images and Media Tab

Matching Tab

Email Tab

Activity

Listing Details

Selecting a Listing will open the detail page.Below are the features available to Listings in Propertybase.

Actions

One of the first things you will see are Listings "actions" at the top of the page. Here you can perform a variety of actions based on the record selected.

Follow

You can follow any record in Propertybase by clicking the Follow button. Once followed, any changes to this record will show up in your feed.

SendEmail

Clicking this button will open a blank Quicksend message in a new window, with the opportunity to attach the current Listing.

Edit

Just what it sounds like! Clicking this button will allow you to edit the current Listing record.

New Offer

Clicking this button will start the creation of a New Offer for the current Listing record.

New Closing

Clicking this button will start the creation of a New Closing for the current Listing record.

Start ActionPlan

Click this button to quickly create a blank Action Plan and the current Listing will automatically be listed as a related record.

Create PDF

This button will allow you to generate a PDF, for the current Listing, with the option to select a specific template.

Email All Linked Contacts

Clicking this button will open a new Quicksend message in a new window, addressed to all Linked Contacts for the current Listing record. (See "Related Tab" below for more information regarding Linked Contacts.)

Matching

Click this button to open Matching in a new window, with the current Listing's data loaded automatically. This will show you Contacts with Inquiry data that matches the current Listing.

Click here to learn more about Matching.

Delete

Quickly delete the current Listing. Please read FAQ if you can''t delete a listing.

Header Details

To the left of the Actions described above is the Listing Header. In this area you will find some of the most useful and actionable Listing details. These details are conveniently positioned at the top of the page for quick reference.

Did you know you can modify the fields that appear here?

Follow the steps below to modify the Inquiry header details.

Click the gear icon at the top of the page, next click Edit Object.

On the left side of the screen, click Compact Layouts.

Select Sales Compact Layout from the list of page layouts.

Note: To modify the compact layout for Rental Listings, select Rent Compact Layout.

On the next page, click Edit.

To modify Listing header details, use the "Add" and "Remove" arrow keys to move fields between "Available" and "Selected". You can change the order that fields appear using the "Top", "Up", "Down" and "Bottom" arrows on the right side.

Once finished, click Save.

Details Tab

Underneath the Header Details, is a series of tabs. The first tab, Details, displays additional Listing information for the current record. This includes everything from who owns the Listing, to details like listing and property type, city and more. In Propertybase terms, this information is contained in "fields".

Editing a Field

You can edit any field by clicking the "pencil" icon to the right. Once you are done editing, click the Save button at the bottom of the screen. This is shown in the animation below. (You can also edit multiple fields by clicking the Edit button in the top right corner of the screen. See the "Actions" section above for more details.)

Note: Below is a Contact record, however editing a field is the same for all records in Propertybase.

Related Tab

To the right of the Details tab is the Related tab. Under this tab, is a list of other records that relate to the current Listing record. The Related tab is a great example of the power of Propertybase. Here you can cross-reference data and view relationships between separate objects. This allows you to quickly visualize the entire relationship a customer has with your business.

For example, if the current Listing has received any offers you will see those offers listed here (under "Offers"), as well as buyer feedback (under "Linked To") just to name a few of the records available here.

Did you know you can modify the columns that appear here?

Follow the steps below to modify the columns shown for related records.

Click the gear iconat the top of the page, nextclick Edit Object.

On the left side of the screen,click Page Layouts.

Select Rent or Salefrom the list of page layouts. (This depends on the record type you want to edit.)

Click the wrench iconnext to the related object you want to edit.

On the following screen you can use the arrow buttons to add or remove fields (left and right arrows) and reorder fields (up and down arrows.) You can also modify the sort order using the Sort By picklist. When you are done making changes, click the OK button.

Images and Media Tab

To the right of the Related tab is the Images and Media tab.

As the name implies, this is where all images and media for a given Listing can be accessed. The images here are used by Propertybase when displaying Listings internally, as well as on external real estate portals (if applicable.)

Click here to learn more about Images and Media.

Matching Tab

To the right of the Images and Media tab is the Matching tab.

Matching is a powerful Propertybase feature that allows you to match Contacts to Listings. Using Inquiry data, Propertybase is able to search your Listing inventory and find Contacts with preferences that "match". Matching also lets you create related records so that you can save those relationships. You can also print out a PDF list of matching Contacts, as well as email them the current Listing through Quicksend.

Click here to learn more about Matching.

Email Tab

To the right of the Matching tab is the Email tab. This tab contains Propertybase's emailing feature, Quicksend. Quicksend is a robust emailing tool unique to Propertybase. Quicksend allows you to quickly email multiple Contacts, draft messages using templates and merge fields, as well as attach Listings and files.

Click here to learn more about Quicksend.

Activity

Want to quickly view all previous interactions with an Listing? Look no further than the Activity tab! This component shows you a list of all Calls, Tasks, Events and Showings that relate to the current Listing. To create a new Activity, simply click the corresponding tab, fill out the required fields and click save.

Viewing upcoming activity

Once created, the new Activity will show up on the timeline below. Upcoming Activities will show up on top of the timeline, under Next Steps.

Filtering activity

If the Activity list for a given Listing is long, you can filter to show exactly the type(s) of Activity you want to see. To filter Activity, click the funnel icon next to the filter links.

Showing activity details

Clicking the arrow on the left side of any Activity will show additional details.

Modifying activities

Any Tasks that are past due will show the date text in red. To modify an Activity on the timeline, click the arrow next to the date. This will present a list of actions to perform on the current Activity.

Viewing past activity

Below Next Steps you will see Past Activities. These are all Activities that have already happened. Just like Activities under Next Steps you can use the left and right arrows to show more information and edit the activity respectively.

FAQs

Deleting Listings

When you tried deleting a listing you noticed that you can also delete the property:

Using Dashboards

The option to delete the Property at the same time while deleting a listing is only available when there is only one listing related to the property. If there are others, the option will be greyed out.

In some cases you will receive a Custom Validation error message like this one when trying to delete a listing:

This means this listing has already been published at least once to a portal feed and may no longer be deleted. This is common practice as it also allows to track the history of a publication and lots of clients don't wish that something can be deleted that ever was on a portal for documentation purposes, costs of portals, etc.. Furthermore it creates big issues with portals if the connection between the listing and their publication is broken.

Should you, nevertheless, need to delete a listing, this is how:

To stop users from disconnecting the connection of a listing to a portal, you can only delete a listing once it is not active anymore. This means, you need to unpublish the listing from all portals, then delete all entries on "Listed on these Portals". Once all so-called portal listings on the listing have been deleted, you can delete the listing.

1. unpublish the listing from all portals (deactivate) in Portal Syndication:

2. delete all portal listings that you find on the "Related" tab under "Listed on these portals":

3. Now you can go ahead deleting the listing

This is Part 5 of 10 in our Propertybase Core Features series. We recommend you continue to follow along, in order, as we walk through the entire Propertybase process, in detail, from lead to close.

Propertybase Core Features: Table of Contents

Contact Management

Create & Manage Companies

Sending Email with Quicksend

Inquiry Management

Listing Management

Property Management (Coming Soon)

Offer Management (Coming Soon)

Closing Management (Coming Soon)

Using Reports

Propertybase Mass Email Campaigns allow you to send or schedule emails for your entire contact database, design and customize templates, view detailed reports and statistics for your sends and more. Mass Email Campaigns takes the features normally found in a standalone email marketing suite (and the extra associated costs) and makes it available inside Propertybase - which you already use! In this article, we will cover the steps required to configure email campaigns as well as an overview of all available features.

Important: Some configuration is required prior to using Email Campaigns for the first time. Click here to learn more.

Note: Customers migrating from a third-party email marketing platform to Propertybase email campaigns should be respectful of contacts that have previously opted out of correspondence.

NEW in v1.621 and v1.625: Advanced Settings in Email Campaigns

With v1.621 we have added Advanced Settings for Email Campaign building blocks to include the same settings as in the Template Editor such as: Layout, Borders, Font Styles etc.

Go to the Control Center section: "Email Settings", in there to the tab "Mass Email Campaigns", scroll down to the section "Email Campaign Editor" and check the setting: "Enable Advanced Building Block Settings" then click save.

This will add all settings that you are used to in the Template Editor directly to the Email Campaign Editor. For example it will add Font Style and Layout options to the Text building block:

NEW in v1.625: New setting options have been added to the Image Building Block:

These include:

Web Address URL option to create a link of the image.

Alternate Text space to add personalized text in case the image cannot be loaded or for people with visual disabilities who use screen readers.

A width section to size the image (in pixels). When a number higher than the maximum of 600px is entered, the maximum width is selected.

A checkbox to set the image to full width on mobile view to avoid distortion of the image for mobile readers.

An image alignment option (for use if the size of the image is less than the max of 600px).

Creating Campaigns

Templates & Content

Sending Campaigns

Reporting

FAQs

Table of Contents

Create "all email campaigns" list view

Creating and editing campaigns

Copying an existing campaign

Navigating campaign creation

Defining campaign details

Saving your progress

Creating Campaigns

Ready to send some campaigns? In this section, we will learn how to build, schedule and send email campaigns.

Note: Before sending campaigns, click here to verify all installation steps have been completed.

Create "all email campaigns" list view (optional)

To build an email campaign, start by opening the "Email Campaigns" tab. (Email campaigns can also be accessed through the Marketing Center located in the Control Center or quickly through the application launcher.)

Not sure how to use the application launcher?

The application launcher (a.k.a. "app" launcher) can be used to access most Propertybase features. If you don't see a tab for something, there is a good chance you can still find it in the app launcher. Follow the steps below to open Email Campaigns using the app launcher.

To open the app launcher,click the "nine dots"in the top left corner of the screen.

Locate and click Email Campaigns in the feature list.

When you first open Email Campaigns, you will be presented with a list of recently viewedEmail Campaigns. If you haven't viewed any campaigns recently, this page will be blank. If you would like to view "All Campaigns", you will need to create that list view. Follow the instructions below to do so.

Not a reader? Watch this video instead.

Create "all email campaigns" list view (optional)

Click the gear icon to open list view controls, thenclick New.

Fill out the fields according to the image below, thenclick Save.

Leave the filter options at their default settings.

Done! You just created a new list view for email campaigns.

You can view all your campaigns by changing the current list view to "All Email Campaigns".

Creating and editing campaigns

Use the table below to learn more about creating and modifying email campaigns.

Creating a new campaign

To create a new email campaign, click the New button in the top right corner of the screen.

Modify an existing campaign

To modify an existing campaign, click on the campaign name.

Copying an existing campaign

Another option when creating email campaigns is to start from a copy of an existing campaign. In order to copy an existing campaign, you must first add the Make Copy button.

To add the Make Copy button, follow the steps below.

Select the gear icon in the top right, then select Edit Objects:

Select Page Layoutsfrom the menu on the left:

Select Email Campaign Layout (or your personalized email campaign name):

From here you'll need to select Mobile & Lightning Actions:

Now you will see theMake Copy button in the Layout Properties.

Drag the Make Copy button down to your Page Layout.

If you see a "Clone" button in your Page Layout, pleasedrag the Clone button back up to Layout Properties:

Once you are done here, you canrefresh your screen andgo back to email campaignsand you will now see the Make Copy button:

To copy an existing campaign, follow the steps below.

Click on an existing campaign.

On the following screen, click Make Copy in the top right corner.

That's it! You have successfully copied an email campaign.

Navigating campaign creation

Once you open a campaign, you will notice that there is a "path" at the top of the screen. This path shows your current position in the creation process. In addition to this path, there are a few other interface elements that will help you navigate email campaigns.

Not a reader? Watch this video instead.

Navigating campaign creation

Use the table below to learn more about these interface elements.

Campaign path

The path at the top of the screen shows your current position in the creation process. You can navigate the elements of a campaign by clicking on any of these four stages.

Saving your progress

You can save your current progress at any time by clicking the Save button in the top right corner. By using the save feature, you can edit your campaign at a later date without losing progress.

Note: Closing a campaign without clicking "Save" willerase changes to the current campaign.

Next and previous

To move from one stage to the next (see "Campaign path" above), use the left and right arrows at the bottom of the screen.

Note: Using these arrows will not erase changes to the current campaign.

Defining campaign details

The first screen, when creating or modifying a campaign, is the "details" screen. If you are creating a new campaign these fields will be blank; if you are editing an existing campaign these will be filled with the information you entered previously. Use the table below to familiarize yourself with each detail field and how it will effect your campaign.

Not a reader? Watch this video instead.

Defining campaign details

Campaign Name

This field is used to distinguish between the different campaigns in your Propertybase account. This field is for internal use only and will not be visible to recipients of your campaign.

From Address

This field will be used as the first part of the from address. For example: if you entered "name", this would result in the campaign being sent from "[email protected]". Lowercase is recommended.

Domain

This field will be used as the second part of the from address.For example: if your domain is "example.com" this would result in the campaign being sent from "[email protected]".

Administrators can change the domain in the Control Center.For instructions on changing the domain, see the "Domain Settings" section in the "Prerequisites" tab on this page.

From Name

This field will be used as a label for the from address. For example: if you entered "Company Name", this would equal "Company Name <[email protected]>". Using your full name or company name is recommended.

Recipient List

This field is used to determine who will receive the current campaign. Campaigns can only be sent to "lists". These lists can be created and modified using the Contact Manager. For more help using the Contact Manager, click here.

Additional Recipient(s)

This field is used to send the current campaign to recipients outside the selected list. When entering more than one additional recipient, email addressesshould be separated by a comma.

Subject

This field will be used to determine the subject for the current campaign.

Once you have determined details for your campaign, the next step is to select a template and add some content.

Click the "right" arrow at the bottom of the screen to continue.

Saving your progress

You can save your progress at any time by clicking the Save button in the top right corner. This can be done from any of the campaign screens: Details, Template, Content or Send. By using the save feature, you can edit your campaign at a later date without losing progress.

To save your progress, click the Save Progress button in the top right corner.

To learn more about using templates, click the "Templates & Content" tab at the top of this page.

Table of Contents

Understanding template types

Creating your own templates

Selecting a template

Defining campaign content

Templates & Content

Once you have determined the details of your campaign, it's time to select a template and start adding content.

Understanding template types

Templates that display this indicator are fully editable. This means that you can add and remove text, images, listings and more using the content editor. If a template does not show this indicator, that means it will not support content editing. It is recommended that you only use "editable" templates when creating email campaigns.

Not a reader? Watch this video instead.

Understanding template types

Creating your own templates

To create custom templates that work with Propertybase email campaigns, you must use the MJML templating language. MJML is a templating language that allows you to quickly create responsive emails that work will all major email clients (Outlook, Gmail, etc.)

Note: This information applies to the "email_template" template type only. Not all MJML features are supported. Please test all custom templates before using them in a campaign.

We do not support mj-head currently and therefore do not support custom fonts. We also do not support setting attributes on the text block:

We currently support:

We currently do not support:

mjml-button

mjml-column

mjml-divider

mjml-image

mjml-raw

mjml-section

mjml-text

mj-head and sub components:

mjml-breakpoint

mjml-attributes

mjml-font

mjml-style

mjml-title

mjml-accordion

mjml-carousel

mjml-group

mjml-hero

mjml-navbar

mjml-social

mjml-wrapper

Please pay attention to the update change log as this may change in future versions.

To create your own templates, follow the configuration steps below. Once complete, open the application launcher, select "Templates" and then click the "New" button.

Required configuration for creating custom templates.

Adding "isMJML" to the template page layout

Click here to learn more about MJML.

Selecting a template

Each available template on this screen will display a preview image (if available), the name of the template and a drag and drop indicator if applicable.

Note: Selecting a new template after creating content (see "Defining campaign content" below) will erase your work!

To select a template,click the blue select button beneath it.

Once you select a template, you will automatically be taken to the content screen.

Defining campaign content

Once you have defined details and selected a template, it's time to define content for your campaign.

Not a reader? Watch this video instead.

Defining campaign content

Currently, there are six different types of content available to campaigns: text, listings, dividers, images, buttons and raw code.

To add content, drag it from the right side and drop it onto an available content area(as shown below.)

Once you have dragged a content to an available content area, a new menu will appear on the right side of the screen. This menu will be specific to the type of content you selected. Use this area to modify the selected content (format text, select a listing, etc.)

To learn more about specific content types, click on the individual sections below.

Adding text to campaigns

Use the table below to learn more about adding text to campaigns.

Modify text size

To modify the size of the text, highlight it and select from the list of headings. To reset text to the default size, select "text".

Modify text style

To modify the style of the text, highlight it and select from the list of formatting options.

Modify font size (only available with Advanced Settings: See above)

To modify font size, go to the font size dropdown and update this to the preferred font size.

Modify line spacing(only available with Advanced Settings: See above)

To modify line spacing, navigate to the line spacing slider and move to the desired line spacing option.

Insert merge fields

To insert merge fields, click the "code" icon in the bottom left corner and select from the available merge fields. For example: "First Name" will automatically pull the "First Name" field from the recipient's Contact record.

Adding listings to campaigns

Use the table below to learn more about adding listings to campaigns.

Search for listings

You can search your listing database using the search bar. This will display results that contain your search query.

Select a listing template

Using the drop down menu, you can select which template should be used to display the selected listing in your campaign.

Add a listing to your campaign

To add a listing to your campaign, simply click the "plus" sign on the left side of the listing. Once added, this will change to a green checkmark.

Note: Not all listing templates work with all email templates. "Inline Listing with 1 Image on the Left" and "Inline Listing with 3 Images on the Left" should be used with the single column email layout only.

Adding dividers to campaigns

Use the table below to learn more about adding dividers to campaigns.

Adding a divider

Like other content types, a divider can be added simply by dragging it to a content area in your template. Currently, there are no formatting options available for dividers.

Adding images to campaigns

Use the table below to learn more about adding images to campaigns.

Search for images

You can search your image database using the search bar. This will display results that contain your search query.

Upload new images

To upload new images, use the upload button.

Add an image to your campaign

To add an image to your campaign, simply click the "plus" sign on the left side of the image. Once added, this will change to a green checkmark.

Note: Only images 1 MB or smaller will show up in this list. This size limit will be increased in the future. Keep your eye on the release notes!

Adding buttons to campaigns

Use the table below to learn more about adding buttons to campaigns.

Adding button text

Use this field to determine a button's text.

Adding a button link

To link a button to a specific URL, select "Web address (URL)" and specify the URL in the address field below.

Adding a button email link

To link a button to someone's email address, select "Email" and specify the email addressafter the "mailto:".

Note: The email linkwill not work if the "mailto:" is not included.

Change button alignment

You can change the alignment of the button, within your email, but using the available alignment buttons.

Change button size

You can make a button "full width" (take up the entire horizontal space of a content area) by toggling this option.

Note: Alignmentcannot be changed on full width buttons(see "Change button alignment" above.)

Adding raw code to campaigns

Use the table below to learn more about adding raw code to campaigns.

Add raw code

To add HTML to an email, drag the "raw code" content type to any content area. Your HTML should go between the table tags, where is says "insert your code here."

Once you are satisfied with the content in your campaign, the next step is to send it.

To learn more about sending and scheduling, click the "Sending Campaigns" tab at the top of this page.

NEW FEATURE - Send Email Campaigns on Behalf of Others

Send Email Campaigns on Behalf of Others

In addition to sending an email campaign from yourself, it is now possible to send email campaigns on behalf of other users in your account. When sending on behalf, all "from" values are filled using the recipient's contact owner. If a value does not exist, fallback values are used. These values are defined with creating the email campaign (see image below.)

Note: Footer information (name, phone number, etc.) is filled using the recipient's contact owner. However, if that information does not exist the sending user's information is used.

How to Activate this Feature

To use this feature, accounts must update to Propertybase 1.551. Click here to update.

Once updated, open Mass Email Campaigns in the Control Center.

At the bottom of the page, check the box next to Send on Behalf.

Note: Free version limited to 10,000 contacts per campaign. To increase this limit please contact your Account Executive.

Table of Contents

Previewing your campaign

Reviewing campaign details

Testing your campaign

Sending or scheduling your campaign

Not a reader? Watch this video instead.

Sending campaigns

Previewing your campaign

Before sending or testing, you should review your campaign for errors, misspellings, out-of-date listings, etc.

Note: If your campaign includes listings, please verify that the information has not changed since you first added the listing to your campaign.

There are several ways to preview your campaign content, each with its own benefits. Review the table below for an explanation for each feature.

Mobile View

Use this preview option to see what your campaign will look like on the average mobile device. This preview renders your campaign using your web browser.

Desktop View

Use this preview option to see what your campaign will look like on the average desktop computer.This preview renders your campaign using your web browser.

Email Preview

Use this preview option to see what your campaign will look like within the average email client. This preview takes into consideration how email clients will render your campaign.

Reviewing campaign details

Once you have visually reviewed your campaign, it's a good idea to review the details of your campaign. These details are shown to the right of the campaign preview.

Note: If you see an error, you can make changes on the "Details" screen.To access the details screen, click "Details" in the path at the top of the page.

Testing your campaign

If the campaign preview and details look correct, the next step is to test your campaign. To test you campaign, enter one or multiple email addresses in the field below. Once you have determined who should receive the test, click theSend Test Emailbutton.

Sending or scheduling your campaign

Once you've tested your campaign and are ready to send, you have two options. You can send your campaign immediately or schedule it for a future time and date.

Sending a campaign immediately

If you would like to send your campaign immediately, you can do so by clicking theSend Campaign button. After reviewing the information displayed, click theSend Campaign button.

Your campaign will be scheduled immediately. However, it generally takes 10-20 minutes for your campaign to be delivered to your selected recipients.

Scheduling a campaign

If you would like to schedule your campaign for a future date and time, you can do so by clicking theSchedule Campaign button. After selecting a date and time, click theSelect send date button.

Note: Your campaign will be scheduled immediately. Once scheduled, a campaign is no longer editable.

Changes to campaign content

In addition, updates to contact lists or listing data will not be reflected in the campaign. You will need tounschedule your campaign, update the appropriate information and then reschedule your campaign.

To unschedule a campaign, click theUnschedule Campaignbutton.

Table of Contents

Tracking individual contact statistics - New (1.564)

Tracking email events - New (1.564)

Viewing campaign-wide statistics

Creating campaign reports

One of the most powerful benefits email marketing has over traditional marketing is the ability to track how many people opened your emails and see exactly what was clicked. Email Campaigns in Propertybase are no different.

Individual Contact Statistics

Note: Individual contact statistics require configuration. Learn more.

Once enabled, users can track individualstatistics for eachemail campaign sent in Propertybase. Click the yellow box below to view instructions for enabling this feature. Once enabled, continue reading to learn more about utilizing this powerful feature.

Enabling Individual Statistics (Click Here To Learn More)

Users have two options when enabling email campaign statistics. The first of which is the ability to track statistics for individual contacts. Selecting this option will track metrics like click rate, open rate, bounce rate, etc. However, individual "events" will not be shown. In other words, you will see that a contact opened your campaign twice and clicked a URL three times (see image below), however you will not see what time they opened, clicked, etc. or the URL that they clicked on.

Note: This feature consumes data storage in your account.

Email Events

Once enabled, Propertybase will create a new "event" record for each interaction a contact has with one of your campaigns. Click the yellow box below to view instructions for enabling this feature. Once enabled, continue reading to learn more about utilizing this powerful feature.

Note: Email events require configuration. Learn more.

Enabling Email Events (Click Here To Learn More)

The image below shows an example record for an "open" event. Included in this record are fields like contact, email type, event type and more.

Note: This feature consumes data storage in your account.

Viewing campaign-wide statistics

Upon successful delivery of an email campaign, campaign-wide statistics become available. These stats include important metrics like open, click, bounce and unsubscribe rates. To view these statistics for a campaign, follow the steps below.

To begin, click the "Email Campaigns" tab. (Email campaigns can also be accessed through the Marketing Center located in the Control Center or quickly through the application launcher.)

Not sure how to use the application launcher?

The application launcher (a.k.a. "app" launcher) can be used to access most Propertybase features. If you don't see a tab for something, there is a good chance you can still find it in the app launcher. Follow the steps below to open Email Campaigns using the app launcher.

To open the app launcher,click the "nine dots"in the top left corner of the screen.

Locate and click Email Campaigns in the feature list.

Next, click on a campaign with the status of "sent".

When you open a sent campaign, you will notice that the regular "details", "templates" and "content" sections have disappeared. These sections are replaced by a single page showing you an overview of the campaign details and content, as well as a new "send details" section.

Scroll down the page until you see the "Send Details" section.

In this new section, you can see percentages for who opened, clicked, bounced and unsubscribed from your campaign. These statistics will help you tailor your future campaigns to be even more effective.

Important to note for bounces: The bounce rate also reflects drop events.A drop event happens if an attempt is made to email someone that has a blacklisted/unsubscribed email. Both drop and bounce count into the bounce rate.

Creating campaign reports

In addition to viewing statistics for your campaigns within the Email Campaigns object, it's also possible to use the same data points to generate reports and dashboards in Propertybase. In this section, we will walk through the steps required to build a report based on the "opens" metric. Through this exercise you will acquire the knowledge needed to build out reports for other campaign metrics like "bounces", "clicks" and "unsubscribes".

Note: New to building reports? Click here for an overview of how reporting works in Propertybase.

First, click the Reports tab at the top of the screen.

Note: Don't see a Reports tab? You can also access Reports, like any other object, through the application launcher.

Next,click New Report in the top right corner of the screen.

From the list of report types,select Email Campaigns.

Click Continue.

In the top left corner, click the pencil icon to rename the report.

Name this report "Email Campaigns - Opens" and then hit enter on your keyboard.

Next we need to add columns to our report. These columns will tell us information (name, subject, number of recipients, etc.) about each campaign sent.

Click the text box where it says Add column...

Next,add the following columns to the report and reorder thembased on the image below.

With our columns in place, the next step is to add a group so that they can be organized by rows. In this example, we will use the campaign name for our rows.

Click the text box where it says Add group...

Select "Email Campaign: Name".

Nice work!All of our columns and rows are in place. Next we need to make sure our filters are appropriate for the type of information we want to display.

Click Filters in the top right corner of the screen.

Next,click "My email campaigns" and determine if you want to see only your campaigns, or if you would like to see campaigns sent by ALL users in your Propertybase account. If you only want to see your campaigns, you can leave this at its default value. In this example, we will select "All email campaigns".

Next we want to add a status filter so that we only see "sent" campaigns. It doesn't make much sense to include campaigns that haven't been sent, right?

Click "Add Filter..." at the top of this section.

In the list of filters,select Status.

For filter options,set the Operator to equals and then type "sent" in the second text box. When finished,click Apply.

Almost there. Next we need to set a few more options and then we will build our visualization (aka graph.)

At the bottom of the screen, uncheck "Row Counts", "Subtotals" and "Grand Total".

Next, at the top of the screen,click Add Chart.

Click the "cog" icon to modify chart properties.

Underneath "Display As" select Column.

Next, let's add another unit of measurement to our chart.Click "+ Measure".

Copy the settingsso that they match those in the image below.

Lastly, set the Legend Position to Bottom.

Click Save & Run at the top of the screen.

In the next window,name your report and alsodetermine which folder it should be saved to.

Note: If you would like this chart to be available to all users, make you save it to a public folder.

Congratulations! You just built a beautiful chart displaying open rates for your email campaigns. With the knowledge gained in this exercise, you can build reports for other key email campaign metrics.

FAQs

What if content or my contact list changes after I schedule a campaign?

When you schedule a campaign, Propertybase makes a "snapshot" of everything related to your campaign. This includes recipients, content, listing information, etc.

If any of this information changes within your Propertybase account, you will need tounschedule your campaign, update the appropriate information and then reschedule your campaign. See the "Sending Campaigns" tab on this page for more information.

Emails are bouncing to some recipients, but I verified them with an email checker. Why?

Like all major email marketing platforms, Propertybase uses a mail delivery service to fulfill campaigns. Typically an email bounces when the recipient address is invalid. However, sometimes the recipient email server classifies the email as spam, based on patterns within the email content. When this happens, there is nothing Propertybase can do. Typically, these types of detections will happen regardless of what email provider a platform uses.

The Listing Manager allows you to quickly and efficiently browse all of your Listings. In this article, we will cover available features and configuration options.

Not sure how to access the Listing Manager? Click here.

You can access the Listing Manager through the app launcher, as shown below.

Click the App Launcherin the top left corner of the screen,thenclick Listing Manager.

Feature Overview

Saving Lists

Configuration Options

Installation (Required)

NEW: Listing Favorites

FAQs

Feature Overview

The Listing Manager is made up three main sections: filter options, results, and actions. The following section will explore these in more detail.

Filter Options

On the left side of any List Manager are filtering options. Filtering options control what results display in the following section (ride side of the screen.)

By manipulating different filter values, you can narrow (or broaden) your results list. This is helpful for finding specific Listings, as well as dividing your inventory into specific segments.

NEW - Filter by Owner

With the release of Propertybase 1.579, it's now possible to filter by the record owner. This allows users to view all Listings or just their own.

Note: Administrators can turn this feature on by default under "Record Managers" in the Control Center.

Filter by Date

With the release of Propertybase 1.538 it's now possible to filter using a date range. Not sure how? Follow the steps below to learn more about using a date range filter.

First, click the plus icon to add a new filter.

Next, select any date field.

Next you need to decide if you want to filter by a date range, date maximum (created before the selected date) or dat minimum (created after the selected date.) Additionally, you enable the "not" checkbox which will inverse your filter to only show records that "do not" match your filter.

Determine how you want to filter using the selected date field, then click Add.

Next, click the calendar icon to select a date or range.

Done! Your new date filter should now be applied.

List Results

On the right side of the screen, you will find a list of results. Results are determined by filtering options (explained above.)

You can use the checkboxes to the left of each record to select it. There is no limit to the number of records you can select.

Once you have made a selection, you can use actions to perform specific tasks with your selection (more on that below.)

Actions

In the top right corner (top row) of any List Manager are action buttons. Actions allow you to perform specific tasks with a selection of records.

"Print" will generate a list of selected records in PDF format. From there you can email or print the PDF for your records.

"Send" allows you to send a selection of Listings to specific Contacts.

"New" simply allows you to create a new record.

View Controls

In the top right corner (bottom row) of any List Manager are view options. View options allow you to switch between standard "List View" and "Thumbnail View". Depending on the data being displayed, one view may be morebeneficial than the other.

NEW - Map View

Propertybase 1.545 introduced a brand new map view to the Listing Manager. With this view, users can view Listings on a map and switch between standard and satellite view.

Listing Manager Map View. Click image to expand.

Table of Contents

Saving Lists

Updating Lists

Static vs Dynamic Lists

Saving Lists

Starting with Propertybase 1.513, you can now save filter criteria in the form of lists. This allows you to quickly and regularly view Contacts and Listings that match certain criteria, without the need to select filters each time. Before you can start using this feature, you mustupdate to Propertybase version 1.513 or later. Click here to update.

To save a list,click the filter iconin the top right corner and then click New List.

Note: There are now two options when creating a new list: dynamic or static. Click here to learn more.

Enter a name for your list and thenclick the New List button.

Bam! You just successfully created a new list. However, without filter criteria, this new list won't be able to offer much. Next, let's add some filters and then save our criteria.

Using the options available on the left side of the screen,select some filtercriteria.

In the example below, we have selected "Open House" as the Lead Source. However, filter criteria should be unique for each list you create.

Note: You can add additional filters by clicking the "plus" icon at the bottom of the filter area. Additionally, you can remove filters by clicking the "trash can" icon to the right.

Updating Lists

Whenever you make changes to filter criteria, you must update the list. Otherwise, you will lose your changes. Let's do that now.

To update a list,click the filter iconin the top right corner and then click Update List.

When prompted,click Save to update the current list with your latest changes.

That's it! You have successfully created a new list, added filter criteria and updated the list with your changes.

Now you can quickly reference this list anytime, by selecting it from the list drop down menu, as shown in the image below.

Static vs Dynamic Lists

Previous versions of Propertybase offered one type of list. Starting with version 1.545 it is now possible to choose between a "dynamic" or "static" list. Need to upgrade? Click here.

Dynamic List

When you create a new dynamic list, all filter options (located on the left side of the screen) are kept and the list will update dynamically as your contact database grows.

For example, a list that displays all contacts that live in Boulder will update itself each time you add a new contact from Boulder.

Static List

A static list is simply created once and does not change. When you create a new static list, the contacts selected will remain the same regardless of how your contact database changes.

Configuration Options

You can configure settings for List Managers and change default filtering options are in the Record Managers in the Control Center. Settings for List Managers are broken down into two sections: Filter Fields and Results Fields. Filter Field settings control what filters are displayed and Results Field settings control how results are displayed.

Not sure how to access Settings in the Control Center? Click here.

Click the App Launcherin the top left corner of the screen,thenclick Control Center.

Inside the Control Center,click Record Managers.

Filter Fields (Search Criteria)

NOT

This option allows you to essentially "inverse" the entire filter option. So instead of filtering for the specified criteria, you are filtering for the opposite.

For example: If you selected this option for "Listing Type = Sale", Propertybase would search all Listings that are not Listing Type of Sale.

Filter Type

Filter type allows you to specify how to filter against the specified criteria.

To name a few:

"Has values" should be used on fields that can contain multiple values. (E.g. listing type, property type, status, etc.)

"Contains" isessentially your most traditional version of "search".

"Range" should be used on any field that contains a value range (I.e. any field containing numerical data: bedrooms, bathrooms, area, etc.)

Field

The field option allows you to select which fields should be included in the default filtering options.

You can use the "plus" icon to search for and select different fields.

Default Value

If applicable, the default value option will allow you to select a value to populate by default.

For example, this can be helpful if your brokerage only deals with a single type of Listing, etc.

Order

Use the up and down arrows under order to specify the order in which filtering options appear.

Delete

This button can be used to completely remove a filtering option.

The "Add new filter" button at the bottom of filtering options allows you to add additional filters.

Result Fields (Column Headers)

Configure Result Fields

This slider is used to determine how many results should display on each page.

Descending Sorting

Checking this option, in conjunction with "Sort By" will reverse the sort order from last to first.

Example: Enabling "Descending Sorting" with "Sort By" set on the "Contact Name" field, would sort your Contacts backwards from Z to A.

Example: Disabling"Descending Sorting" with "Sort By" set on the "Contact Name" field, would sort your Contacts normally from A to Z.

Display Format

"Website Image" is meant for the Listing Manager only. Specifically the "pba__Property__c" field.

"Clickable title" is generally meant for fields like "Name" or "Title", which would link to the full record.

For most fields, you will probably leave the "Display Format" option blank.

When a display format is selected, it can be unselected by clicking on the value again.

Card View

Enabling the Card View option on a select number of fields will group them together and save space.

Format On Card View

When using card view, you can specify how the data should be formatted. If left blank, only the specific field value is displayed.

For example: If you would like to add a label, like "beds" or "$" you can do that by using the formatting shown on the right.

Sort By

Selecting a field for "Sort By" tells Propertybase what field should be used to sort the results list.

Installation

Before using the newContact & Listing Managers, you must update to the latest version of Propertybase.

After updating the latest version, please follow the configuration steps below.

Click the gear iconin the top right of the screen, thenclick Setup.

Click Profiles in the Setup navigation menu.

Click PB Administrator in the list of profiles.

Scroll down andclick Visualforce Page Access.

Click Edit.

Enable the Visualforce Pages shown in the image below. (Hold down "Command" on Mac or "Control" on PC to select multiple Visualforce Pages, then click the "right arrow" to add them to the list of enabled pages.)

Note: All Visualforce Pages should always be enabled. (The left column should be empty for all profiles.)

Click Save.

Repeat the steps above for the PB Agent profile, as well as any custom profiles.

Listing Favorites

Listing Favorites can be used to temporarily store Listings selected using different filter criteria. You can select listings, add them to Listing Favorites, view Favorites, remove Listings from Favorites and clear the list. When you leave the Listing Manager, the list is cleared automatically.

Configuration:

Go to the Control Center section "Record Managers", scroll to the bottom to the section: "Settings" and check the box: "Enable Listing Favorites"

FAQ

Q: When I open the map view in Listing Manager, I see a message like this on:

A: Please check the geolocation fields "Latitude" and "Longitude" on your listings. They likely have no or invalid values. You can update them by changing the pin on the map while on a listing, adding an address or manually adding the lat/long coordinates to the corresponding fields.

Note: the fields"Latitude" and "Longitude" are usually not on the layout and you will want to add them even temporarily to check if they are populated correctly.

Q: When I open a listing, the map shows an error message like this one:

A: Please make sure your listing has address fields commonly used to identify locations on maps. Or please click on "Edit location" on the map and find the listing location manually, set the pin and save.

This article give deeper insight into Portal Syndication to specific portals and their mappings. Please read this article on Portal Syndication first to understand how to work with the tool.

Note: If you are on the most current version, you will find "Portal Mapping" in Control Center. If you don't see it, please update Propertybase to the most current version. Update now.

Idealista

Rightmove

On The Market OTM

Zoopla

LonRes

FAQ

Publishing Listings

Autopublishing

Idealista

Note: If you previously had listings on Idealista and are switching from another feed to this real-time feed, please make sure you prepare & add all listings you currently have on Idealista to the real-time feed prior to switching. Idealista permits only one active feed. Please reach out to Idealista when you are planning to switch. Read "Sandbox" below.

Configuring the Setting:

Country should be filled with Spain, Portugal or Italy. Nothing else will work.

Customer Code is the customer's Idealista code (ilc.). It must have 43 characters incl. "ilc"

The contact phone number needs to provide the international prefix (such as '34') and the phone number following the international format (without 0 for most countries)

Notification Email Enter one or multiple (comma-separated) email addresses that should receive error messages in case a listing can't be publish (e.g. due to missing information or other unclarities. If you don't understand the error message right away, forward it to [email protected]. We will help you find the cause and by that you will understand to read the error messages better in the future.

Sandbox Idealista does not offer a Sandbox to test in or preview. But you can use this setting to prepare your listings (add them) and clean up errors before you connect. Once connected, all old feeds will no longer work! Setting the value to true or leaving it empty will block publishing. Set it to "false" when you are ready.

Portal field mapping:

Address Country: must be a picklist field. Please create one and either set the default to your country or if you have listings in more than one country (e.g. Andorra & Spain) update the country text field with a process builder rule field update formula and exchange the fields on your page layouts. Why? you might be using this field in other contexts already (other portals, website, pdf) and the picklist will guarantee you are using the correct value (no mistyping).

Address Floor value has to be either a number between -2 and 60 (0 not allowed) or bj for Lower floor, en for Mezzanine, ss for Semi Basement, st for Basement. Please add a validation rule to ensure or use a picklist with those values. If you use another field to define "Floor", you should consider translating it with aprocess builder rule field update as well, so you don't have to adjust other systems. In order to achieve this, it depends a bit on the type of field you are using and the content. If you are using a picklist field to define the floor (e.g. floor_one__c), you can use a secondary formula text field (create it, e.g. name it "floor for Idealista" ) with a formula like this:

IF(TEXT(floor_one__c) = 'Ground floor', 'bj',IF(TEXT(floor_one__c) = 'Principal', 'bj', IF(TEXT(floor_one__c) = 'Mezzanine', 'en',IF(TEXT(floor_one__c)='Semi Basement', 'ss',IF(TEXT(floor_one__c) ='Basement -1', 'st',IF(TEXT(floor_one__c)= 'Basement -2', '-1',IF(TEXT(floor_one__c)= 'Basement -3', '-2', TEXT(floor_one__c))))))))

Or you can use the existingpba_espfields__Floor__c picklist field. Yet, you need to translate the full values to the abbreviated versions Idealista requires:

IF(TEXT(pba_espfields__Floor__c) = 'Ground floor', 'bj',IF(TEXT(pba_espfields__Floor__c) = 'Principal', 'bj', IF(TEXT(pba_espfields__Floor__c) = 'Mezzanine', 'en',IF(TEXT(pba_espfields__Floor__c)='Semi Basement', 'ss',IF(TEXT(pba_espfields__Floor__c) ='Basement -1', 'st',IF(TEXT(pba_espfields__Floor__c)= 'Basement -2', '-1',IF(TEXT(pba_espfields__Floor__c)= 'Basement -3', '-2', TEXT(pba_espfields__Floor__c))))))))

If you are using a text field to define the floor the unit is on, you will need a more complex translation and it is highly difficult as a typo will render it unusable. Ideally you will use it the other way around translating Idealista to your text field you have in place. In that case, you will need a process builder rule field update with a similar formula as above.

Alternatively, if you don't have existing data, you could also simply create a picklist field for "Floor" that contains the correct values. This text field contains the needed values. Note the content in brackets needs to be added to the API value after creating the values: https://propertybase.zendesk.com/hc/article_attachments/360024646991/floors_idealista_values.txt

It should look similar to this then:

Postal Code Error message: The property #/propertyAddress/addressPostalCode value 2800 260 did not match the regex ^[0-9]{5}$|^AD[0-9]{3}$|^[0-9]{4}(-[0-9]{3})?$ This means you need to provide a valid postal code that looks like one of these: AD123 12345 1234-123

Long-run help: Please add a validation rule that checks that a valid postal code was added to the listing. Have a look at this article for validation rule ideas.

Street and Street Number:The portal expect street and number to be transferred separately. Propertybase uses with "Address" (pba__Address_pb__c) a text area field that contains both out of the box. Hence we built a logic that separates the values from the address field for you, so you can simply map "Address" to both "Street" and "Street Number".

Note: our logic will only work with "regular" street addresses that start or end with a number. If you have very inconsistent addresses, you will need to use separated fields for Street (e.g.pba__Street_pb__c) and Street Number (e.g.pba_espfields_Street_Number__c). That could entail migrating all data from address to those fields (export/import) and then using an automation rule to continue updating "Address" as you likely are using that field in other integrations, reports, templates, and so on.

There are two mandatory reference numbers to be mapped?! What do I map?

propertyCode is used internally by Idealista and not visible to portal visitors

propertyReference can be visible to portal visitors and also allows you to have Front Desk capture the listing the visitor was looking at (creating a Linked Listing), hence it should be relating to your unique-per-listing "Broker's Listing ID" (or other readable unique reference number field you use).

map Broker's Listing ID (your readable unique reference number) to propertyReference

map Listing Record ID to propertyCode

Address visibility is a recommended, yet optional mapping. If you don't have a picklist field for this already, create it and map it e.g. like this:

Note: the address visibility will only work, if you use a separated street and street number (house/building number) field. If you are using the "Address" text block field, you will need to either

- split up the address found in there to a street and street number field or - use street and street number moving forward and update "Address" by concatenating street and street number field to it.

You can do both with Process Builder. The latter is easier. Why do you need to do this: you might already be using Address in other integrations (pdf or email templates; other portals,...) and you want to ensure that this continuous to work.

Property Type

These are the property types that Idealista supports per country:

flat

Available in all countries

house

Available in all countries

house_andar_moradia

Available only in Portugal

house_independent

Available in all countries

house_semidetached

Available in all countries

house_terraced

Available in all countries

house_villa

Available in all countries

rustic

Available in all countries

rustic_house

Available in all countries

rustic_village

Available in all countries

rustic_castle

Available in all countries

rustic_palace

Available in Spain & Portugal only

rustic_baita

Available only in Italy

rustic_rural

Available only in Spain

rustic_casalecascina

Available only in Italy

rustic_caseron

Available only in Spain

rustic_cortijo

Available only in Spain

rustic_masia

Available only in Spain

rustic_masseria

Available only in Italy

rustic_moinho

Available only in Portugal

rustic_montealentejano

Available only in Portugal

rustic_quinta

Available only in Portugal

rustic_solar

Available only in Portugal

rustic_terrera

Available only in Spain

rustic_torre

Available only in Spain

rustic_trullo

Available only in Italy

Developments

The New Development checkbox is used to determine if the listing is part of a new development, the customer needs an active subscription to post new developments on Idealista

The first listing information found is chosen to build the new development information and the list of listings in a new development

The default visibility for the new development is 'Idealista'

Image Tags

Idealista only permits certain image tags. If something else is used than values in the following list, the tag will be empty (not shown). Allowed Image Tags are (only with this spelling; copy list to picklist "tags" on PropertyMedia if you like):

bathroombedroomcommunalareascorridordetailsenergycertificatefacadegaragegardengatewayhallkitchenlandlivingmatesplanpoolreceptionroomstorageterraceunknownviewswaitingroom

Idealista will not accept any other image tags. If others or none are used, we hand over "unknown". You can translate these English values in your "Translation Workbench" if required.

Rightmove

Setup

Create a new Rightmove Connection by clicking on "New" in the corresponding tile

Fill in the required information:

Title: Give the portal a name you desire. This will be what you will see on listing's "Portal Syndication" section

Branch ID:Add your Branch ID provided by Rightmove

Notification Email:Enter an email where you want to receive error message (e.g. couldn't be published due to missing information)

Use Sandbox:by default this field uses "false" if you leave it empty. Set it to "true" once you are ready to send it to Rightmove productive environment. Testing is normally not required anymore and requires you to reach out to Rightmove Support to have them direct it to their testing environment if needed. Otherwise you can start directly with testing as our service captures invalid listings before they even reach Rightmove.

The following fields you may ignore unless you are using this feed specification to feed your own website. Then you will know what to do here.

Q: Why is there no "Sold" status on feed to map against "Status"? A: Rightmove assume that when a property is exchanged/completed/sold (i.e. after under offer and soldSTC) that the listing gets deleted from the feed.

Energy Certificate Rightmove allows for an image tagged with EPC to be shown in a certain position on the listing when published. Of course you can add the EPC info as well to the description if you want to be fully certain that the information is there.

Notification Email Enter one or multiple (comma-separated) email addresses that should receive error messages in case a listing can't be publish (e.g. due to missing information or other unclarities. If you don't understand the error message right away, forward it to [email protected]. We will help you find the cause and by that you will understand to read the error messages better in the future.

We have this Rightmove basic sample mapping. Please right-click and save or open in new tab. Do note, if you use this to setup your mapping, please check for additional fields and values you may be using and add them. Do load our default mapping values first:

On The Market

We have this OTM basic sample mapping. Please right-click and save or open in new tab. Do note, if you use this to setup your mapping, please check for additional fields and values you may be using and add them. Do load our default mapping values first:

Previewing Feed:

Q: Does On The Market offer a Sandbox to test what it will look like?A: There is none, but if you ask they can publish it to a preview area The preview site is accessible via https://expert.onthemarket.com/. There you can access your property list and select 'Preview' under the active provide drop down.

Notification Email Enter one or multiple (comma-separated) email addresses that should receive error messages in case a listing can't be publish (e.g. due to missing information or other unclarities. If you don't understand the error message right away, forward it to [email protected]. We will help you find the cause and by that you will understand to read the error messages better in the future.

Zoopla

Reach out to us when you start setting up Zoopla and if you have questions.

Feed Selector Field Some portals differentiate between commercial & residential feed type (could also be other types if a portal has several different feed types). This field allows you to define what type of feed you are creating. Select e.g. "Listing Type" (Rent/Sale) as the selector field.

Q: They want the postcode split in two? A: Just map your postcode field to both lines, we will split it up for you. Q: Propertyname or Number vs. Street which one should I use, what should I map, they're both mandatory? At least one of them has to be given. We have to make both mandatory to ensure that something is mapped and handed over (at least one of the fields has to be populated). You could simply map "street" to "street" if you sure you always have a street populated and create a hidden field for the Property Number or Name mapped to the corresponding feed mapping just to get around the limitation that both have to be provided. Either way, one of the two fields needs to send content and if you are sure you will always only use one, then there you go. Otherwise, you will need a field for both and map them both. Postcodes need to be upper-case! Use this validation rule to ensure they are entered correctly.

NOT(CONTAINS(pba__PostalCode_pb__c,UPPER(pba__PostalCode_pb__c)))

Please apply this validation rule to your postcode field, so replace the field name with yours in the code above.

Floor Levels: Needs picklist field for ground, basement, penthouse and number field from 1 upwards.

Units as in Square Feet or Square Meters: Zoopla requires you to define what unit you are delivering a number value. So e.g. "Price per Unit Area (Price)" or any kind of "Area External/Internal Maximum/Minimum Value" will all require you to define in a similarly named picklist mapping what unit you are delivering it in. If you don't have that, create a picklist field with your definition. Should you only use one, default the picklist value. Make sure to set the value for existing listing (work with "inline edit" on a list view or import a field update with data loader). Then map the field to the portal for each unit section you chose. Alternatively, you can decide not to handover such values at all by unmapping fields that require a unit. Tagging images EPC (Energy Certificate) Floorplan Virtual Tour Zoopla allows for an image tagged with EPC to be shown in a certain position on the listing when published. Of course you can add the EPC info as well to the description if you want to be fully certain that the information is there. The same applies to Virtual Tour and Floorplan.

Q: I receive error messages, but I don't understand them? Forward the message to Propertybase Support. We will tell you what it means. Gradually, you will learn to understand them, too, as they will start repeating.

Q: There are fields in the mapping I don't know what to map to. What should I do? Rule is: if you don't have a field/content for it, skip it. We made everything mandatory that are basic essentials to be able to publish. Everything else is optional and up to you. Q: I don't have a field with the mandatory content asked for. What should I do? A: In most cases you will simply have to create a field for it. This can be a field you manually fill or create a process builder rule to update the field content based on something known to the system, or you use a formula field and pull in the information from other fields

LonRes

Once you have created a portal connection, set feed values, enabled the correct feeds and mapped all required fields it's time to activate!

Notification Email Enter one or multiple (comma-separated) email addresses that should receive error messages in case a listing can't be publish (e.g. due to missing information or other unclarities. If you don't understand the error message right away, forward it to [email protected]. We will help you find the cause and by that you will understand to read the error messages better in the future.

FAQ

Q: How often is my listing published?It completelydepends on the portals. We have "real-time" connections so every "Save" on the listing will update the portal. But we also supportportals, who just update once a night. Most portals covered here are real-time connections and will reflect your changes in just minutes.

Q: My pictures are not shown on the portal?Make sure that you have check the " Portal Feed " checkbox next to the picture in the listing media manager. Touch the listing (click "edit", then "save") after adding or changing images.

Q: What do I enter into "Notification Email" in the portal's settings?The email addresses added to this field (one or multiple comma-separated) will be notifiedwith error messages in case a listing can't be publish (e.g. due to missing information or other unclarities). If you don't understand the error message right away, forward it to [email protected]. We will help you find the cause and by that you will understand to read the error messages better in the future. We will also gradually collect common error messages in this article.

Q: I keep getting the same error messages on missing information over and over. How can I stop this?A: Please create validation rules that check whether all mandatory information has been added by the time the listing becomes active (so on status change to "active" run the validation rule). You can find some examples and ideas in this article.

Q: Country Code is required. But I only publish listings within in my current country?A: Create a process builder rule to update the field with your default value e.g. GB to make sure the mandatory content is always given, run this when a listing is created.

Q: There are fields/values requested in the mapping I don't know what to map to. What should I do? A: Rule is: if you don't have a field/content for it, skip it. We made everything mandatory that are basic essentials to be able to publish. Everything else is optional and up to you. Of course, it can happen that you unknowingly create a relational dependancy: sometimes when you add a mapping or a mapped field has a value, a portal might expect other information from another field or mapping e.g. some portals require to define rent frequency if a rent price is handed over.

Q: I don't have a field with the mandatory content asked for. What should I do? A: In most cases you will simply have to create a field for it. This can be a field you manually fill or create a process builder rule to update the field content based on something known to the system, or you use a formula field and pull in the information from other fields

Testing/Connecting to Test Environment Some portals allow you to connect to their test environment while you are setting up your feed mapping so you can check how it goes through. If that is the case, you will find e.g. "Test Portal" in the portal's settings. If this is set to "true", the activated feed will try to connect to the portal's test environment (sometimes also called "sandbox" or "staging system"). However, you will need to tell the portal that you would like to connect to their test environment with Propertybase as they will need to do some preparation on their side as well.

Feed Selector Field Some portals differentiate between commercial & residential feed type (could also be other types if a portal has several different feed types). This field allows you to define what type of feed you are creating. Select e.g. "Listing Type" (Rent/Sale) as the selector field.

Q: I have a question or questions not answered here. Should I ask the portal fo help mapping to their feed? A: Please always first reach out to us ([email protected]) as we might be able to help you directly. In all other cases, we will tell you then that you need to reach out to the portal and what information they will need from you.

Publishing Listings (required for all Portals)

To publish your listings to your desired real estate portal with Portal Syndication, they will need to be prepared first. This only needs to be done for the first Portal you setup.

Preparing Listing Layout to start publishing

1.Edit the Listing Lightning page layout and add a Visualforce component where you want to show it.Select "Portal Syndication" where it says "Visualforce Page Name". If not completed yet, please add the field "SystemAllowedForPortals" to all listing page layouts.

2. Add the related list "Listed on these portals" to all page listing page layouts:

Preparing listings:

1. Make sure to add all details and information relevant for publishing. Your mapping can include visible fields on the listing page layouts or hidden fields you populate with automations (process builder field update) or default values.

2. Upload all relevant images to the media manager of each listings and ensure to add them to the Portal Feed pool so that they will be included when publishing to portals.

3. Every listing record is required to have a unique, never-changing ID (e.g. Broker's Listing ID, MLS ID or the like). The value can be anything as long as it is unique to that listing.

4. Also, it is important that you populate all fields that are required on Portals. Should you receive error messages for missing or wrong values, you should consider creating Validation rules to not forget such fields and to keep data quality at a high standard.

Activate Listings for Publishing

Once your Listings have been prepared you will need to activate them for publishing. To do this click the "Allowed for Portals". Validation rules will trigger to ensure that your listing is ready for publishing. If an error appears, make sure to fill out the required fields.

You can automate this process by connecting it through a Workflow Rule or Process Builder rule to your Status field (ex. Active). This can be done by following the steps in the section below "Process Builder Rule".

Once the listing has been validated simply click the "Publish" or "Add" button to add to your feed.

Propertybase Lightning:

Process Builder Rule

1. Go to Setup > Process Builder and click "New" 2. Name the new Process e.g. "Set Allow on Portals True/False", give it a description you understand and change to start the process when "A record changes" and click "Save":

3. Choose "Listing" as the Object and make sure it runs whenever the "record is created or edited". Click "Save" to get to the next point. 4. Click on "+ Add Criteria" and name it e.g. "Status = Active (for marketing)" and add the conditions to check for: If the field "Status" equals "Active". The field selector will open in a layover. Simply type "Status" (or the field you are using for this) to select it from the list in the dropdown. This way of field selection will repeat in the next steps and will not be pointed out again. If you have multiple statuses that you want to be able to show the listing on a portal, add more rows for each status you consider "active" and change it to check on each by switching to "Any of the conditions are met (OR)

Save the changes to get to "Immediate Actions" 5. Click on "+Add Action" and choose "Update Records", then give it a name e.g. "Set SystemAllowedForPortals to TRUE" and choose the record it should work on. This will offer you to select whether the listing that started the process should be updated or a related record. Choose "Select the pba__Listing__c record that started your process": 6. Then add the update it should do: select the field "System Allowed for Portals" and set it to "True" and click "Save" Perfect! You have added the first part to allow listings to go to portals. Now we will add a second "node" to make sure the listings are not allowed to go to portals if the status does not equal an active status. In the same process continue and 7. Click on "+Add criteria" below your first node, name it e.g. "Status Active (for marketing) and now add the opposite criteria compared to the first one, so when status does not equal Active. If you have multiple "active" statuses add them as well and change the conditions to "OR": Save the change and 8. Click on "*Add Action" to define the change to "SystemAllowedForPortals" to "False" in this case: Save the last step as well. 9. Activate the process with the button in the top right corner and confirm activation.

Check your process to work by changing a listing status e.g. to active from any inactive status and vice versa. If you have the SystemAllowedForPortals field on the layout you will see it check and uncheck depending on the status you choose for the listing.

Note: The Visualforce component "Portal Syndication" will only update after a page refresh.

Auto Publish Listings to Portals

New from package version 1.595:

You can now Auto Publish Listings to your Portals! This feature allows users to define criteria for automated publishing of Listings to their configured Portals. In order to add this feature you will need to follow the steps below

Configuration Steps

1. Add the Auto Publish Listing field to the Portal Layout

First, go to the Portal Object in Object Manager:

Next, you will select Page Layouts:

Followed by selecting the Portal Layout:

Here you'll see a new field called Auto Publish Listing:

Drag the Auto Publish Listing button down to the Portal Detail Layout:

Save changes here with Quick Save:

This will enable the checkbox for Auto Publish.

2. Add the Allowed for Auto Publish field to the Listing Layout

You will need to follow these steps again but in the Listing Object:

If you go back to Object Manager and go to the Listing Object and select Page Layouts:

Here you'll need to go into each of your respective layout types and add the Allowed for Auto Publish button as well:

Again, you'll need to drag these down to the layout and save using Quick Save:

Auto Publishing Listings to Portals

In order to start the auto publishing for a portal you'll need the following:

The checkbox on the Auto Publish Listings on the Portal set to True

The Field: System Allowed for Portals on the Listing set to True

The Field: Allowed for Auto Publish on the Listing set to True

All listings that are allowed for portals and are allowed to be published automatically will now be published to all portals that are selected for auto publishing.

Note: When adding multiple listings via the data loader make sure these fields are set if you want to use the feature.

Please note: Existing, new and updated listings will be published to portals if the above conditions are fulfilled. Changes on the portal (auto publish changed from false to true, etc.) will trigger an auto-publish on all listings that have not yet been published if the conditions are met. Important note for publishing a high number of listings: The publishing of listings to portals will run asynchronously. Listings will only be auto-published once only. If they are unpublished manually, they will not be republished automatically.

Getting started with Bulkinator

Bulkinator enables you to upload your Listing images and documents via a bulk processor.

To use Bulkinator, your media files will need to be hosted on a publicly accessible server, so that the processor can access the files.

Prepare Data:

FAQs:

Template:

Preparing your Bulkinator file:

To prepare your Bulkinator file follow these steps;

Open the attached csv file at the bottom of this page, called 'Bulkinator Template'. This is the Template you will need to prepare your upload file.

Create a 'Listing withProperties Report', adding a filter to create a report of the Listings you would like to update. Include the column Property ID & Listing title. Export your Report and add your Listing titles andProperty: Record IDs to the template. Bulkinator Template.csv

Then for your media files add thethe filename & extension (1.jpg, 2.jpg etc) and Tags for the document type (Interior, Exterior, Floorplan etc) to the template file in the respective columns. They must be on a public available server like Dropbox, AmazonS3, etc. It must NOT be your local hard drive or local internally shared drive!

Mark the value TRUE/FALSE in the Website, Expose and Portal fields. This will determine if the image/document is available to other Websites/Portals. If it is not entered, the documents will be loaded with no external access until updated manually or in bulk using Data Loader.

Remove the Column Listing: Title

Rename Property:Record IDto PropertyID, so your file looks like this:

Save as a CSV file in UTF-8 format with a unique name.

You can now access the Bulkinator uploader to upload Property Media yourself via the following link https://bulkinator.propertybase.com/.

FAQs:

Where do I find the Property ID for each Listing? Each of your Listings is linked to a Property record. You can find the Property ID in the Property record URL and it is 18 digits. For examplea0O28000001QsSj.

Where should my files be saved to be loaded via Bulkinator? You should have your documents in a folder on a server which can be accessed from the Internet. Like Dropbox, AmazonS3, etc.Simply include the file URLs for with each file in your upload file

What is the difference between Title and Filename?The filename is saved in the Propertybase Storage. With this column you can e.g. remove confidential information like the exact address of the property if this was used in the original image filename. The Title can e.g. be shown on your website or on portals.

Do I need the columns "Title" and "Filename"?Title: The title of the image. If no title is specified, the file name is used. Filename: Can be used to change the filename of the uploaded image to something other than the current file name upon upload. If filename is also not present, the ending part of the image/media URL (original filename) will be taken as file name.

Once I have prepared my file how is it processed? Simply send your Bulkinator request to [email protected] and we will notify you once this has been processed. Make sure you grant login access to Support and provide your login credentials and security token in the support request, so that the upload can be processed for you.

Can I upload Property Media in bulk myself? Yes you can now access the Bulkinator uploader to upload Property Media yourself, via the following link https://bulkinator.propertybase.com/.

How can I Report on Property Media and update the access to Website & Portals? You can create a Property Media Object report and update the access fields in Data Loader

How do I add a new Tag to the picklist options? Go to Set up> Objects > Property Media > go to the field for Tags and click on the field name and then edit/add to the pick list options

What are the file size and data upload limits?See the last section of the Managing Pictures and Videos article

Can you use Dropbox to create the URL?Yes, but you will need to change the URL to dl=1 at the end of the URL.Original URL from Dropbox https://www.dropbox.com/s/........PNG?dl=0Now https://www.dropbox.com/s/........PNG?dl=1 Or https://dl.dropboxusercontent.com/.....jpg?dl=1

My upload thumbnails are not displaying correctlyWhen you run a Property Media report the "URL" field should be the same as the "Thumbnail URL". If they are different, bulk update the Thumbnail URL with the URL field.

Can you store the images on an External server, not Propertybase servers?Yes you will need to mark the field Externalto True or 1 to mark this image as external link. External links will not be copied to our storage on S3 but will create a PropertyMedia object with a link to the file's URL.

Template:

Having trouble logging in? Don't fret. Whether it's your first time or a routine login, this article will help you get back into your account quickly so you can keep (or start) closing those deals!

First Time

Security Challenge

Forgot Password

Administrator Tools

First Time

First time logging into Propertybase? Welcome! You're just a few clicks away from increasing communications, working more efficiently and closing more deals. But first things first, you need to log in.

When your administrator adds you as a user, you will receive a welcome email.

Locate the welcome email that was sent to you by your administrator.

Inside that email will be a link prompting you to log in.

Click the link located inside the welcome email.

Clicking this link will take you to a page prompting you to choose your password and fill out a security question. This security question will enable you to reset your password in the future, should you forget it.

Next, choose a password and select a security question.

When finished,click Change Password.

In the future, you can visit https://www.propertybase.com/login to log into your account, using your email and newly created password. We highly recommend bookmarking that link for quick access.

Security Challenge

Sometimes Propertybase will issue a security challenge when you try to log in. This is because you are logging in from a new or unknown location (specifically a new IP address.) There are two ways that Propertybase can verify your identity; either by email or text message.

Enter the verification codelocated in your email inbox andclick verify.

Note: Are you constantly receiving a security challenge? You can "whitelist" an IP address so that security challenges won't be issued for it. To whitelist an IP address, follow the instructions in this article.

Table of Contents

Forgot Password

Password Lockout

Inactive Logout

Forgot Password

Forgot your password? You can request a password reset anytime by clicking here. Alternatively, you can click the "Forgot Your Password?" link located on the login screen, shown in the image below.

On the following screen, enter your Propertybase username and click Continue.

Note: Your Propertybase username is your email address.

Password Lockout

Depending on your company's password policiesyou may be locked out of your account if you enter the incorrect password several times. Company password policies vary and include things like: number of failed login attempts allowed, duration of lockout period and password requirements.

If you find ourself locked out of your account, you can either:

Wait until the lockout period expires.

Contact your Propertybase administrator and request that the lockout is removed.

Inactive Logout

If you become inactive for a period of time, Propertybase will prompt you to either continue working or log out. When this message is displayed, you will have a short period of time to respond. If no response is recorded, Propertybase will automatically log you out of your account.

The length of this "inactive logout period" is determined by your Propertybase administrator.

Table of Contents

Administrator Tools

Reset a User's Password

Changing Administrators

Administrator Tools

As a Propertybase Administrator, you can view the login attempts for all Users. If a User is having trouble logging in, you should check the following:

That the User account is active.

That the User account is not locked out.

The User is entering the correct username.

The User is entering the correct password.

If the User has been sent a security challenge.

A record of login attempts can be found at the bottom of the User record.

Note: If there are no login records, that means the User is using an incorrect username when logging in.

Depending on company policies, the User may be locked out of their account if there are several incorrect password attempts in a row. If the login record displays "Failed: Computer activation required" that means they were presented with a security challenge (see the "Security Challenge" tab on this page.)

Reset a User's Password

Administrators can manually reset a User's password by following the steps below.

Click the gear iconin the top right of the screen, thenclick Setup.

In the menu on the left, click Users.

Click the name of the User that you want to modify.

Click the Reset Password buttonin the menu at the top of the screen.

Clicking this button will send the User a new password through email.

Changing Administrators

If you no longer have access to the email address associated with your current account administrator, you can change the system administrator for your Propertybase account by clicking here.

More Troubleshooting by Salesforce

Here is more troubleshooting by Salesforce by clicking here. Last resort would be to create a support case with Salesforce directly, here are the instructions.

Here are some additional troubleshooting steps.1. Clear cache, browsing history, cookies for all time of the browser you are using.2. Make sure that the "Block third-party cookies" option in the browser setting is disabled.3. Clear and do not use bookmarks for Salesforce (please be advised that using bookmark is not recommended)4. Do not use saved passwords and autofill setting when logging in; instead, manually type in the password and username5. Add the following Salesforce domains to the "Allow" list in the Cookie settings1. Open the Chrome menu (3 vertical dots in the upper-right)2. Select "Settings"3. In the "Search Settings" field at the top and type the word "cookie" without quotes4. Select "Content Settings" from the results that appear5. Select "Cookies"6. Select the "ADD" button under "Allow" and add the following domains (repeat this step for each domain):

[*.]content.force.com[*.]force.com[*.]salesforce.com[*.]salesforceliveagent.com (Necessary if you are using Live Agent, Omni or SOS)

NOTE: You'll need to enter the domains exactly as shown above, including the "[*.]" part

Through the power ofFront Desk, Propertybase is able to capture leads from contact forms. There are several different methods Propertybase uses to accomplishes this. In this article we will review, in detail, how to configure one of those methods: XML-to-Email.

Note:Before you can use XML-to-Email, you must enable Front Desk.

Overview

FAQs

XML-to-Email Overview

The concept of XML-to-Email webforms is very simple. Your web form captures data from potential leads and sends that data in a specific XML format to your unique Front Desk email address. It's very important the data being sent to Front Desk follows the specified XML format. The code below shows all supported XML tags for both Contact and Inquiry objects. Please note that XML tags are case sensitive.

Supported Contact Fields

<FirstName>Form Data</FirstName>

<LastName>Form Data</LastName>

<Email>Form Data</Email>

<Phone>Form Data</Phone>

<LeadSource>Form Data</LeadSource>

<MailingStreet>Form Data</MailingStreet>

<MailingCity>Form Data</MailingCity>

<MailingPostalCode>Form Data</MailingPostalCode>

Supported Inquiry Fields

<Project_Name__c>Form Data</Project_Name__c>

<pbasr__Rotation_Name__c>Form Data</pbasr__Rotation_Name__c>

<Property_Enquired_About__c>Form Data</Property_Enquired_About__c>

<Enquiry_URL__c>Form Data</Enquiry_URL__c>

<How_did_you_hear_about_us__c>Form Data</How_did_you_hear_about_us__c>

<Enquiry_Source__c>Form Data</Enquiry_Source__c>

<Message>Form Data</Message>

Note: Not all XML tags are required, only Last Name. This is how Propertybase assigns leads to specific Contact records.

Custom Fields

You can use custom fields, but you must include the exact API name of the field you would like to use. Our support team will need to verify that we have setup the correct mapping in the backend. After you send in test record if something does not go in correctly, let us know and we will adjust your mapping. Always make sure you Grant Access, so we can verify.

Frequently Asked Questions

What if I can't send my emails using XML?

Email to FrontDesk only works if the email is formatted as an XML as this is a machine readable format. If you are unable to send emails with XML then please investigate other services such as FrontDesk Forms or WebToProspect API. Help Articles below.

FrontDesk Web Forms

WebToProspect REST API

Does the fields have to be in a specific order?

No it does not matter, Inquiry and Contact fields can be mixed up. As the system will know where to start and stop grabbing the information for each field. Start grabbing last name at <LastName> and end at </LastName>

My XML is missing from the data when it is sent to FrontDesk

Check that your email format is TEXT and not HTML as a HTML formatted email with XML in the body will cause problems.

If building emails with PHP please refer to this blog article. https://www.tutorialrepublic.com/php-tutorial/php-send-email.php

If you are not currently publishing to portals, you must start with the instruction in this article Australian Portals - How to correct Enable the Portals Help file.

To view common Listing Portal feed errors, please refer to the Australian Portals - How to correct Portal feed errors Help file.

These questions are not in any particular order. Search the screen using Control+F [CTRL+F] to find the keyword.

Q1) This listing is not allowed to be published to Portals.

For each Propertybase Listing that you wish to publish to the Portal, ensure System allowed for Portalsis ticked on the listing details. Ticking this field turns on validation rules to ensure that you have the required data on the Listing record before you publish the listing to the portal.

Q2) REA Listing feeds are not pushing to the Portals. What do I need to do?

Realestate.com.au has special ID requirements to be able to push Listings to their Portal. So make sure each Listing has a unique ID in the Portal UniqueID field. It is recommended to have this field set to the Record ID for each Listing by default.

Q3) None of my Property Listings are being pushed to my Portals. What do I need to do?

Confirm the Portal has authorised Propertybase as your XML Portal feed provider

The unique Agency ID is set in Propertybase

For each Propertybase Listing that you wish to publish to the Portal, ensure System allowed for Portalsis ticked and in the Listing > Portals tab click Publishfor the Portals you wish to publish the Listing to

To refresh the feed and send all active Listings to the Portal again, go to the Propertybase Portal record and edit and save the record and this will send all of the active Listings to the Portal.

If you experience any further issues, contact the Portals via the below details;

Domain XML specs [email protected] REA XMLspecs https://help.realestate.com.au/hc/en-us/requests/new

Q4) Where in Propertybase can I view the Listings that have been pushed to the Portal?

You may view details such as active portal feeds, update history, external portal IDs, et al, in a couple of different areas in Propertybase. This layout is cusomtizable.

On the Portals tab, click the portal's name to view which listings are active/inactive on that portal.

On theListing,go to the Related list to find the same selected fields.

Q5) How do I know when the Listing was last updated?

On theListing,go to the Related list to the list of Listed on These Portals. There is a Last Updated date on each record. If nothing appears in this list refresh the page or refer to Q3.

Q6) Updating the Listing Agent details & Multiple Listing Agents

The XML feed supports up to two Listing Agents details.

Listing Agent details: ifthe listing agent #2 does not have an agency ID, it is assumed that the agent is from the same office. And ifthe listing agent #2 does have an agency ID, then it is assumed that the agent #2 is a conjunction agent.

Listing Agents #3 and #4 can also be added. If you would like to auto-populate the Listing Agent's details based on their User Profile record, you can use workflows to update these fields for you.

Q7) The Listing Agent Photo is not displaying correctly on the Listing.

The XML feed does not control the Listing Agent photo for Real Estate Portals (only for Web Listings to your website).

Login to your Portal and check the Agent's Profile and the Listing details are an exact match as described in this REA Help article;

https://help.realestate.com.au/hc/en-us/articles/115005492628-How-do-I-change-or-resize-an-agent-s-photo-

Q8) How does my Sold/Leased information get published?

Portals request the sold/Leased price, but this can be withheld on request.If the field `Price on Request` is ticked then we don't publish the Sold/Rented price.If the field `Price on Request` is not ticked then we publish the Sold/Rented price.

Q9) How can I change the displayed Listing Price?

The XML feed will use Listing Price as a default. If you wish to hide the Listing price for the published feed or display text such as "Price from $600K-$650K" then you will need to use the "Price on Request" or the "Display Price" field.

"Price on Request" field this will simply hide the Listing Price and display "Price on Request" by default.

When you enter text in the "Display Price" field, the Display Price will be published (irrespective of whether you have the Price on Request ticked).

Q10) My pictures are not shown on the Portal.

Check that you have ticked the PORTAL FEEDcheckbox next to the picture in the listing media manager.

The first image in a set of images may not be a PDF.

Q11) How can videos be made live on the Portal?

Refer to this article on managing media. There is a tab for Adding Links: Managing Images & Media

If your video is a virtual tour, modify the picklist on the PropertyMedia object to include the tag for Virtual Tour, then be sure to tag this media item.

Q12) How do I add my Open for Inspection times?

There is a Related list on the listing record where you can add your inspection times to the listing. This data feeds to portals.

Inspection Times field`pba_ausfields__Inspection_Times__c`on the Listing should not be on the page layout. This is a system field. The Inspections need to be added to the Related list and titled Inspections.

https://partner.realestate.com.au/documentation/reaxml/elements/

Q13) What are the file requirements for Floorplans for the REA Portal?

To successfully upload a floorplan to the REA Portal, the file must be a jpg, gif or png image. The floorplan can not be uploaded to the REA Portal as a pdf, as this is a requirement from Realestate.com.au.

Also only 2 floorplans are allowed per Property. See the below link formore details;

REA Help article on Floorplans

Q14) How often is my Listing published?

It totally depends on the portals. We have "real-time" connections so every "save" on the listing will update the portal. But we have also portals, who just update once every 10 minutes.

Q15) I set up portals but have received an XML error. What do I do?

Refer to this Troubleshooting article

Q16) Which portals are for which type of agencies?

Agency

Residential

Commercial

REA Group

realestate.com.au

RealCommercial

Domain

Domain.com.au

CommercialRealEsate (CRE)

Domain

Allhomes Rental and Sale

N/A

CommercialView

view.com.au

commercialVIEW.com.au

Q17) Consumer Affairs Victoria requires he following for each residential property we are engaged to sell:IM, Signed Authority, Statement of Information (Victoria). How do I upload those?

You can add a tag on the Property Media object calledStatement of Informationthen upload the document and tag it. This will push it to the portals per your requirements. See the help file on adding tags forProperty Media. https://help.propertybase.com/hc/en-us/articles/203183913-Changing-available-tags-for-images

Q18) What are these fields for: Property Type 2 & Property Type 3?

These are fields in the AU country add-on package.

pba_ausfields__PropertyType_2__cpba_ausfields__PropertyType_3__cThese are picklists added only for commercial listings, as they are the ones commerical feeds usually use. If you are not maintaining a commercial listing, these fields should not be on the page layout.

Q19) How do I use the multiple listings feature?

There is a checkbox field Is Multiple. Add it to the page layout for Sale & Lease record types only.

When Is Multiple is ticked, you must include the price range and area range:

pba_ausfields__Listing_Price_From__c

pba_ausfields__Listing_Price_To__c

pba_ausfields__Rent_From__c

pba_ausfields__Rent_To__c

pba_ausfields__Size_From__c

pba_ausfields__Size_To__c

Refer to this REA specifications for further details:

Q20) I uploaded a file but when I try to view it, I receive an error (e.g. "failed to load resource" or "forbidden")

Check the name of the media file. Avoid using special characters. Remove the file. Rename the file without special characters. Upload the renamed file.

Q21) The Display Price is not displaying correctly and is showing "Awaiting Price Guide".

As of the 03/12/18 REA has changed the relationship between display price and search price. This change is inline with their Acceptable Use policy. If the Listing is uploaded with a Display price outside of the 10% search price, the display price will be removed and replaced with "Awaiting Price Guide". This is a prompt for you to correct the Display Price. Once corrected the Listing will be displayed as normal.

Q22) I have entered the Auction details on the Sale Listing, however the Auction details are not being sent to the Portal.

Check that you have updated the "Authority" field to select the "Sale by Auction" picklist value.

Validation Rules are useful to check data quality and force users to add information if required (instead of making a field required) when it needs to be there e.g. when the status becomes active, make sure the listing price is present (things that are perhaps mandatory by the portal (not to be rejected) or others that you simply want to never forget (data quality)). You likely will find some default rules on the listing object but might need to adjust or amend them to you needs. You can also deactivate rules if they are not valid for your usage.

Note: In this article there are some validation rule examples you can, but you need to think about which API field names you are using and adjust them accordingly when creating your own rules.

Example Validation Rules for:

General Examples

Listing/Portal

Images/Media

Contact

Closing

General Example Rules

If you want to prevent changes made once a certain picklist value has been chosen (then only admins are allowed to change that specific picklist value). In the following case, this is done with a listing status preventing anyone from changing it once it is "Published", but could easily be applied to other objects, too:

AND (ISPICKVAL(pba__Status__c, "Published"),OR (ISNEW(),ISCHANGED ( pba__Status__c )),AND ($Profile.Name <> "PB Administrator",$Profile.Name <> "PB Office Admin"))

In the linked article below Salesforce explains how to disallow making changes to a "closed" closing (Salesforce calls this "Opportunity", simply replace that with "Closing" when reading it):

https://help.salesforce.com/articleView?id=000005286&type=1

Picklist validation with a Date field to be mandatory

Situation: You want to make sure to capture the closing date the latest when the closing status is changed to "Closed". Solution:To do that, the user agent must populate the closing date if this validation rule is in place:

AND( ISPICKVAL(Closing_Status__c, 'Closed'), ISBLANK(ClosingDate__c) )

Salesforce Help

Picklist Validation with another Picklist field to be mandatory

Situation: when a contact becomes an active contact, you want to be sure that the contact type has been set. Solution:The following validation rule will ask the user to select at least one contact type from the contact type multipicklist before he can change the contact stage to "active":

AND(ISPICKVAL(Stage__c, 'Active'),ISNULL(ContactType__c))

Note: Picklists and Multipicklists can be tricky to use in formulas and you might need read Salesforce help (see below) or search how others did it.

You can use validation rules on other records as well, Salesforce has some great ideas here: https://developer.salesforce.com/docs/atlas.en-us.usefulValidationRules.meta/usefulValidationRules/fields_useful_field_validation_formulas.htm and in this PDF "EXAMPLES OF VALIDATION RULES" here https://resources.docs.salesforce.com/206/latest/en-us/sfdc/pdf/salesforce_useful_validation_formulas.pdf

Listing / Portal Example Rules

Portal Mandatory Fields Validation

To make sure that listings can only be published on a Portal e.g. to Rightmove, so the status changed to "active"=is ready to be published, you will need to create one or more validation rules that check that at least all mandatory fields have been populated. You can use something like this:

AND( OR( ISBLANK(pba__Broker_s_Listing_ ID__c), ISBLANK(Displayed_Address__c), ISPICKVAL(pba__PropertyType__ c,""), ISBLANK( pba__ListingPrice_pb__c ), ISBLANK( Summary__c ), ISBLANK( pba__Bedrooms_pb__c ), ISBLANK( pba__Description_pb__c ), ISBLANK( pba__City_pb__c ), ISBLANK( pba__PostalCode_pb__c ), ISBLANK(pba__Address_pb__c)), OR( TEXT(pba__Status__c) = "Active", TEXT(pba__Status__c) = "Any Other Custom Status That Should Be Allowed To Go Online", TEXT(pba__Status__c) = "Under Offer" ))

which will check for one of the fields to be empty and that one of the listed statuses is present (so it can be more than just "active"). A validation rule will only have one error message, so with this example, the user will have to look for the field that is empty. You can also create a rule per field, then the error message can appear right next to the field.

Energy Certificate Information

As legal requirement you often have to ensure that you provided energy certificate information when publishing a listing. To do this, you can either check each field or a set of 2 fields (like the above) to have content, or you build a rule that might be a bit more complex but captures the situation best.

So, you could check when a listing is "active" and the energy fields are not "Patent Pending" or "not applicable" that the values have been added. That means the picklist may not be empty and when a letter (energy rating) is chosen, you must add the corresponding value:

AND( OR( ISPICKVAL( pba_espfields__Energy__c, "A"), ISPICKVAL( pba_espfields__Energy__c, "B"), ISPICKVAL( pba_espfields__Energy__c, "C"), ISPICKVAL( pba_espfields__Energy__c, "D"), ISPICKVAL( pba_espfields__Energy__c, "E"), ISPICKVAL( pba_espfields__Energy__c, "F"), ISPICKVAL( pba_espfields__Energy__c, "G"), ISPICKVAL( pba_espfields__Energy__c,""), ISPICKVAL( EnvironmentImpactRating__c,""), ISPICKVAL( EnvironmentImpactRating__c, "A"), ISPICKVAL( EnvironmentImpactRating__c, "B"), ISPICKVAL( EnvironmentImpactRating__c, "C"), ISPICKVAL( EnvironmentImpactRating__c, "D"), ISPICKVAL( EnvironmentImpactRating__c, "E"), ISPICKVAL( EnvironmentImpactRating__c, "F"), ISPICKVAL( EnvironmentImpactRating__c, "G")), OR( ISBLANK (pba_espfields__Energy_Performance__c), ISBLANK (EnvironmentImpactValue__c)), ISPICKVAL(pba__Status__c, "Active") )

Field Length Limitation Validation

And of course, you can add more fields or criteria to enhance listing quality, e.g. limit the amount of characters allowed in the address field by using:

LEN(Addressfieldname__c) > 60

-> This could be required if a portal rejects a listing because a field's content is too long or you can use it to force a user to keep it brief.

Postal / ZIP Code Validation Rule Examples

1. A portal requirement (e.g. in the UK) often is that Postal Code must be in upper case . You can remind the user with this rule:

2. Sometimes only certain postal code formats are permitted. To prevent a user from adding something else, you can check what was entered with regular expressions. In this example, this is what Idealista will expect to see: a format likeAD123 or12345 or1234-123, so

'^[0-9]{5}$|^AD[0-9]{3}$|^[0-9]{4}(-[0-9]{3})?$'

Obviously, the fields in the formulas need to contain your API field names.

Images/Media Example Rules

You can also use validation rules to check whether images have been added or go even a step beyond and check whether images (at least one) has been added to be published e.g. to the Portal Feed(s). In order to achieve this, you need to understand first, that the images (and media) you upload to "Media Manager" are part of the "PropertyMedia" object which itself is a child to the "Property" object. Knowing this, you can use so called "Roll-up Summary" fields to count the amount of records related to the Property. And lastly, you can have the listing check whether there is a positive count on the related Property for images. These are the 2 steps for this basic rule checking if there is any media present:

Create a new field of type "Roll-Up Summary" on the "Property" object called "PropertyMediaCount" counting "PropertyMedia". After creating it, it should look somewhat like this:

Then switch to the "Listing" object in Object Manager and add this validation rule (note: if you used a different field name for the counting field on Property, please adjust accordingly):

AND(OR(TEXT(pba__Status__c) = "Active"),OR(pba__Property__r.PropertyMediaCount__c = 0))

This will ensure that there must be at least one image (count greater than 0) when the listing's status becomes "Active". Obviously you can add your own "active" statuses as explained in other rules in this article.

Recommended Addition: You can even go a step further and have different Roll-Up Summary fields on the "Property" object counting different cases: when creating a roll-up summary field, you can also add criteria to what the field should count.

If you choose e.g. that "Portal Feed equals true", then it will only count the amount of images that have been added specifically to be published to portals. If the validation rule then checks for "greater than 0" on that field, it will basically check, if not only images are present, but also ensure that at least one has been added to be published to portals: Of course you can do this with "website" or "expos" as well and you could go yet a step beyond and check whether the mime type is an image (and not a document or pdf) and vice versa. So there are multiple combinations you could use this with criteria on the field.

Contact Example Rules

This article also has some useful examples: https://developer. salesforce.com/docs/atlas.en- us.usefulValidationRules.met Validation rules can also be great, to make sure a contact is qualified, e.g. has a phone or an email ->

Contact Communication Channels Quality Check e.g. as Active Lead Qualifier

If you only want it to be enforced upon creation:

AND(ISNEW(),ISBLANK(Phone),ISBLANK(Email))

If you want it enforced even when its being edited:

AND(ISBLANK(Phone),ISBLANK(Email))

If you want to enforce it when the stage = active:

AND(ISBLANK(Phone),ISBLANK(Email),ISPICKVAL(Stage__c, "Active"))

Even more useful validation rule ideas can be found here: https://resources.docs. salesforce.com/206/latest/en- us/sfdc/pdf/salesforce_

Closing Example Rules

Situation: You don't want to allow more than one closing being created for a listing. Solution:We have some "system" checkbox fields on the listing object that should be ticked automatically when you start a closing (check "Offer Automation" and "Closing Automation" in Process Builder). When these boxes are checked, you can have future closings check on their related listing, if these checkboxes have already been checked and by that disallow the creation. Also, you will need the "IsNew()" check in the validation, to only check this for new closings, not the existing one or you will not be able to edit your single closing either after creation. This kind of validation rule is a so-called cross-object validation (see more on ):

AND(ISNEW(),NOT(pba__Listing__r.pba__SystemHasAcceptedOffer__c = FALSE),NOT(pba__Listing__r.pba__SystemHasExclusiveOffer__c = FALSE),NOT( ISPICKVAL(Closing_Status__c, "Canceled" )))

Note: you will want to ensure that canceling the closing also unchecks the tickboxes. Update your "Closing Automation" Process Builder rule accordingly.

Activating Propertybase Webservices gives you access to several powerful features like Weblisting Services, WebToProspect, Front Desk and Facebook Lead Ads Integration. This guide is for PropertybaseAdministrators with a solid understanding of the Salesforce.com platform. Please note that Lightning customers do not need to activate webservices to use Front Desk or related integrations.

Note: You must request an additional (free) site license before activating webservices.

Please email Propertybase support and include your Propertybase ID to request your complimentary site license.

Have your complimentary site license? Wearing your webservices configuration hat? Great - let's get started.

Update API Access

Modify Object Settings

Assign License

Define Endpoints

Generate Tokens

Pre-1.617 API Access & Settings

Update Public API Access

Note: If you haven't previously registered a public API site, click here to do that now.

Next, we need to update the access settings for our API site.

Click the gear icon in the top right of the screen, then click Setup.

Type 'sites' in the Quick Find menu, thenclick Sites.

Scroll to the bottom of the page andclick the name of your PB public API site.

From thenext page, click Public Access Settings.

New: With Propertybase version 1.617 we simplified the setup process. If you don't want to upgrade please go to the tab Pre-1.617 API Access & Settings. You will still need to complete the settings in the other tabs once you are done here.

If you are on version 1.617 or higher please continue here:

Click on the Assigned User button

Click on the Site Guest User. Note: This user can be named differently in your org.

https://mysandbox-mycompany.cs1.force.com.

On the user, scroll down to Permission Set Assignments and click on Edit Assignments

Select Propertybase Webservices,move it to the right box Enabled Permission Sets and then click Save

This permission set ("Propertybase Webservices") contains all necessary Visualforce Pages, APEX Classes and Custom Managed Object Permissions necessary for using Webservices.

Note: Continue to the next step by scrolling to the top of the page and selecting the next tab.

Modify Object Settings

Next we will make sure all objects have the correct permissions. Setting object permissions invovles checking a lot of boxes. For the next section we will switch to Propertybase classic and install the Salesforce Admin Check All extension for Google Chrome. Once you have installed the extension, continue with the steps below.

Click your portrait in the top right corner of the screen and then click Switch to Salesforce Classic.

Next click Setup in the top right corner of the screen.

Type 'sites' in the Quick Find menu and under Develop,click Sites.

In the list of sites,clickthe nameof your PB public API or Webservices site.

Click Public Access Settings.

Under Apps,click Object Settings.

In the list of Object Settings,click Accounts.

Click Edit.

Copy the settings below for Record Types, Page Layout Assignments and Object Permissions.

Under Field Permissions, make sureall fields have Read Access. (You can leave Edit Access at their default values.)

Note: This step is where we use the "check all" box and take advantage of our Chrome extension.

Click Save.

Using the arrow next to Accounts, switch to the Contact Object.

Click Edit.

Copy the settings below for Record Types, Page Layout Assignments and Object Permissions.

Under Field Permissions, make sureall fields have Read and Edit Access.

Click Save.

New: With Propertybase version 1.617 we have simplified the setup process. If you don't want to upgrade please continue the configuration documentation on tab Pre-1.617 API Access & Settings at the headline: Modify Object Settings (pre-1.617). You will later on still need to complete the configuration in the other remaining tabs.

If you are on version 1.617 or higher you can continue here:

Click your name in the top menu and select Switch to Lightning Experience.

Note: Continue to the next step by scrolling to the top of the page and selecting the next tab.

Assign Propertybase License

Next we will assign a Propertybase license to our new site user, as well as adjust time zone and currency.

Click the gear icon in the top right of the screen, then click Setup.

Type 'sites' in the Quick Find menu, thenclick Sites.

In the list of sites,clickthe nameof your PB public API or Webservices site.

Click Public Access Settings.

Click theAssigned Users button.

Click Site Guest User, PB public API or Webservices.

Click Assign Licenses.

Check the box next to Propertybase V3.

Click Add.

Note: Continue to the next step by scrolling to the top of the page and selecting the next tab.

Define Endpoint URLs

One of the final steps in configuring webservices is to locate your endpoint URL. The first half of this URL is the domain name of the new webservice site we created and configured in this article. Follow the steps below to locate your endpoint URL.

Click the gear icon in the top right of the screen, then click Setup.

Type 'sites' in the Quick Find menu, thenclick Sites.

In the list of sites,clickthe nameof your PB public API or Webservices site.

Under Custom URLs, in the Domain Name column, the first half of your endpoint URL will be the second domain listed. In our case this is 'pbexample.secure.force.com'.

The table below lists the second half of the endpoint URL.

Service Name

Endpoint URL

Weblistings

https://pbexample.secure.force.com/pba__WebserviceListingsQuery

Web To Prospect

https://pbexample.secure.force.com/services/apexrest/pba/webtoprospect/v1/

By combining the custom domain we created in this article, with the data in the table above -we get our complete endpoint URLs for the weblistings and web-to-prospect services.

Note: Continue to the next step by scrolling to the top of the page and selecting the next tab.

Generate Tokens

Lastly we need to generate unique tokens and save them as Propertybase settings.

Click here to open a free Hash Token Generator. You can use MD5,SHA-1 or SHA-256.

Highlight the generated token and thencopy to your clipboard.

Add Propertybase Settings for both the settings listed below.

Note: Click here to learn how to add settings to Propertybase.

Setting Name & Key

Setting Value

webserviceListingsQuery_token

(the hash token that has been copied to your clipboard)

webserviceWebToProspect_token

(the hash token that has been copied to your clipboard)

Pre-1.617 Settings

Here you will find all necessary configuration if you are on a version below 1.617 and don't want to upgrade to the latest version.

We continue by going to the Public Access Settings. If you have missed a step, please go back to the first tab

From thenext page, click Public Access Settings.

Under Apps,click Visualforce Page Access.

Next to Visualforce Page Access,click Edit.

Using the right arrow button (Add),move those selected belowto the Enabled column. (You should add allpba.ClickToClaimpagesif you plan to use the Lead Routing feature)

Click Save.

Next we need to repeat that same process for the Apex Classes.

Click the arrow next to Visualforce Page Access, thenclick Apex Class Access.

Next to Apex Class Access,click Edit.

Using the right arrow button (Add),move those selected belowto the Enabled column. (You should addpba.PublicRouteDispatcherif you plan to use the Lead Routing feature)

Click Save.

Please continue to the Modify Object Settings tab to complete necessary configuration. Then return to this tab.

Modify Object Settings (pre-1.617)

You have already added some permissions in the tab Modify Object Settings but now we need to add some more that are not included yet.

Click your portrait in the top right corner of the screen and then click Switch to Salesforce Classic.

Next click Setup in the top right corner of the screen.

Type 'sites' in the Quick Find menu and under Develop,click Sites.

In the list of sites,clickthe nameof your PB public API or Webservices site.

Click Public Access Settings.

Under Apps,click Object Settings.

In the list of Object Settings,click Inquiries.

Click Edit.

Note: For the remaining objects in this section, we will leave the Record Types and Page Layout Assignments at their defaults. We will only be updating Object Permissions and Field Permissions.

Copy the settings below for Object Permissions.

Under Field Permissions, make sureall fields have Read and Edit Access.

Click Save.

Using the arrow next to Inquiries, switch to the Linked Listings Object.

Click Edit.

Copy the settings below for Object Permissions.

Under Field Permissions, make sureall fields have Read and Edit Access.

Click Save.

Using the arrow next to Linked Listings, switch to the Listings Object.

Click Edit.

Copy the settings below for Object Permissions.

Under Field Permissions, make sureall fields have Read Access. (You can leave Edit Access at their default values.)

Click Save.

Using the arrow next to Listings, switch to the Properties Object.

Click Edit.

Copy the settings below for Object Permissions.

Under Field Permissions, make sureall fields have Read Access. (You can leave Edit Access at their default values.)

Click Save.

Using the arrow next to Properties, switch to the Property Media Object.

Click Edit.

Copy the settings below for Object Permissions.

Under Field Permissions, make sureall fields have Read Access. (You can leave Edit Access at their default values.)

Click Save.

Using the arrow next to Property Media, switch to the Settings Object.

Click Edit.

Copy the settings below for Object Permissions.

Under Field Permissions, make sureall fields have Read Access. (You can leave Edit Access at their default values.)

Click Save.

Using the arrow next to Settings, switch to the SObject Work Queue Object.

Click Edit.

Copy the settings below for Object Permissions.

Click Save.

Using the arrow next to SObject Work Queue, switch to the SystemLogsObject.

Click Edit.

Copy the settings below for Object Permissions.

Click Save.

Using the arrow next to SystemLogs, switch to the SystemStructsObject.

Click Edit.

Copy the settings below for Object Permissions.

Click Save.

Click your name in the top menu and select Switch to Lightning Experience.

Note: Continue to the next step by scrolling to the top of the page and selecting the next tab.

Congratulations! You have successfully activated webservices for your Propertybase account. If you are activating this for Front Desk, send an email to [email protected] with your complete endpoint URL and your tokens, so we can connect your ORG for lead capturing.

At the bottom of this article are some of the features available once you have webservices activated.

Available Webservice Features

Check your webservice configuration by "connecting" to our demo website

Show Listings on your Website

Capture your Website Contact forms in Propertybase

Capture your Contacts from your favorite real estateportals

Capture your Facebook Leads

FAQs

How do I connect to the endpoint URLs in a sandbox environment?

Endpoint URLs for sandbox accounts should look like this:(Replace 'mycompany' with the custom Force.com domain name you created in this article.)

In Propertybase version 1.474 we've added Drip Campaign functionality to all Contact record pages.This article will walk through the process of configuring Drip Campaigns to work in Propertybase accounts upgrading to 1.474 or later. Already configured Drip Campaigns? Learn how to send your first Drip Campaign.

How do I know if I've configured Drip Campaigns?

Click the app launcher and select Drip Campaigns in the list of applications.

If you see the "Email Automation Is Inactive" message, you do not have drip campaigns configured.

Before completing the steps below, you must update to version 1.474 or later.

1. Configure Unsubscribe

2. Restart Email Scheduler

3. Layout Configuration

Configure Unsubscribe

Note: If you haven't registered a public API site, click here to do that now. If you have previously registered a public API site, please verify it's configured correctly by reviewing these steps.

Next, we need to configure the public API site to support unsubscribe.

Click the gear icon in the top right of the screen, then click Setup.

Type 'sites' in the Quick Find menu, thenclick Sites.

Scroll to the bottom of the page andclick the name of your public API site.

Note: Your public API site could also be called "Webservices" or something else entirely.

Next scroll down the page andclick Edit next to Site Visualforce Pages.

Using the Add button,move pba.Unsubscribe to the Enabled column.

Click Save.

Done! You have successfully configured your public API site to support unsubscribe.

To continue configuring Drip Campaigns, click the "Restart Email Scheduler" tab at the top of this page.

Restart Email Scheduler

Next we need to restart the Email Scheduler.

Click the app launcher in the top left of the page and select Control Center.

Click Email Settings.

Click Automated Emails.

Click Restart Scheduler.

When promted, click Restart Scheduler.

Done! You have successfully restarted the Email Scheduler.

To finish configuring Drip Campaigns, click the "Layout Configuration" tab at the top of this page.

Configure Contact Page Layout

Once you have completed the first two steps, we need to add necessary buttons to the contact record page.

Do I need to complete this step?

Open any Contact record.

If you see the Automated Email Opt Out checkbox on the contact details page, you can skip this step.

Open any Contact record.

If you see the Start Drip Campaign button in the actions menu, you can skip this step.

If you see both of the components above, you can skip this entire last step.

Congrats! You have successfully configured Drip Campaigns. Learn how to send your first Drip Campaign.

Add Automated Email Opt Out Checkbox

Click the gear iconin the top right of the screen, thenclick Setup.

Click Object Manager at the top of the screen.

Scroll down the list of Objects and click Contact.

On the left side of the screen, click Page Layouts.

Select Individual Contact from the list of layouts.

At the top of the page, click Fields in the grey box.

Drag 'Automated Email Opt Out'from the grey box at the top of the screen to the position shown below.

Add Start Drip Campaign Action Button

At the top of the page, click Mobile & Lightning Actions in the grey box.

Drag Start Drip Campaignfrom the grey box at the top of the screen to the position shown below.

Next click Related Lists at the top of the page.

DragDrip Campaignsfrom the grey box at the top of the screen to the position shown below.

Next click the Properties icon next to Drip Campaigns.

Configure properties for Drip Campaigns based on the image below.

Click save at the top of the screen.

Repeat the same process for the Company Contact layout.

Congrats! You have successfully configured your account to support Drip Campaigns.

Click here to learn more about using Drip Campaigns in Propertybase.

We have added a new Image Upload option with a new Visualforce page for Propertybase v1.614 and higher to host your photo's within the CRM! This allows you to host and display photos with ease. To add this Visualforce page to your CRM, follow the steps below.

Configuration

First, you'll need to go into your profile in the top right:

Once in the Profile page, you will use the Settings icon (gear) to Edit Page:

At this point, you'll see Lightning Components on the left-hand side. If you scroll to the bottom of that list and find the Visualforce option, you can drag that over to the top of the components section and drop it. That will give you an open box to define on the right-hand side. There, under Visualforce Page Name you can search for User Image Upload:

Under User Image Upload you can set the height in pixels to 550.

Once this is done, you can click Save in the top right:

Now, select the Back button to go back to your profile.

Functionality

From here, you can use the Choose file button to select the image you'd like to use by going to Choose file:

Please upload square profile images when you plan to use them in email templates or to sync Users with Propertybase websites. When using the image in a template, make sure you have added the correct image field to the template.

Users with the profiles PB Administrator and System Administrator have access to upload images on all users, users with other profiles only have access to their own image upload.

Once you're chosen picture is uploaded you'll have additional functionality to:

Copy the User Image with the icon to the right of the image URL:

Remove the Image:

Choose a new file or image:

Here is an example of the component once a photo has been uploaded:

Also, if you go into the User Detail button in the top right-hand corner,

you'll see you now have a URL for Profile Photo under Website Information (scroll down) that you can use to download, etc.:

And that's it, you're all set! You now have access to the new Image Upload feature!

Once your ORG is active and you are working with your own data, you can delete all of the Propertybase demo data with just a few clicks!

Open the Developer Console:

In the "Debug" menu select "Open Execute Anonymous Windows":

Copy this code here and paste it to the new text box. Then press "Execute":

Organization org = [SELECT CreatedDate FROM Organization];

Datetime creationDateMin = org.CreatedDate;

Datetime creationDateMax = org.CreatedDate.addMinutes(2);

List<Contact> trialContacts = [Select id from contact where CreatedDate >= :creationDateMin AND CreatedDate < :creationDateMax];

delete [Select Id from pba__ActionPlan__c where pba__Contact__c in :trialContacts];

delete [Select Id from pba__DripCampaign__c where pba__Contact__c in :trialContacts];

for (SObjectType t : Schema.getGlobalDescribe().values()) {

String objName = t.getDescribe().getName();

if (t == pba__Request__c.SObjectType

|| t == pba__Listing__c.SObjectType

|| t == pba__Property__c.SObjectType

|| t == pba__Offer__c.SObjectType

|| t == pba__Closing__c.SObjectType

|| t == Contact.SObjectType

|| t == Account.SObjectType

|| t == pba__Transaction__c.SObjectType

) {

List<SObject> sObjs = Database.query('Select Id from ' + objName + ' Where CreatedDate >= :creationDateMin AND CreatedDate < :creationDateMax');

delete sObjs;

}

}

You can find the deleted recordsin the recycle bin.

In Propertybase version 1.609, we have updated Login Box to include several new features. Still included is the ability to refresh your connection (without reloading the page), check your current Propertybase version and System Status at any time. We have also included several new Quick Links to connect to multiple high-use areas depending on your Org's integrations.

New Features for Login Box

Configuration for Login Box

We have added several new features to your Propertybase login box!

Once you have updated to v1.609, you will see a new and improved Login Box.

The new Quick Links include:

Intranet: If you are a BackAgent customer and have matching email addresses in both Propertybase and BackAgent you can select this to SSO (single sign-on) into BackAgent.

Select Website: If you are a Boston Logic Website customer this will allow you to sign into your Website.

Transactions: This will also SSO into BackAgent, taking you directly to the Transaction section of BackAgent.

Print Marketing: Again, this will SSO into BackAgent, leading you into the Print Marketing section of BackAgent.

Help Center: This option takes you directly to the Help Center.

A Lead Routing Toggle: To turn Lead Routing on and off.

The Latest Propertybase Version Installed and Connected to Propertybase Services lights remain the same, they will appear green if they are up to date and red if they need updating or a connection refreshed. You can select these if they are red and allow the system to walk you through the update or refresh of services.

If you are a CRM (Propertybase) only Org your login box will look similar to this:

The "My Number" option next to the Help Center button will be active once our New SMS feature has been released.

Some Configuration Required

Some configuration will be needed if you're updating from 1.495 or below or a brand new customer.

You will automatically see the new login box. However, not all of it will be visible

We can fix this by using the page editor and increasing the height.

From the homepage, click Setup and thenEdit Page.

In the middle of the screen, click on the Login box.

On the right side of the screen, update the height to 320.

Click Save.

Click Back.

All done! You now have the latest and greatest login box.

From Propertybase version 1.595 Contacts can now be linked together as Households through a new object related to the contact called Household! This is a great feature that will allow Agents to see Households as a whole and be able to reach out to them in various forms, with ease.

Configuring a Household

This will show you how to configure your Households on the contact detail page. You will need to add a lookup field and an action to the page layout.

First, you'll need to go the the Object Manager and select the Contact Object:

Next, you'll need to go to the Page Layout and select Individual Contact or another Page Layout where you want to have access to Households:

On the Individual Contact you'll need to select Mobile and Lightning Actions on the left and find the 'New Household' Action.Drag the New Household Action down to the Page Layout:

Next, you'll need to select Fields and search for Household at the top. This will bring up the new Field called Household:

This is a lookup field that you'll drag down and add to the Contact Information.Once this is done select Quick Save at the top:

Done!

Using the Household feature

Once you have added the configuration for the Household feature you can begin using it!

To do so follow the steps below.

First, you'll need to go into your Contacts and select a Contact that you will be creating a Household for:

You'll see the new Household Field that you'll need to update below the Contact's Email, but we recommend using the Action dropdown in the top right of the page.

Here, you'll select New Household.

This will bring up a pre-filled window with the Household name (you can change this to meet your needs) and the Primary Contact's name:

Once that is saved you can go back to your contacts and select the other members of the Household you're setting up.

Select another Contact which you wish to link in this Household by selecting the edit pencil for the Household field of the new contact.Once selected you can search for the Household name you setup and select it:

Your search will reveal the new Household you have set up and will now allow you to select and Save at the bottom of the page:

Once saved you will see the connection between the two Contacts when you click on their Household and go to the related list:

Quicksend feature

These Households are also available to select directly in the for ease of Email contact with customers.

Now you are ready to begin using the Household feature!

Using Teams and Offices

Propertybase has added new Objects for Team and Office. These Objects have within them,Team Members and Office Members. This will allow Offices and Teams within Offices to be linked together for ease of use. The new Objects will sync with integrated websites and allow users to enter new Teams and Offices along with their respective members (Team Members and Office Members) directly into your Propertybase CRM!

Any Teams and/or Offices previously entered into the Websites will be migrated into Propertybase CRM. From here on this information will be maintained exclusively in Propertybase CRM.As soon as the migration is done, Teams and Offices and their Members must be edited only in Propertybase CRM!

This feature is currently released as Beta for all customers with a Propertybase Website. If you want to test it out prior to the official release please contact your support agent and we will activate it for you.

When you download Propertybase version 1.598 or higher these new Objects will be available (Currently in Beta phase). Need help updating to the newest version? You can follow the steps here!

Configuration

Behavior and Logic

Sharing Rules

FAQ's

Configuring Teams and Offices

Ready to get started with Teams and Offices?

Let's get started!:

First, youll need to go to the gear icon in the top right and click on Setup.

This will allow you to navigate into the Object Manager in the top left-hand side.

Once youre in the Object Manager, youll need to search for the User object in the search section.

Next, select User from the list andclick on User Profile Page Layouts.

Here, youll click on User Profile Layoutson the left-hand side.

Once you're here you can select Related Lists:

Next, you'll drag and drop Office Members and Team Members

down to the Related Lists:

Next, you will go into the Wrench Icon above Office Members and configure it to only have:

Office

Office Administrator

Office Manager

Primary Manager

Next, you'll go into the Wrench Icon for the Team Members and add only:

Teams

Now you can save this using the Quick Save button in the top bar.

Please select Yes when you receive the Overwrite User's Related List Customization Warning:

Now, when you go to your Users, you'll see the two new related lists of Office Members and Team Members:

Using the drop-down arrows to the right of either related list above, you can select New and create a new Office or Team Member. Here you can set the members:

User OR Team (Do you want a User or a Team to be part of the Office?)

Office

Position:

Primary Manager

Office Manager

Office Administrator

Once this is saved you will see the changes in the User:

With these new Objects setup, Teams can also be a part of an Office!

Below you'll see the Office information with the Office Members in the Related Listthat shows theTeams and Agents in that Office. In the Related List of "Teams", you can see the Teams that have selected this office as their primary office.

To add MLS ID's, please add them as MLS Memberships (also above). MLS IDs for Teams and Offices should include the Team OROffice in the lookup field (not the User) and the correct MLS Name. The MLS ID should be put into the field: List Agent MLS ID.

It is important to note that if a Team is deleted from Offices or Teams it will remove all team relationships for the Team being deleted.

Office/Team Overview:

Access all Offices and Teams via App Launcher:

On the list view, you can get to an overview of all teams and all offices

article.

You can see all details of a Team and Office here:

You can also add new Office and Team Members here:

Behavior and Logic

Initial Setup

Field Mapping:

Upon initial setup of Teams and Offices, all existing teams and offices on your Website will be migrated into your Propertybase Org based on Field Mapping. Teams and Offices that contain Agents/Users that are not synced correctly between PB CRM and the Website will not be migrated.

You can use the following worksheet for Field Mapping for Teams and Offices: https://docs.google.com/spreadsheets/d/1nl4PpLQ-GygPLp30Re9_hUxiY49A53jr5-8mFvLdKaA/edit#gid=0

*Please note the tabs at the bottom of the worksheet to toggle between Teams and Offices.

In order to Sync your Users, you'll click on the "Sync Users to Website" button and an auto-sync of Teams and Offices will start the sync to the Website. Please note *The sync is automated and runs every 10 minutes (same as with Users)

Things to note:

A Team needs to have at least one User.

An Agent should only be part of ONE team

Lead Routing for Website Leads

General facts about lead routing:

Leads can only be assigned to Users (Agents) that are synced between CRM and Website without errors.

If an agent or team is selected when the Lead is entered on the website, the lead will be routed to that Agent/Team in Propertybase.

The Contact Owner in Propertybase and Assigned Agent on the Website for Contacts/Leads are synced. ie: when the Owner or Agent changes in one system, it is changed in the other system as well.

Below you'll see the sync paths:

Propertybase Lead Router can be used to route Office and Team leads inside PB CRM:

To route Office Leads, set a Primary Manager. All contacts where the fields Lead Source is Website, Office (Lookup) is the respective Office and Contact Owner is the appointed Primary Manager can be routed to a Lead Routing Team via one of the available Distributors.

To route Office Leads, set a Team Lead. All contactswhere the fields Lead Source is Website, Team (Lookup) is the respective Team and Contact Owner is the appointed Team Lead can be routed to a Lead Routing Team via one of the available Distributors.

Adding or removing Agents

If Propertybase CRM users are added to Teams or Offices via Team Member/Office Member on the Website, they will be added to the Team/Office

If Propertybase CRM users are deactivated or removed from a Team or Office via a Team or Office Member, they are removed from the Team.

Adding a Team to an Office

Teams can also be added to Offices by creating an Office Member record that links the Team to the Office. You can do this by going to Offices, select the Office you'd like to add a member to, click on Related in the top-left and then click on the New button to add the respective Team Member and link them to a team:

MLS IDs

Add MLS IDs for Teams and Offices via MLS Membership record. Fill out the fields MLS Name and List Agent MLS ID as well as the Office OR Team lookup field:

Logs and Errors

Logs and errors that can occur when Offices and Teams or their members are synced or imported initially can be viewed in the Control Center section Website Integration.

Sharing Rules

For an initial overview on sharing rules in Propertybase please visit this article

For more information about sharing rules, in general, you can also reference the following

The first thing you need to do is add a new public group that contains all team or office members:

Go to Setup and search for Public Groups. Then click on New, Enter a Label and Name and select all members of your team or office, then click save.

Afterward, search for Sharing Settings under Setup, then go to Edit. Now, you need to change the default sharing settings of your contact to Private for both Default Internal Access and Default External Access,then click Save.

This may take a while, depending on the number of records in your Org.

On the same page, underManage sharing settings forselect Contacts.

Click on New.Here you can define the Name of the sharing rule. You can base it on the record owner (a member of the team or office for example) and select which records are to be shared.

In this case, the records that are owned by members of the team/office. Then you can define who to share them with, in this case again the members of the team/office.

Finally, you can define if it should be read-only (makes sense for one office) or read/write (makes sense for a team), then click Save.

Once you do this for all offices and teams, you are all set!

FAQs

Q: My team and/or office has not synced over. What should I do? A: Please double-check if all team and office members are synced correctly between Website and CRM and contact PB Support.

Q: I have not received any leads. Why? A: Please check the logs for errors. These can be found in the Control Center section, then go to Website Integration, then select Logs and check if there are any errors. If you are using Lead Router, please check the settings.

Q: My Team does not show up on the website. A: Please check the Fields Display Bio and Lead Management on the Team

Need help editing picklist values? You're in the right place! To edit the values in a picklist, simply navigate to any record that contains a picklist and follow the instructions below.

In this example, we will be editing the values for the Contact Type picklist located on default Contact records.

Propertybase Lightning

Propertybase Classic

In Propertybase you have the functionality to add, remove and edit picklists.

Adding a New Item

Missing Values & FAQ

Adding a New Item

From any Contact,click the gear icon and thenclick Edit Object.

On the left side of the screen,click Fields & Relationships.

Next scroll down and click Contact Type.

Voil! From here you can edit, delete, reorder and add new picklist values.

Creating New Values

When creating a new picklist value, in this example, we will add a new Picklist value titled "Call In" to the'Lead Source' field on the Contact object.Locate the field and click the field name (not the action 'Edit'). The picklist values are at the bottom of the page.You can create a new value by clicking New.

Setup

Attention: Add the new value and make sure you mark the record type checkboxes to add the value to that page layout. Any checkbox left unmarked will not contain the new value. Here we have chosen to add the value 'Call In'.

Now save the new value.

Multiple values at one time-Multi-select picklists in Lightning no longer require you to add them to the Selected column. You can now hold either the CTRL and click or hold the SHIFT and click. Any options highlighted in Blue are now selected.

How to Fix Missing Values

Forget to add a picklist value to a record type? See below for instructions on how to resolve this minor issue.

Option 1 - Update Record Types

Using the Object Manager, navigate to the object that you created the new picklist value on. (Continuing our example from above that would be the Contact object.)

Click Record Types on the left side of the screen.

Next,select the record type that you would like to add the picklist value to.

On the following screen click Edit next to the picklist that contains the newly created value.

Select the picklist value that you would like to add and click the top arrow.

Click Save.

Done! You should now see the picklist value on the record page.

Option 2 - Recreate, Delete and Replace

Optionally you can simply delete the value and replace all records with a new one (one with the proper record types.) First, start by creating a new picklist value with the correct record types selected. Once completed, click the Del button next to the old value.

Next, you will be prompted to select which value should replace the deleted one. On this screen, select the value you created in the previous step.

Done! All records will be updated using the newest value.

Global Picklist Values

If you want to work with Global Picklist Values, take the following into consideration:

Property and listing picklists need to inherit from the same global picklist and support same values.

The global picklist needs to be assigned to all affected record types.

The user profile does need to have permissions on all the picklist field.

Requires fewer than 1,000 total active and inactive values.

In Propertybase you have the functionality to add, remove and edit picklists.

Adding a New Item

Missing Values & FAQ

Step 1: Find Field

The first step is to find the field you want to edit as the location of the field will differ if it is on a Salesforce Standard object or a Propertybase custom object. You can also use the Force.com Quick Access Menu to View Fields. Jump to Step 2 if you use this.

Standard Object (Contact / Account)

If you want to edit a field that is on a standard object, go to Setup > Build> Customize > Contacts / Accounts > Fields. Select the object you want to edit.

Find the field with the picklist values to be edited. Click the field name to access the properties of the field and edit the picklist values.

Custom Object (Request / Enquiry / Listing / Property / Offer)

To edit a custom object such as Request, Listing, Property or Offer, you must go to Setup > search 'Objects' in the quick find box > under Create, clickObjects.

Select the object which has the field you want to edit.

Find the field you want to edit the picklist values and click on the name of the field to access the properties of the field.

Step 2: Edit Picklist Values

In this example, we will add a new Picklist value titled "Call In" to the'Lead Source' field on the Contact object.

Locate the field and click the field name (not the action 'Edit'). The picklist values are at the bottom of the page.

You can create a new value by clicking New.

Attention: Add the new value and make sure you mark the record type checkboxes to add the value to that page layout. Any checkbox left unmarked will not contain the new value. Here we have chosen to add the value 'Call In'.

Now save the new value.

Missing a value?

The value does not appear on the record.

When adding the picklist value you forgot to make it visible to the record type of the record you are viewing.

There are 2 possible ways to resolve this :

Method 1

Step 1 -Go to the force.com pull out menu from the offending record and select the View Record Type. This will enable you to fix the picklist values visibility for the record type you are viewing.

or

Go to the record types for the object and add the picklist value to each record type.

In our example, let us assume we forgot to add the "Call In" to the record type on the Lead Source field on the Contacts object. Go to | Customize | Contacts | Record Type

Once in the Object settings, scroll down to the Record Type section. You will need to go into each available record type and make sure that the values of the picklist are available. To continue this example in the Contact object select: Individual Client

Step 2 - On the next screen, you will see the Picklists Available for Editing section. Since we edited the 'Lead Source' field, we need to edit this picklist.

After selecting Edit, you will see a list of the available values to add to the picklist.

Select "Call In" and move it from the Available Values list to the Selected Values list by clicking the Add button.

Save and your picklist is updated.

Method 2 -You can delete the value and recreate or replace it making sure you selected the Record Types. This is easy if you only have one value if you have multiple use the other methods.

Example if I want to delete the Buyers value and replace it with Buyer. Hit the Del link and the next page it will give you the option to replace it with other values in your list.

Global Picklist Values

If you want to work with Global Picklist Values, take this into consideration:

Property and listing picklists need toinherit from the same global picklist and support samevalues

The global picklist needs to be assigned to all affected record types

The User profile does need to havepermissions on all the picklist field

Requires fewer than 1,000 total active and inactive values.

Note: If you are not familiar with Process Builder and creating automations, please familiarize yourself with the tool e.g. by reading this trailhead

Example 1

Example 2

FAQ

Example 1: Update Record Status if there has not been client activity for a while

Situation:

You have new incoming contacts or requests that have not been taken care of in a certain time and want to be informed or inform someone about it or you want to change the status of a record if there has not been an activity with it for a while (a contact goes stale, an offer expires, a closing

In the following example, you want to show, e.g. in a path, that the contact has not been contacted for a while concerning his active request and hence want the system to change the status if the last activity has been longer than 30 days ago. So the system can use the activity's date related to the request record to set that planned status change if nothing else happens in the meantime.

You will need some additional fields to support the automation. This overview breaks down the entire setup needed:

https://trailhead.salesforce.com/en/content/learn/modules/business_process_automation So, following the above in overview these are the steps: On the object (request) you want the change to happen create 3 custom fields - none of them have to be on the page layout, but it might be helpful during initial setup: - a Date field to capture Last Activity, so e.g. Last Activity Date (Process Builder) (Date field! Not formula!) - a Date field that will trigger the rule, so e.g. Rule Date(Process Builder) - a Checkbox field e.g. Process Helper (or PB Helper) Then create two process builder rules: Process 1 -> Task

When a task is created or edited

Criteria: task status = completed AND task related to ID starts with "a0Q" ->Note: to identify what characters your object's records startwith, find a record (in our example "request") and copy the first 3 characters of a record ID from the URL. This is different from ORG to ORG.

Action 1: If "Process Helper" (PB Helper) = FALSE AND Status = Active, then update

- Last Activity Date (Process Builder) to Task Date (e.g. CompletedDate, so when the task was completed, but you can also use other available date fields depending on your goal)- Rule Date (Process Builder) to TODAY() (formula)- Process Helper to Boolean = TRUEAction 2:If "Process Helper" (PB Helper) = TRUE AND Status = Active, then update

- Last Activity Date (Process Builder) to Task Date (e.g. CompletedDate so when the task was completed, but you can also use other available date fields depending on your goal)- Rule Date (Process Builder) to TODAY() (formula)- Process Helper to Boolean = FALSE

The last two actions are redundant, but required like that in order to trigger either way an activity change comes through.

Process 2 -> Request

So, now that the activity updates the request, the request can plan the status change:

When a request is created or edited

Criteria1: ifStatus = Active AND Rule Date (Process Builder) = TODAY()AND Process Helper(PB Helper) = FALSE

Set SCHEDULED ACTIONS: 30 DaysafterLast_Activity_Date_Transfer_ProcessBuilder__c

Add Action: update Status to "Lost"

Criteria2: IF Status = Active AND Rule Date (Process Builder) = TODAY()ANDProcess Helper(PB Helper) = TRUE

Set SCHEDULED ACTIONS: 30 Days After Last_Activity_Date_Transfer_ProcessBuilder__cAdd Action:update Status to "Lost"

This will create a routine for 1 status change. You can enhance this with additional time-based actions for other time periods and status changes, so you would repeat point 3 and 5 above for +60 and +90 days. Or even add an Email Alert action to inform someone about it.

Why this complex setup? The rules only run when something changes on a record. So, if you reach more than e.g. 60 days of no activities, it could also mean that the record also wasn't touched during this period. So you must create all updates right from the first time the record is created and every time the alerts should reset. Then, if an activity happens, the planned action is also updated to a new date +30, +60, +90 days. Btw, you can then see these planned actions in Setup>Flows ->Paused and Waiting Interviews

Example 2: Send an Email Alert if a new request remains untouched for X days

Another example: You want to be informed if there has not been an activity for a new request within the first couple of days.

Requirements:Similar as in previous example, you will need the helper field "Last Activity Date (Process Builder) in order to check if there has been any activity.You will also want to prepare an Email Alert and the corresponding Email Template.

Process Builder Rule 2:Create a timed Email Alert when a Request is created and sends it if request activities (no last activity date) remain untouched

Step 1: Create a new Process Builder Rule with "When a record changes". Then select the object, in our example this will be "Request" and let the rule start "when a request is created or edited". Allow recursions:

Step 2: CriteriaThe following criteria ensure that the Email Alert is only sent when there is no "Last Activity Date (Process Builder)" set (field is empty) and the related contact's "Last Activity Date" is less than the Request's "Created Date". The latter is optional and useful when you want to ensure that the agent has not been in touch perhaps via the contact (by email or another task) and simply didn't create a task related to the request.SoIfLast Activity Date (Process Builder) is null -> (boolean) TRUEAND related contact's Last Activity Date is less than the request's Created Date

Step 3: Set Time Offset when the Alert should be sent. Start with a smaller period, so you can easily test the outcome. Once all is working as desired, updating the number with your targeted time period in a cloned version of this process will be quickly done.

Step 4: Add the Email Alert Action. Note: if you haven't prepared the Email Alert yet, please do so now. Remember: the alert will also require a Salesforce "Email Template", so the content you will send out.

Process Builder Rule 2: a related Task updates Request's "Last Activity Date (Process Builder)" to stop first rule from triggeringStep1: Create a Process Builder Rule that runs when a task is added and it updates"Last Activity Date (Process Builder)" on the related request, it stops the Email Alert from being sent as foregoing rule requires the date field to be empty.

Step 2: Criteria Ensures that the task is really related to a request and only runs then, so "related to ID (aka WhatID) starts with a0Q". ->Note: to identify what characters your object's records startwith, find a record (in our example "request") and copy the first 3 characters of a record ID from the URL. This is different from ORG to ORG.

Step 3: Add Actionupdating "Last Activity Date (Process Builder)" field to e.g. the tasks Created Date. You can also use e.g. "Completed Date" if you want to only exclude the alert when an agent really has completed the task. That depends on your business setup and how you evaluate activities in this sense.

Btw, you can then see these planned actions in Setup>Flows ->Paused and Waiting Interviews

FAQ

Q: How can I find the related records ID to identify what it starts with? A: To identify what characters your object's records startwith, find a record and copy the first 3 characters of the record ID from the URL:

Need even more options for automation? Follow the article and trail head below: https://help.salesforce.com/articleView?id=process_which_tool.htm&type=0

Overview

Create New Fields

Edit Page Layouts

What are fields and page layouts?

Fields are a way to store different data about a record in an organized fashion. You can think of them in terms of a spreadsheet. If you have each record organized horizontally each column would be a field in Propertybase. For instance, if you have a customer record you might want to know their Name, Email address, billing address and title. Each one of those pieces of data is stored in a field in Propertybase. Propertybase provides you a variety of field types that you can use to store data in the most effective way. Unlike spreadsheets, you can arrange data in Propertybase in theway that makes the most sense for you. To do this, you can edit the page layout. Page layouts are simply the arrangement of fields you see. Through the page layout you can add fields in the right position.

Why are page layouts and fields important?

Propertybase gives you potentially unlimited options for managing data that isimportantto your business. You can easily manage this in a manner of seconds without the need for a support representative to assist you. No downtime is required, and all changes areimmediatelyseen by all your users.

Creating new fields

First, select the object whose fields you'd like to edit. In this example, we'll use Contacts, but the workflow is the same for all objects.

From the Contacts view, use the gear icon to select Edit Object.

Using the Fields & Relationships link at the top, check that the field you want to create doesn't already exist for the object. If it doesn't, proceed by using the New button in this section to begin your field creation.

The following screens will walk you through creating a new field.

First, choose the type of data you want to store in this field. Consider the type of data (numeric, alphanumeric, etc) and make the appropriate selection. If you aren't sure, using Text is a good default.

Choose Next to move to the next screen.

Next, fill out the required fields (the ones appended with red) on the field creation screen. Field Label is the name your users will see for this new field, and the Field Name will populate automatically from what you enter here.

The Help Text field is not required, but is used to populate the help pop-up beside the field as your users key a new record.

Choose Next to move forwards.

The next screen in the creation wizard deals with field security. Use this screen to select which Profiles you want to see and edit your new field. (This can always be updated later by your Propertybase Admin, if necessary.) Choose Next to move forwards.

Finally, choose the Page Layouts you want to display your new field on. Again, you can always edit this later to remove the field from certain layouts if you wish. Choose Save to complete the new field creation.

Navigate back to the Contacts object, and you will now be able to see the new field in the Details tab on the layout.

Editing Page Layouts

To edit an existing page layout, navigate to the Object Manager and select the object whose page layouts you want to edit. In this example, we'll continue looking at Contacts.

From the gear icon, choose Setup.

Search for 'object' and select the Object Manager.

Select the object you want to edit (e.g. Contacts), and find the Page Layouts in the object's menu.

Select the layout you wish to edit, and you can perform a number of actions on the page layout, such as adding or removing a field from the page, adding or removing sections, and reordering fields on the page. In our example, we'll move our newly-created field in the display.

Moving fields on the page is a simple drag-and-drop operation.

Save the new layout with the Save button at the upper-lefthand corner.

Navigate back to a Contact record, and we'll see the field in its new location.

As the integration between Propertybase, Propertybase Websites powered by Boston Logic and BackAgent continues to grow, powerful new features will continually be made available to customers on all three platforms. The newest of which is the ability to search MLS Listings within Propertybase. This feature adds a new "MLS Browser" object to the platform. Users of this feature will be able to search MLS Listings and send them to their customers using Propertybase Quicksend.Customers that have the BackAgent Integration will also be able to utilize print marketing capabilities.

Note: The MLS Search tool is currently limited to Propertybase customers with an active Propertybase Website powered by Boston Logic account. Interested in learning more about Propertybase Websites powered by Boston Logic and integrating with your MLS?Contact your Account Executive or Propertybase Support for more information.

Feature Overview

Configuration

Creating a Saved Search

Using MLS Browser on the Mobile App

Feature Overview

To use the MLS Browser your Propertybase account must be on the latest version. Once you have updated to the latest version a new object will be available in the app launcher. Review the information below to access the MLS Browser and learn more about these features.

Note: For ways to make the MLS Browser more accessible, view the "Configurations" tab on this page.

To get started,click the Application Launcher and thenselect MLS Browser.

To learn more about each MLS Browser feature and its capabilities review the table below.

Text Search

Using the search bar, you can quickly search properties using an address, zip code or MLS ID.

Sorting

Once a list of properties has been generated, sorting options can be applied using the sort by dropdown menu.

Filtering

Once an initial search has been performed. Filter options allow you to narrow the search using specific criteria. This includes property type, listing status, beds, baths, pricing and more.

Draw Search

This feature allows you to manually "draw" a shape on the map and see all listings contained within that area.

Map Type

Using these buttons you can switch between the default map view and a satellite view. Additionally, you can toggle labels and terrain on or off using the checkbox.

Actions

Two actions are currently available for use with listings. The first allows you to email the listing using Propertybase Quicksend. The second allows you to access print marketing options for the current listing.

Note: Print marketing capabilities are only available to customers with an active BackAgent Integration.

Listing Details

To view additional details for a listing, simply click on the listing.

To learn more about recommended configurations, click the "Configuration" tab at the top of this page.

Configuration

As will all new Propertybase features, the MLS Browser comes with some configuration recommendations. While optional, these configurations will make it easier to access the MLS Browser in your daily work.

Note:To use the MLS Browser your Propertybase account must be on the latest version.

Main Navigation

We recommend adding the MLS Browser to your account's main navigation. Follow the steps below to learn more.

Click the pencil icon on the right side of the screen, next to the main navigation.

Click the Add More Items button.

Type MLS in the search bar and then select MLS Browser from the list.

At the bottom of the screen,click Add 1 Nav Item.

Click Save.

Done! You can now easily access the MLS Browser from your account's main navigation.

Contact Record

In addition to the main navigation menu, we recommend adding the MLS Browser to the Contact record page.Follow the steps below to learn more.

From any Contact record,click the gear icon and thenselect Edit Page.

Nextadd a new tab after Website Activity.

Drag a new Visualforce into the new tab section.

Modify the Visualforce details to match the image below.

Click Save and Back at the top of the page.

Done! You can now utilize the MLS Browser directly from the Contact record page.

Creating a Saved Search

In addition to browsing MLS listings it's possible to save your curent search criteria and deliver the results to one or more contacts on an interval of your chosing. Doing so allows you to increase your visibility and stay in constant contact with your leads.

To creat a saved search, click the Save Search button from the MLS Browser.

Next, select one or more Contacts and a delivery frequency.

When finished, click Create Saved Search.

Once your Saved Search has been created you will see a success message. If you would like to view the newly created Saved Search, click the View Created Record for Saved Search.

That's it! Saved Searches are a great way to make sure your Contacts receive email updates when new listings are posted that meet their search criteria.

Using MLS Browser on the Mobile App

Our updated MLS Browser now works on Mobile App as well! The Mobile app MLS Browser has full functionality, in which you can still create a Saved Search, set Frequencies, set Saved Search Names, etc.

In order to do this in the Mobile App, follow the steps below:

When you are in your Org home screen, you can right-click anywhere and select Inspect

From here, you'll see the elements appear on the right side of your screen.

You'll want to select the Mobile icon shown below:

This will change your view to be the Mobile App View and will look similar to this:

Once you're here, refresh your screen and you'll be all set:

From here you can use all of the MLS Browser functions in the Mobile App!

Adding Buttons to the Page Layout

If you would like to add or remove buttons to your Page Layouts you can follow the instructions below:

Go to the Setup icon and click on Setup:

Once there go into Object Manager:

Once in Object Manager, search for and click on the Object you'd like to add to:

We'll use the Contact Object for the example in this article.

Once you're in the Contact, select Page Layout on the left:

Then select the Page Layout you'd like to add the button to (we'll use Individual Contact for this example):

Next, select the Button option from the layout options:

Here, you'll see a list of buttons you can drag and drop down to the desired location on the Page Layout below. You'll see the following areas you can drag and drop to:

Highlight Panel

Quick Actions in the Salesforce Classic Publisher

Salesforce Mobile and Lightning Experience Actions

Contact Detail

Mobile Cards (Salesforce Mobile only)

Related Lists which include:

Notes

Open Activities

Activity History

Drip Campaigns

Action Plans

Inquiries

Linked Listings

Offers

Closings

Owned Properties

Listings (as Owner/Landlord)

Referrals

Files

Contact History

Closings (Seller and Renter)

Recurring Emails

Email Campaign Snapshots

Website Views

Website Showings, Inquiries, Shares, Forms, and Notes

Once you drag and drop the button(s) to the desired location you can select Save and you're all set!

What are profiles in Propertybase?

'Profiles' are how to unlock features in Propertybase for your users. Think of profiles as the keys to different areas of of Propertybase, locked or unlocked, based on the level of access that users need.

Why are profiles important in Propertybase?

Security is key in any CRM application and Propertybase provides you with the latest tools to customize the functionalities that your users need. You can create custom profiles and assign them to your users, depending on what their level of access to the system should be.

Location

Setup > Administrator Setup >Manage Users > Profiles

In our ongoing push to improve our user experience, Propertybase is introducing our Unmanaged Custom Field Migration into Managed Custom Fields.

We have added over 30 New Managed Custom Fields that you can moveyour Unmanaged Custom Field data into.This helps free up space for more Unmanaged Custom Fields to be added and more comprehensive support! Storing this data in Managed Fields allows us to provide you with all-new Features, Enhancements, and Versions using this data with ease.

When you update to Propertybase version 1.603 or higher, the new Managed Fields will be available. Need help updating to the newest version? You can follow the steps here!

Ready to move to your new Propertybase Managed Fields? Let's get started!

Steps to Migrate your Fields

Removal of Custom Fields

FAQ's and Errors

Steps to Migrate your Fields

Before beginning the migration of the data of your existing Unmanaged Custom Fields to the new Managed Custom Fields, you can review the New values in the below attachments.

New Fields with Migration: New Fields with migration.pdf

New Fields without Migration: New Fields without migration.pdf

Fields for deletion: Fields for Deletion.pdf

If you rather work with a sheet, please have a look here.

Once you're ready to move your custom field data to the new Managed Fields, you can follow the steps below.

Timing: Please try to make sure to start the migration at the end of your working day in order to not run into any performance issues.

First, you'll need to go into the App Launcher (the nine dots in the top left of your Propertybase screen). From here, you'll select Control Center.

Here, you'll find a new tile that says "Field Migration", once selected this will direct you to where you will start the migration of your custom fields into the new Managed Fields.

If you see the message: "Congratulations! Youdon'thave any duplicate custom fields. The field sync is not active anymore. No further action is required." then there is no more action required and your org does not contain any more unmanaged fields that need to be migrated.

Otherwise, please click on "Migrate Field Data"

here!

Once you have started the migration, you will see a status of either In Progress or Your Field Data was migrateddepending onwhether the migration is complete or not.

This is done with the Reload Status button that will update the status of the migration site when clicked on.

If there are no custom fields within the migration parameters, there is no required action and you will see a success message.

You only need to do the migration once: After the successful migration of the field data, the button will be disabled. For records that are updated by the migration, website sync (Propertybase Websites), listing sync to portals (Manda) and Geocoding call outs are disabled. You can still use these features while the migration is running.

Field Sync

Once you have clicked on the "Migrate Field Data" button, the content of the custom unmanaged fields will be synced with the custom managed fields with a bi-directional data sync. These fields will remain synced automatically, so if data changes in one field, it's matched field will change as well. If there is new data in both, data in the custom field will remain the top priority and be seen as the source of truth. The status of the section shows you if the sync is currently active or not.

or

Different Picklist Values

Below the Migrate Field Data section, you'll see a list of unmanaged picklists and multi-select picklists that were found to have different values. These will have the respective new Managed Fields next to them. Here you can match up the values between your existing unmanaged picklist fields and the managed fields. Best practice: When you have completed the migration, all previously not existing picklist values will be created by the system as "deactivated" picklist values, so you only have to activate the ones that you require.

You'll see one of two Status' below, once you have matched the values up:

Either: "No Action Required: No fields containing unmatched values present"

Or: "Action Required: Fields containing unmatched values present" with a list of all unmatched values/fields.

NOTE: Please make sure to clear the cache to refresh the field values OR reload the page when doing this!

Have custom development in your Org?

Please reach out to your Admin and/or Development Team to let them know that all uses of the old API fields will need to be switched out with the new API fields.

Still have questions or need help? Schedule an appointment with Blake Roller (Propertybase Configuration Specialist) to get the assistance you need here!

Removal of Custom Fields

Removal of Custom Unmanaged Fields is optional, however, is highly recommended. Removal of these fields will prevent duplicate field labels and avoid overall confusion.

If you have updated to Propertybase v1.603 or higher successfully, and are using (some of) the Unmanaged Custom Fields in these spreadsheets:

New Fields with Migration: New Fields with migration.pdf

New Fields without Migration: New Fields without migration.pdf

Then, we recommend as a best practice, to remove them:

Fields for deletion: Fields for Deletion.pdf

You will need to:

Update to Propertybase v1.603 or higher

Migrate your Unmanaged Custom Field Data (Follow steps in "Steps to Migrate" tab)

If you have custom development work (custom Apex code or Visualforce pages), please contact your Administrator and/or Development team to replace Unmanaged Custom Fields with New Managed Custom Fields. This must be done before proceeding to the next step.

Replace Unmanaged Custom Fields with New Managed Custom Fields in the following areas as well:

Page Layouts

Classic Email Templates

All other Templates (Quicktexts, Custom Settings like Wizards, etc.)

Workflow Rules

Workflow Actions

Processes in Process Builder (Active and Inactive)

Processes in Flows (Active and Inactive)

Custom Report Types (Active and Inactive)

Reports that may contain these fields

List Views (Active and Inactive)

Pocket Listings mapping to Boston Logic Websites

Once this is done, you're all set to start using the new Managed Custom Fields!

Still have questions or need help? Schedule an appointment with Blake Roller (Propertybase Configuration Specialist) to get the assistance you need here!

FAQ's and Errors

Q: What if one of the New Managed Fields I am migrating data to already has data in it, will that be removed?

A: That data will not be overwritten if the Custom Managed Field is empty, otherwise, it will be overwritten!

Q: When the field sync is active and I have both the unmanaged and the managed field on the layout of a record, what field is preferred?

A:If none of the fields change or if you edit both fields at the same time, the data of the unmanaged field is preferred. If you edit only the managed field it will be preferred and synced to the unmanaged field.

Q: Is moving to the Managed Fields mandatory?

A: No, it is not mandatory but highly recommended as a best practice to keep your data clean and allow enhancements and features in the future to work correctly.

Q:Im building a report, but I see multiple labels, did I do something wrong?

A: You might need to consider removing the duplicate fields after doing the migration (see above) to have a clean Org.

Q: If I move to Managed Fields, can I continue adding custom fields?

A: Yes, you can even add more fields now as the managed fields don't count against the limit of 500 unmanaged custom fields

Q: Do I need to delete the fields before adding custom fields?

A: No, please do the migration first before deleting any fields in order to lose no data!

Q: Does the Migration limit the amount of configuration options?

A: No, this will increase the amount of configuration options you will have. There will be more Custom Unmanaged Fields available as soon as you delete the duplicate fields that are now in the system as managed custom fields.

Q:I'mon an older version of Propertybase - what do I need to worry about?

A: If you're on a version older than 1.4, please contact support and they can clarify next steps.If you're on version 1.4-1.574, Please follow the steps in this article, prior to installation. Learn more.If you are on 1.575 or higher, you should have no other considerations to make.

Q: I have an undeleted field, does the field sync still work?

A: Yes, butyou have to manually update the record once to sync any old values.

Q: I plan to continue using my unmanaged custom fields and never want to use the new unmanaged fields, do I still have to do the migration?

A: If you plan to never use the new managed fields, you don't need to do the migration right now. Before you start to use the new managed fields, you should, however, do the migration!

Q:After the install of the package, bulk imports which previously worked are now failing with limit exceptions, what can I do?

A: Please contact support - we can help you (see link below to schedule time with us).

Errors during Field Migration:

You may encounter errors while moving your Custom Unmanaged Fields to Custom Managed Fields. If you do, you will see the error displayed on the Field Migration page where you are performing the migration. This information will contain:

Record type (Contact, Listing, Property, etc.)

ID for Error

Type (actual error)

Message (description of each error)

This will allow you to troubleshoot any issues you may encounter with moving your fields. The logs may look similar to this depending on the errors for your particular Org:

Still have questions or need help? Schedule an appointment with Blake Roller(Propertybase Configuration Specialist) to get the assistance you need

If your Propertybase Administrator has changed roles or left the company and you need to transfer their Administrator's access to a new user follow the instructions below.

This process differs if you have 1 Administrator User or 2 Administrator Users.

One Administrator License - please note if you have only 1 x Salesforce license, you will need to log a ticket directly with Salesforce to change your access. Please refer to the 1 Admin User tab of this page for the instructions on how to do this.

Two Administrator Licenses - please follow the below steps.

If you don't know how many Admin licenses you have. Check your licenses by going to Setup/Administer/Company Profile/Company Information

See section entitled User Licenses to see the Total Licenses and the Used Licenses.

Salesforce support

All Propertybase Administrator Users require a "Salesforce" license

Differences between Licenses

Salesforce License = Admin userSalesforce Platform License = Regular user

Salesforce allows a ratio of 1:20. Means for 20 users, you can get an additional Admin user. 2 Admins are always possible per ORG.

New Admin

Change Admin

1 Admin User

FAQs & Errors

Assigning a new user as an Administrator

When you confirm you have a spare "Salesforce" license you can assign another user as an Administrator.

Step 1. Login in as Administrator.

Step 2.Go to Setup/ Administration Setup/ Manage Users/ Users,

Step 3.Select the Userthat you would like to change to an Administrator,

Step 4. Select Edit. You will need to change the User License to Salesforce and Profile to PB Administrator for the user.

Changing Administrators

To change another user to an Administrator you first need to make one of the current Administrators an inactive user or change their User License from a "Salesfore" license to a "Salesforce Platform" license.

When you have a spare Salesforce license you can assign another user as an Administrator.

To manage users go to Setup/ Administration Setup/ Manage Users/ Users

Step 1. Login in as Admin user 1, to make changes to Admin User 2 .

Step 2. Deactivate Admin user 2, or change their license to a "Salesforce Platform" license .

Note: If you are unable to change the license to a Salesforce Platform license it is because you have no spare Salesforce Platform license's and you will need to temporarily deactivate this user to reassign the license.

Step 3. Select the Userthat you would like to change to an Administrator,

Step 4. Select Edit. You will need to change the User License to Salesforce and Profile to PB Administrator for the user.

Note: If you temporarily deactivated your old Admin user at step 2 you can now go and reactivate that user and set them as a "Salesforce Platform" license.

One Administrator License - how to log a ticket with Salesforceto transfer Administrator access

Please login into Propertybase and click on Salesforce Help & Training. Click on Contact Support and Open a Case. Fill out the form to request assistance with CRM, product topics select Setup & Configuration and Subject Transfer Administrator Access. Finally, enter the details of your request to Salesforce and click submit. You will also be required to submit a letter to authorize the change. Please refer to this article for more details on Changing your Salesforce Administrator.

****Please Notethe request to Salesforce must be submitted from the original Administrator's login that you wish to transfer access from to another user. Also please ensure that you grant access to, before submitting the ticket.

In the User License table we have more Used Licenses than we have Total Licenses

You are using more licenses than you have availble. Please contact support by logging a ticket so we can investigate this and provide you with a workable solution.

I am unable to change the user License of the current Administrator

If you are transferring one Admin User access to a new user, but you are already using all of your "Salesforce Platform" licenses - you will need to temporarily deactivate Admin User 1, make the required changes to the new Admin User 2 and then reactivate User 1 as a new profile.

We have run out of licenses

If you need additional licenses, please contact your Propertybase Account Executive and they will be able to set this up for you.

Can I reassign my Administrator license to another user?

No. You are unable to relinquish your own Admin user rights. Therefore you will need to be logged in as the other Admin user in order to make any changes to your own Admin login.

If you only have 1 Admin user then please log a support ticket with Salesforce and refer to the tab "1 Admin User" above for more instructions

Can I change my Admin licenses? Either downgrade or add more?

Yes, but you will need to Submit a Requestwith us (top right corner of this page) or email [email protected]. We will have to change your licensing agreement with Salesforce. This can take up to 72hrs to make the change.

Cannot deactivate the Default Workflow User

You will to go to Setup and search for Process Automation Settings or go to Setup > Build > Create > Workflow & Approvals> Process Automation Settings. Then you will need to change the user to another admin.

Cannot deactivate the Default Lead Owner

You will to go to Setup and search for Lead Settings or go to Setup > Build > Customize > Leads > Lead Settings > Edit. Then you will need to change the user to another admin.

Cannot deactivate a user who is the Default Lead Creator of your web-generated leads

You will to go to Setup and search for Web-to-Lead or go to Setup > Build > Customize > Leads > Web-to-Lead > Edit. Then you will need to change the user to another admin.

Record Owners for Integrations, Front Desk, and any 3rd party apps

You will need to change this on your own or let our support team know to change the record owner for Front Desk.

Propertybase Websites allow real estate professionals to publish their listings online, while recording website visitor data and activity. In this article, we are going to walk through the process of building reports and list views that allow users to see website data directly inside Propertybase.

Note: This article only applies to Propertybase customers with a Propertybase Website Integration and are on the latest version of Propertybase. Not sure? Click here to update.

Setting Object Permissions

Building Reports

Updating Page Layouts

Setting Object Permissions

Before we can build reports for website activity, we need to update object permissions for each of the new website objects. To get started, open the Object Manager.

Click the gear icon in the top right corner, thenclick Setup.

Click the Object Manager tab in the top left corner.

Scroll down and click Website Listing - Contact Form.

In the top right corner,click Edit.

Scroll down and check "Allow Reports" and "Allow Activities".

At the bottom of the page, click Save.

Repeat the steps above (enabling reports and activities) for the objects listed below.

Website Listing - Favorite

Website Listing - Note

Website Listing - Request

Website Listing - Share

Website Listing - Showing

Website Listing - View

Once you have finished modifying permissions as described in the steps above, click the "Building Reports" tab at the top of this page to continue.

Table of Contents

Creating a Custom Report Type

Building The Report

Now that you have updated object permissions to allow report building, it's time to build reports. In the example below we are going to build a report to track website views.

Note: This article will be updated in the future with additional report examples.

Creating a Custom Report Type

Before building the report itself, we need to create a new, custom report type. To get started, open the Setup screen.

Click the gear icon in the top right corner, thenclick Setup.

In the Setup menu,click Reports Types.

On the following page,click New Custom Report Type.

Fill out the fields according to the image below.

Click Next.

Click the box,whereit says "Click to relate another object".

Select "WebsiteListing - Views"as the related object.

Click Save.

Done! You just successfully created a custom report type. Now we are ready to build a report that will allow us to track website views. To do so, follow the steps below.

Building the Report

To begin building a custom report, click the Reports tab at the top of the screen. (This can be accessed from the homepage, as well as through the application launcher.)

Click the Reports tab.

In the top right corner,click New Report.

For Report Type,select Contacts with Website Views.

Note: Don't see the report type? Return to the top of this page and complete the required steps.

Click Continue.

First,remove the Full Name column.

Next, using the columns picklist on the left side of the screen,add the columns shown in the image below.

Note: Field names may differ slightly. The important part is that you select fields from the correct object.

Next,add the Created Date field using the groups picklist

Clickthe Filters tab towards the top of the screen.

Update your filters, so that they match those shown in the image below.

Click Save in the top right corner.

On the following screen,determine the name, description and folderfor your report. (You can use the suggested information in image below.)

When finished,click Save.

That's it! You just created a report that will show all views from your website. Next we will learn how to add this report to individual contact pages. Click the "Updating Page Layouts" tab at the top of this page.

Table of Contents

Updating the Object Page Layout

Updating the Lightning Page Layout

So far in this article we have updated object permissions, created a custom report type as well as created a custom report for website views. In this section, we are going to bring it all together by updating the page layouts for Contacts. By doing so, users will be able to view web activity for each website visitor directly in Propertybase.

Updating the Object Page Layout

To get started, we need to open the Object Manager and select the Contact object.

Click the gear icon in the top right corner, thenclick Setup.

Click the Object Manager tab in the top left corner.

Scroll down andselect the Contact object.

Next,click Page Layouts.

Select Individual Contact.

Next,click Related Lists in the section at the top of the page.

Drag all "Website Listing" Related Listsdown onto the page layout. (For a demonstration, see the animation below.)

Once all Website Listing Related Lists have been added to the page layout, we need to customize the fields they contain. The first related list that we will modify is Website Listing - Contact Forms.

Click the "wrench" icon next to Website Listing - Contact Forms.

Select the "Agent" field andclick the right arrow to add it to the selected fields section. Repeat the same process for the "Comments" field.

Click OK.

Now that you understand how to modify the fields contained within Related Lists. Repeat the steps above for the remaining Website Listing Related Lists. Use the table below as a reference. (The fields below are suggested default configurations, feel free to add whatever fields you find to be the most helpful.)

Website Listing - Views

Web View

Address

MLS ID

Listing

Owner Alias

Website Listing - Showings

Web Showing

Address

Showing Time

MLS ID

Listing

Comments

Owner Alias

Website Listing - Requests

Web Request

Address

MLS ID

Listing

Owner Alias

Website Listing - Favorites

Web Favorite

Address

MLS ID

Listing

Owner Alias

Website Listing - Shares

Web Share

Address

MLS ID

Listing

To Name

To Email

Website Listing - Notes

Web Note

Address

MLS ID

Listing

Note

Owner Alias

When finished,click Save.

Now that all Website Listing Related Lists have been added to the Contact page layout, it's finally time to add them to the Contact page. Once this step is complete, website activity will be available for all users.

Updating the Lightning Page Layout

To get started, open any Contact record.

Click the gear icon at the top of the page, thenclick Edit Page.

Click the Details, Related, Email tab.

On the right side of the screen,click Add Tab.

Select Custom for the Tab type.

Name the tab "Website Activity" thenclick Done.

Select your new Website Activity tab on the left side of the screen.

From the list of standard objects on the left side of the screen, drag "Related List - Single"into the newly created Web Activity tab.

On the right side of the screen,select "Website Listing - Views"as the Related List.

Repeat the last two steps until you've added all of the Website Listing Related Lists to the Website Activity tab. ( Showings, Requests, Favorites, Shares, Contact Forms and Notes.)

Once you've added all Website Listing Related Lists to the page, continue the steps below.

With the Website Activity tab still selected,drag a Report Chart component to the the top of the tab (above all related lists.)

On the right side of the screen,update the Report Chart options to match those shown in the image below.

When finished,click Save.

To finish, click Back.

Congratulations! You have successfully configured your Propertybase account to support Web Activity. To learn more about Propertybase Websites, view the related articles at the bottom of this page.

Front Desk,a service developed by Propertybase,allows you to automaticallycapture leads from Facebook (among other sources.) This is made possible through an integration with the Facebook Lead Ads platform. In the article below, we'll review the steps required to start receiving leads from this third-party integration. Please ensure you have enabled Front Desk.

Note: Propertybase Classic customers must enable webservices before configuring this integration.

Using Facebook Ads

Setup #1: Initial Setup

Setup #2: Grant Access

Using Facebook Leads

Once your integration is up and running (see "Initial Setup" and "Grant Access" tabs on this page), all Facebook Leads will automatically appear in your Propertybase account. You can view these leads by filtering by "Lead Source" of "Facebook". Use the links below to learn more about Facebook Lead Ads.

Overview of Facebook Lead Ads

Comprehensive Facebook Training Resources

Here is an example of the data that can come over. If you have custom fields that you have created, you will let us know what field do you want us to map it to in your Org.

"contact": { "first_name": "Test", "last_name": "Test", "email": "[email protected]", "phone": "+5555555555" }, "other": { }, "meta": { "source": "Facebook", "owner": null, "facebook_page_name": "Residential Page", "facebook_page_id": "11111111111111111", "facebook_leadgen_id": "11111111111111111", "facebook_form_id": "1111111111111111", "facebook_form_name": "Form Name", "facebook_ad_id": "1111111111111111", "facebook_ad_name": "Ad Name", "faceboog_adset_id": "1111111111111111", "faceboog_adset_name": "Ad Set Name", "facebook_campaign_id": "1111111111111111", "facebook_campaign_name": "Campaign Name", "technical_source_system": "FrontDesk"

Setup Instructions

First, you must authorize Propertybase to receive leads from theFacebook Lead Ads platform.

Log into your Facebook account.

Attention: You MUST be the actual business account admin/owner to set this up! Make sure you use an account with admin rights to the page you want to capture leads from, soyou are the admin of the business account and not only granted permission to work in it!

Once logged in, open this page in a new tab.

Click Login with Facebook in the middle of the screen.

On the next two screens,authorize Propertybase Leads to access your Facebook account.

Once authorized, use the picklists toselect the following: the Facebook page that will be used for capturing leads, default contact email address and add your Propertybase ORG ID. ( Click here for instructions on locating Propertybase ORG ID.) Note: if you don't provide your ORG ID here, you will have to reach out to Propertybase Support to connect your sign-up after you are done with both setup steps. This will prolong the setup process.

Once you have made your choices,click Subscribe.

Once you click Subscribe, the Propertybase Support Team will be notified and begin connecting your Facebook Email Address and your Facebook Page ID, if you missed providing your ORG ID during the steps above. This might take a moment. Either way, please continue with the next step.

Please complete the steps outlined in the "Setup #2: Grant Access" tab at the top of this page.

Grant Access in Facebook

Follow the steps below to grant Propertybase access to your Facebook Business account.

Open Facebook Business Manager. ( Click here to access.)

Select Integrations on the left side of the screen, then click Leads Access.

Next, select the appropriate page.

Click on CRMs.

In the list of CRMs, check the box next to Propertybase Leads.

With Propertybase Leads checked, click the Assign Access button.

Done! You should now begin receiving Facebook Leads in Propertybase.

In this article we will cover how to set up Front Desk inside your Propertybase account.

Enabling Front Desk

Classic Documentation

Enabling Front Desk

Enabling Front Desk is a very simple, one-click activation. To get started, open the Control Center.

This is if you are on version 1.500 and above Check your Version here

Click the App Launcherin the top left corner of the screen,thenclick Control Center.

Next, clickFront Desk.

On the next screen,click Activate Front Desk.

Done!Front Desk is now active for your Propertybase account.

The email provided (shown in the image below) is your personal Front Desk address and should be used for all incoming web leads. This means that any Listing Portal being used by your organization, should be updated to forward leads to this address.

To learn more about using Front Desk with Listing Portals, click here.

Interested in using a website contact form to capture leads? Click here to about Propertybase Webforms.

Classic Documentation

This is if you are on version 1.499 and below Check your Version here

Before accessing Front Desk, you must enable webservices. Once you've done so, please collect the information below.

Your unique Webservice endpoint URL, with the Web-to-Prospect path added to it. (For example:https://yourinstance.salesforce.com/services/apexrest/pba/webtoprospect/v1)

Your unique WebToProspect token. (This is generated and stored as a Propertybase setting by your administrator when setting up webservices.)

The Organization ID for your Propertybase account.

The Propertybase User ID of the record owner for incoming leads.

The name of the Portal you would like to connect to.

An email address that should be used for errors, feedback and general forwarding.

Once you've gathered the information above, make sure you also grant login access to the Propertybase Support Team. Once login access has been granted, submit a support ticket and request your unique Front Desk email address. Make sure to include all of the information listed above.

Through the power of Front Desk, Propertybase is able to capture/import leads from contact forms - includingproprietary contact forms on your brokerage website. There are different ways this can be accomplished which are covered below.

Note: Propertybase Classic customers must use method #2 or #3 below, or upgrade to Lightning.

Method 1 - Propertybase Webforms

Pros: Easy and fast to set up, requires less development knowledge

Cons: Not available to Propertybase Classic customers,no ability to modify incoming data

Using Propertybase Webforms is the fastest way to start capturing leads from your website. To learn more about this method in detail, check out this article: Using Front Desk Webforms.

Method 2 - WebToProspect REST API

Pros: Allows modifications to incoming data and custom plugins,works with Lightning and Classic

Cons: Requiresweb developmentknowledge, requires webservices

If you have access to web development resources, this is a great option for you. The WebToProspect REST API provides a higher level of flexibility than Propertybase Webforms.To learn more about this method in detail, check out this article: WebToProspect REST API.

Method 3 - XML-to-Email Webforms

Pros: Available for customers that only get leads via Email. For customers unable to use WebToProspect or Propertybase Webforms, works with Lightning and Classic. Works great with Dynamic templates and you are less reliant on our support team to fix things.

Cons: Requires you to change the email template from the lead source.

XML-to-Email Webforms is another way to capture leads and import them into Propertybase. This method requires an email to be sent to Front Desk using a specific XML standard.To learn more about this method in detail, check out this article: XML-to-Email Webforms.

Method 4 - Standard Email Templates

Pros: Only sending emails from the Lead Source to Front Desk,works with Lightning and Classic

Cons: This takes at least 2 business days to set up. One at a time to set up and it does not handle Dynamic templates as easy.

Remember this is not automatically set up. You need to set each email template up the first time then they will be processed after that. Email templates that you do not have control of need to come directly from the Lead Source. If you set up a forwarding rule this might compromise the structure of the email. Best practices would be to send it from the source, then ask for the Forwarding Alert to your email to get an exact copy of the email. The system is very Static and it has to match up exactly or it tries to find what is the best parser for the email. Please make sure you send in one request at a time, once you send in the lead to Front Desk, then reach out to support to have us set up the connection for you. Once the first email has been parsed, you will need to verify that everything was captured correctly. After the first one is complete all the rest of the emails will come in the same way.

Working with online listing services (often called portals) is a necessity in today's real estate market. Propertybase allows you to receive Property, Listing, Contact and Inquiry data through tools like Front Desk. Did you know that Propertybase also allows you to publishdata too? This is possible through a feature called Portal Syndication. In this article we walk through the process of creating and editing portal connections.

Note: To use Portal Syndication your account must be up-to-date. Update now.

Getting Started

Settings & Feeds

Mapping Fields

Activation

Supported Portals

Auto Publish

Enabling Portal Mapping and Getting Started

Note: Propertybase is regularly adding new portals and documenting feedback from our customers. Please send feedback and portal requests here.

If you are on the most current version, you will find "Portal Mapping" in Control Center. If you don't see it, please update Propertybase to the most current version.

See Portal Mapping in the Control Center?

Getting Started

Note: In order to use this feature, you must have an account with the portal you are trying to syndicate with.

When it comes to Portal Syndication, everything happens in the Control Center.To create a new portal connection (or edit an existing one) navigate to the Control Center and thenopen Portal Mapping.

Not sure how to access the Control Center?

Click the App Launcherin the top left corner of the screen,thenclick Control Center.

From the Control Center,click Portal Mapping.

Once you've opened Portal Mapping in the Control Center, you will see a list of available portal connections. If you have an existing connection, you will see those too. Let's walk through the steps required to create a new connection and features available.

To create a new connection,click New next to your portal of choice.

Note: Don't see a portal listed? Request it to be added here with the PB CRM ticket submission option, we are always listening to our customers.

Enter data for all the required fields.

Note: This screen will be different for each available portal. While we cannot offer support for these fields, your portal of choice should be able to. These fields should look familiar to customers that regularly use the selected portal.

Once field data has been entered,click Create Portal.

To learn about settings and feed values, click the "Settings & Feeds" tab at the top of this page.

Table of Contents

Settings

Understanding Feeds

Feed Values

Adding Feed Values

Removing Feed Values

Enabling Feeds

Settings

When creating a new portal, you are prompted to enter settings (see the "Getting Started" tab on this page.) However, you can modify these settings anytime by clicking the Settings button at the top of the page.

Understanding Feeds

A feed is simply a way to distinguish between different "types" of Listings. Some portals have multiple feeds, some only have one. The most common example of multiple feeds is one for residential and one for commercial.

How many feeds a portal has it determined by the portal itself. Feeds can not be added or removed, however they can be enabled or disabled. Before a feed can be enabled, feed values must be selected.

Feed Values

When a portal contains multiple feeds, Propertybase needs a way to know which Listings should go to which feed. This is accomplished through feed values. What values are available is determined by the "feed selector field", which is selected in the settings menu.

See the table below for example feed values. The feed values should be selected to fit your specific needs.

Residential Feed

In this example, the fields "Apartment" and "Townhouse" have been selected.

This makes sense because these property types will almost always be residential.

Commercial Feed

In this example, the fields "Lot/Land" and "Other" have been selected.

This makes sense because these property types will almost always be commercial.

Adding Feed Values

To add a feed value, click the plus icon and select from the available fields.

When adding feed values, remember to save your work!

Removing Feed Values

To remove a feed value,click the "x" icon next to the value you want to delete.

When removing feed values, remember to save your work!

Enabling Feeds

Once you have selected feed values, you can activate that feed.

Note: Feeds that don't contain feed values cannot be enabled.

To enable or disable a feed, click the toggle next to it.

To learn about mapping fields, click the "Mapping Fields" tab at the top of this page.

Table of Contents

Default Values

Mapping Fields

Removing Mappings

Saving Mappings

Once you've created a portal connection, it's time to map some fields! Field mappings tell Propertybase which internal (Propertybase) fields should correspond to which external (portal) fields. Some portals have more fields than others and sometimes there isn't a Propertybase field to match. No worries, we will cover all of these scenarios and more below.

Default Values

The first thing you should consider when mapping fields is if you want to load default values. These are simply internal Propertybase fields that our team has already mapped for you. Want to make changes? No worries. All mappings can be modified regardless of how they were originally set.

To load default values,click the Load Default Values button.

When prompted,click Replace.

You should now see default Propertybase fields mapped to the appropriate portal fields.

Mapping Fields

Whether your mapping fields in a new portal or modifying existing fields, the process is the same. It's also important to note that while not all fields are required, each portal has some fields that are. You cannot activate a portal unless all required fields are mapped.

To update a field mapping,click the "plus" icon next to the field.

This will open the field selector. Using this component, you can browse all available Listing fields. You can also filter these fields by using the search box. The search feature allows you to quickly find the field you are looking for.

Selecting a field will update the current mapping.

Removing Mappings

You can clear a field mapping by clicking the "X" button within the field itself.

Saving Mappings

Whenever you make changes to your portal mappings, it's important to remember to save. You can save your changes by clicking the Save button in the top right menu. This button will be highlighted blue and you will see a "unsaved changes" notification whenever there are unsaved changes.

For instructions on activating a portal, click the "Portal Activation" tab at the top of this page.

Portal Activation

Once you have created a portal connection, set feed values, enabled the correct feeds and mapped all required fields it's time to activate!

Click the Activate button in the actions menu to activate a portal.

You can see the activation status of a portal at anytime by viewing its indicator in the top left corner.

A greenindicator means that the portal is current active.

A redindicator means that the portal is current inactive.

Nice work! If you followed along throughout this article, that means you created a new portal connection, set feed values, mapped portal fields and activated a new portal connection.

Supported Portals

We are regularly adding new portals to the Portal Syndication feature. Below is a list of currently supported portals, as well as portals that are being actively integrated. To request a new portal, please click here.

Currently Supported

Coming Soon*

Rightmove

Zoopla & Zoopla Overseas

LonRes

On the Market

Zillow

Idealista

Rightmove Overseas

Realestate.co.nz

15 South African Portals

20 Australian Portals (Realestate.co.au)

*Although we are actively working to support these portals, we cannot guarantee specific dates for availability.

Need more information on specific portal mapping: We collected the most common questions and answers in " Generic Portal Mapping ".

Auto Publish Listings to Portals

New from package version 1.595:

You can now Auto Publish Listings to your Portals! This feature allows users to define criteria for automated publishing of Listings to their configured Portals. In order to add this feature you will need to follow the steps below

Configuration Steps

1. Add the Auto Publish Listing field to the Portal Layout

First, go to the Portal Object in Object Manager:

Next, you will select Page Layouts:

Followed by selecting the Portal Layout:

Here you'll see a new field called Auto Publish Listing:

Drag the Auto Publish Listing button down to the Portal Detail Layout:

Save changes here with Quick Save:

This will enable the checkbox for Auto Publish.

2. Add the Allowed for Auto Publish field to the Listing Layout

You will need to follow these steps again but in the Listing Object:

If you go back to Object Manager and go to the Listing Object and select Page Layouts:

Here you'll need to go into each of your respective layout types and add the Allowed for Auto Publish button as well:

Again, you'll need to drag these down to the layout and save using Quick Save:

Auto Publishing Listings to Portals

In order to start the auto publishing for a portal you'll need the following:

The checkbox on the Auto Publish Listings on the Portal set to True

The Field: System Allowed for Portals on the Listing set to True

The Field: Allowed for Auto Publish on the Listing set to True

All listings that are allowed for portals and are allowed to be published automatically will now be published to all portals that are selected for auto publishing.

Note: When adding multiple listings via the data loader make sure these fields are set if you want to use the feature.

Please note: Existing, new and updated listings will be published to portals if the above conditions are fulfilled. Changes on the portal (auto publish changed from false to true, etc.) will trigger an auto-publish on all listings that have not yet been published if the conditions are met.Important note for publishing a high number of listings: The publishing of listings to portals will run asynchronously.Listings will only be auto-published once only. If they are unpublished manually, they will not be republished automatically.

In Propertybase version 1.474, we've added Drip Campaign functionality to all Contact record pages. Drip Campaigns sometimes referred to by other namesautomated email campaigns, email automation, autorespondersare a set of emails that are automatically sent out on a schedule. This powerful new feature allows you to engage your leads, without having to manually write follow up emails each time. With Drip Campaigns you decide how many emails you want to send, what those emails should say and at what interval they should be sent - Propertybase does the rest. When your contact responds, simply pause or stop the campaign.

How do I know if I've configured Drip Campaigns?

Click the app launcher and select Drip Campaigns in the list of applications.

If you see the "Email Automation Is Inactive" message, you do not have drip campaigns configured.

Click here to configure Drip Campaigns in your Propertybase account.

Note: Drip Campaigns make use of a branded email signature. Learn more about signatures here.

Content

Templates

Start and Stop Campaigns

Automation

Advanced Features

Defining Drip Campaign Content

The first step in setting up a Drip Campaign is defining all messaging that will be part of the campaign. Before we get started, decide how many emails you want to send. For example, you might want to send one introductory email immediately and then five follow up emails over a period of time.

After you have defined the messaging content for your Drip Campaign, we can enter that into Propertybase through the Template Editor.

Note: If you do not want to write your own, click here to import default Drip Emails for residential clients written by Propertybase. If so, skip the instructions below and move to the next tab on this page (creating templates.)

Click the app launcher in the top left of the page.

Click Control Center.

Click Marketing Center.

Click Quicktext Editor.

Next click New Quicktext in the top right.

In this example, we are going to set up an introductory email that will be sent out immediately, followed by four follow up emails over a period of time. Please modify these emails to suit your specific needs.

(Note: You can use the Merge Fields button to search for and select specific merge fields.)

Copy the data from the table below.

Click here to expand table data

Template Name

Subject

Collection

Content

Introductory Email

Hello from the number one real estate agency in the {{user.city}} area!

Drip

{% if contact.firstname %}Dear {{contact.firstname}}{% else %}Dear New Client{% endif %}, Thank you for your interest and welcome to my agency! I am glad you chose to work with me and I look forward to working with you on finding the home of your dreams. I run a full-services agency that values, markets, sells and rents real estate. I am positive that with my expertise and resources I will exceed your expectations. Do not hesitate to give me a call at {{user.phone}} about any question(s) you might have! Best, {{user.name}}

Click Validate & Save at the bottom of the page.

Create additional quicktext templates based on the remaining table data below.

Click here to expand table data

Template Name

Subject

Collection

Content

Establish Expectations

Getting you the information you need to make an informed real estate buying decisions.

Drip

{% if contact.firstname %}Dear {{contact.firstname}}{% else %}Dear New Client{% endif %}, Over the next few days you can expect to receive several emails from me, including this one. These emails will provide information regarding the current state of the real estate market and which properties might suit your needs. If you find any of these listings suitable please give me a call at {{user.phone}} to schedule a tour. Please review the listings on my website http://www.propertybase.com as well. Kind regards, {{user.name}}

Content Email

Updates on the real estate market in the {{user.city}} area.

Drip

{% if contact.firstname %}Dear {{contact.firstname}}{% else %}Dear New Client{% endif %}, According to the National Association of Realtors, the median sale price for previously-owned homes nationally was $244,800 - this is up 6 percent from the previous year. It has also been noted that home-owners are holding onto their homes longer than they once did. Many investors who bought homes during the recession are currently earning rental income - and are in no rush to sell. Meanwhile, other owners can't sell their houses because they remain underwater on their mortgages. That being said, we are currently experiencing a seller's market. Because of this having a good real estate agent on your side that can advise and guide you through these developments is key. If you have any questions about current market development in your area, please give me a call at {{user.phone}} or simply reply to this email. Sincerely, {{user.name}}

Information Gathering

Please provide me with inquiry information so I can provide possible listings to you.

Drip

{% if contact.firstname %}Hi {{contact.firstname}}{% else %}Dear New Client{% endif %}, In order to best serve you, would you mind providing me with answers to the following questions? What neighborhood(s) do you prefer? How many bed and bathrooms are you looking for? What is your maximum price range? Providing answers to these questions will help me narrow down possible listings for you. Please call me directly at {{user.phone}} or simply reply to this email. Best regards, {{user.name}}

Testimonial Email

Recent testimonials regarding my agency and the services I provide.

Drip

{% if contact.firstname %}Dear {{contact.firstname}}{% else %}Dear New Client{% endif %}, I wanted to provide you with tesimonials from a two of my previous clients. "I have bought with {{user.name}} three times now! The fact that I'm a return client is a great indicator of the level of service and commitment of {{user.name}}. As always, my newest purchase was smooth and absolutely excellent. Thanks for everything!" Jason {{user.name}} was great to work with while buying a condo in {{user.city}}. {{user.name}} is knowledgeable and very professional. I appreciate that {{user.name}} took the time to listen to my concerns and answer all my questions. Thank you!" Jennifer I hope that someday I have the opportunity to include your testimonial alongside these. You can find more on my website. Please call me directly at {{user.phone}} or reply to this email if you have any questions. Look forward to serving you soon, {{user.name}}

I haven't heard from you

{% if contact.firstname %}Hi {{contact.firstname}}{% else %}Dear New Client{% endif %}, I have yet to hear back from you. Please contact me.

Drip

{% if contact.firstname %}Hi {{contact.firstname}}{% else %}Dear New Client{% endif %}, Unfortunately, I have not yet heard from you. I look forward to the opportunity to serve you and help you find the perfect home. Please call me directly at {{user.phone}} or reply to this email if you have any questions. Best regards, {{user.name}}

Now that we've created content for our drip campaign we are ready to create our drip campaign template.

Creating a Drip Campaign Template

At the heart of the Drip Campaign functionality is theDrip Campaign Template object. This object tells Propertybase everything it needs to know to successfully deliver your drip campaign. You can access this object through the app launcher.

Click the app launcher in the top left of the page.

Click Drip Campaign Templates.

Click New in the top right corner.

On theNew Drip Campaign Template page, we need to define several fields to set up and complete our Drip Campaign.

The following fields are required:

Drip Campaign Template Name

From Address

From Name

Drip Email Template Name(s)

The following fields are optional: CC Address, BCC Address

Fill out the Drip Campaign Template pageusing the image below as a guide, but please modify to your personal needs.

Remember to select a Layout for your Drip Campaign.

Click Save.

Table of Contents

Starting a Drip Campaign

Delete (Stop) a Drip Campaign

Starting a Drip Campaign

Once you have a Drip Campaign Template defined, you can start a new Drip Campaign from any Contact record.

Open any Contact record and using the actions menu, select Start Drip Campaign.

Select the Drip Campaign Template we created in the previous section.

All related information will be automatically filled, based on the information contained in the Drip Campaign Template.

Click Startwhen you are ready to send your campaign.

Deleting a Drip Campaign

Once your contact has responded or if you simply want to cancel a campaign, doing so is easy.

Click the app launcher in the top left of the page.

Click Drip Campaigns.

Select the Drip Campaign that you would like to cancel.

Scroll to the bottom of the page and click Delete.

Automating Drip Campaigns

With the release of Propertybase 1.551 it's now possible to automate drip campaigns. In the steps below, we walk through this new feature. Not familiar with Drip Campaigns in Propertybase? Click here to learn the basics.

Note: Make sure you have configured Drip Campaigns before setting up automations. Learn more.

In the steps below, we configure an automation that will start a drip campaign for all new leads. When setting up an automated drip campaign, the first step is to create a drip campaign template. Once you have created a drip campaign template, follow the steps below.

First, copy the drip campaign template ID.

The template ID can be found at the top of the page, in the address bar, as shown in the image below.

Once you have copied the template ID, it's time to build the automation. To begin, open process builder.

Click the gear icon at the top of the screen, thenclick Setup.

In the menu on the left side of the page,click Process Builder.

Click New in the top right corner of the screen.

Enter a name and description and for "process starts when",select "A record changes".

Click Save.

Click Add Object.

Select the Contact object and for process start,select when a record is created or edited.

Click Save.

Next,click Add Criteria.

For criteria, copy the information shown in the image below.

Click Save.

Now that we've defined the object and criteria for our automation, it's time to add our action. This is where we add our drip campaign template ID. (The template ID should still be copied from the first step above.)

Next to the criteria we just created,click Add Action.

For the action, copy the information shown in the image below.

Click Save.

Note: For template ID, paste the ID copied at the beginning of this article.

Click Activate in the top right corner of the screen.

When prompted, click Confirm.

Nice work! You have successfully built an automated drip campaign that will send to all new contacts with a stage value of new lead. You can stop this automation by clicking the "Deactivate" button on the process screen. Alternatively, you can stop drip campaigns one at a time. To learn more, click the "Start or Stop Drip Campaigns" tab at the top of this page.

Table of Contents

Start by Contact Date

Sending to Multiple Contacts

Sending multiple emails on specific dates

Email Tracking (Coming Soon)

Start by Contact Date

Accounts on the latest version of Propertybase have access to multiple send options. In addition to the default "send using a specific date" it's also possible to send using Contact date field values. This allows users to send Drip Campaigns based on date fields relative to the recipient. For example: using the "Birthdate" field a user could configure a Drip Campaign to send a Happy Birthday message to multiple Contacts, all on their respective birthdays. We have also added a new option for "Sending emails on specific dates" that will allow you to send multiple emails on different dates.

To send based on a Contact date field, select "Using a contact related date field" under Start Date.

Next, select a date field using the picklist on the right side of the screen.

Sending to Multiple Contacts and On Behalf Of

In addition to using Contact related date fields, Propertybase accounts on the latest version can also send Drip Campaigns to multiple Contacts. Combining these two features turns Drip Campaigns into very powerful marketing features.

Note: When sending to multiple contacts, the recipient limit is 30.

To send to multiple Contacts, select more than one Contact under Recipient Details.

To send On Behalf Of a Contact Owner, select Send On Behalf Of in the Sender Details section.

Sending emails on specific dates

In addition to using Contact related date fields and starting a drip campaign on a specific date, Propertybase accounts on the latest version can also send emails on specific dates. Combining all three of these features turns Drip Campaigns into very powerful marketing features.

To send emails on specific dates select the radio button:

Once this is done you can go to the Configure Drip Emails section below and enter the required information.

You can add multiple emails at one time by selecting the Add New Email button at the bottom and entering each required field for the subsequent emails you wish to be sent.

Email Tracking

Unfortunately, this is not available yet. This is in the product roadmap to add this feature.

Propertybase Webforms is a convenient way to capture leads directly from any website. By including specific Contact record field names on your form, you can import several pieces of information directly into Propertybase. This feature is only available Propertybase Lightning customers. On Propertybase Classic? Click here for alternative options.

Form Embedding

Adding Additional Form Fields

Webform FAQs

Form Embedding

Before using Propertybase Webforms, you must enable Front Desk.

Once Front Desk is enabled, the next step in capturing leads from your website, is to embed the form supplied on the Front Desk activation page. (This can be found under Control Center > Front Desk > Propertybase Webforms.)

The example form provided only includes the Contact's first and last name. You can use this form "as is", or you can add additional fields specific to your needs. To learn more about adding additional fields, continue reading below.

Note: This is just example form data. Please use form fields specific to your needs.

Adding Additional Form Fields

When using Webforms, you can capture data and automatically import it into anyfield on a Contact, Listing or Inquiry record. Let's walk through adding additional fields to a webform below.

Note: It is recommended to have working HTMLknowledge before performing any steps below.

For example purposes in this article, we will add "Phone Number" from the Contact record to our webform. Before writing any HTML, you must locate the "Field Name" for the field you are wanting to add. You can locate this by using the Object Manager.

Shown in the image below, we have located the Contact object's "Phone" field within the Object Manager. In this example, the field name is identical to the field label. This is typical for standard objects, but for custom objects the field name is usually much longer.

Now that we have our field name, we need to add it to our webform. First, copy the "Last Name" section of code and paste a new version below. Next, replace "First Name" with the new field label "Phone". Lastly, replace "LastName" with the new field name "Phone." See the image below for a full walkthrough.

Adding Contact & Inquiry Fields

In the example above, our field came from the Contact record. If you want to add a field from a different object, simply replace the object name as shown in the "City" example in the image below.

<p><b>Phone</b></p>

<p><input type="text" name="contact[Phone]" /></p>

<p><b>City</b></p>

<p><input type="text" name="request[pba__City_pb__c]" /></p>

Adding Listing Fields

If you want Webforms to automatically create a new Listing, you can do so by including the HTML code shown below.

Listing Address:<br />

<input type="text" name="listing[pba__ListingStreet__c]" /></p>

Additionally, if you would like the newly created Listing to be associated with a Contact record, you must include the name of the custom contact lookup field, shown in the example below.

<input type="hidden" name="property_owner_contact_field" value="PropertyOwnerContact__c" />

Creating Linked Listings

If you want to create a Linked Listing between form leads, their inquiries and existing listings, simply provide a reference to the external listing, as shown in the example below.

Note: Do not change the name element in the HTML examples below.

<input type="hidden" name="favorite_unique_ids[]" value="YOUR_EXTERNAL_LISTING_ID_1" />

You can also reference more than one Listing, as shown in the example below.

<input type="hidden" name="favorite_unique_ids[]" value="YOUR_EXTERNAL_LISTING_ID_1" />

<input type="hidden" name="favorite_unique_ids[]" value="YOUR_EXTERNAL_LISTING_ID_2" />

<input type="hidden" name="favorite_unique_ids[]" value="YOUR_EXTERNAL_LISTING_ID_3" />

In order for Propertybase to associate your external listing with the same listing inside Propertybase, you must include the HTML below. Replace "pba__Broker_s_Listing_ID__c" if you are using a different field to reference external listings.

<input type="hidden" name="unique_id_field" value="pba__Broker_s_Listing_ID__c" />

Add Details to Linked Listings

If you use Webforms to create Linked Listings, you can also populate additional field data on those Linked Listings. In the example below, the form would populate the "Client Feedback" field, for each Linked Listing respectively.

Note: You must use the same IDs for all Linked Listing fields for the association to work.

<input type="hidden" name="favorites[][listing_id]" value="YOUR_EXTERNAL_LISTING_ID_1" />

<p><b>Feedback for Listing 1</b></p>

<input name="favorites[][ClientFeedback__c]" />

<input type="hidden" name="favorites[][listing_id]" value="YOUR_EXTERNAL_LISTING_ID_2" />

<p><b>Feedback for Listing 2</b></p>

<input name="favorites[][ClientFeedback__c]" />

<input type="hidden" name="favorites[][listing_id]" value="YOUR_EXTERNAL_LISTING_ID_3" />

<p><b>Feedback for Listing 3</b></p>

<input name="favorites[][ClientFeedback__c]" />

Form Success Message

You can send users to a specific URL after they submit your form by including the HTML code shown below.

<input type="hidden" name="success_url" value="http://www.yourdomain.com/yoursuccesspage" />

Validation

Validating form data must be handled on the browser side usingjavascript or HTML5. Propertybase Webforms do not provide validation services. In order to create a Contact record in Propertybase, the Last Name field must be provided (E.g. contact[LastName]).

Webform FAQs

Is a duplicate check performed?

It depends. If you include an email field on your form, Propertybase will use that email address to perform a duplicate check. If you do not include an email form, a new Contact will be created.

What records are created?

As stated above, if a duplicate is not found, a new Contact record will be created. Additionally, if you include Inquiry fields, a new Inquiry record will be created. If existing Listing IDs are included in your Webform, new Linked Listing records will be created.

Can Webforms avoid SPAM?

Yes, the webforms contain a honeypot field. You can find it in under"<!-- leave this field here -->". But we do recommend that you also add your own measures to prevent SPAM and have your web developer secure the form.

Full HTML Example

An example HTML form is attached below. This example also includes client-side javascript validation.

The media manager in Propertybase allows users to manage images, media and external links on Listing and Property records. This article will coveradvanced features available to the media manager.

For a general overview of the Media Manager see: Managing Images & Media.

Note: The custom settings explained in this article are not retroactive. They will apply to future uploads only.

Limiting File Types

Resizing Images

Adding Watermarks

Custom Solutions

FAQ

Limiting File Types

Limiting uploads to specific file types is possible through advanced settings.

Click here to learn how to add custom settings to Propertybase.

The following settings are available for limiting file types for images, video and documents:

Setting Key

Default Values

propertyMedia_imageExtensions

jpg,jpeg,gif,png

propertyMedia_videoExtensions

mov,avi,m4v,mkv,mpg,flv

propertyMedia_documentExtensions

pdf,zip,rar,swf,doc,docx,xls,xlsx,ppt,pptx,txt,rtf

Note: You must clear your Propertybase cache for changes to appear.

Resizing Images

When uploading images through the media manager, Propertybase resizes images to 800x600 by default (meaning width by height in pixels.) Additionally, thumbnails are created at 100x100. This only applies within Propertybase. Images are still stored by Propertybase at their original size and available for public use (website, portals, etc.)

You can specify additional image sizes using advanced settings. Doing so will instruct the media manager to create these sizes when uploading through the media manager.

Click here to learn how to add custom settings to Propertybase.

You can specify any custom sizes using this setting, however, the syntax must match the example below. (WxH and all consecutive dimensions must be separated by a semi-colon.)

Setting Key

Example Values

propertyMedia_imageSizes

2048x1536;900x700;300x300

Note: You must clear your Propertybase cache and upload a new image for changes to appear.

Additional Options

Propertybase tries to maintain aspect ratios on custom images to ensure the best-looking result. However, there are additional options available that give the system-specific instructions for resizing and cropping images.

Explicit Cropping

This tells the system to crop images even if it results in losing part of the image.

Setting Key

Example Values

propertyMedia_imageSizes

2048x1536^;900x700^;300x300^

By including "^", you are telling the system to crop the image at exactly the specific dimensions.

Explicit Resizing

This tells the system to resize images even if it resultsin a "squished" or "warped" looking image.

Setting Key

Example Values

propertyMedia_imageSizes

2048x1536!;900x700!;300x300!

By including "!", you are telling the system to resize the image exactly to the specific dimensions.

Accessing Resized Images

To access resized images simply add the custom size to the URL as seen below: If you use Explicit Cropping and Resizing you will need to add the special character at the end ex. 300x300^

Adding Watermarks

The media manager can also automatically add watermarks to uploaded images. To do this, enter a custom setting using the syntax below. The watermark syntax isaddedto the end of any custom sizing values.

Click here to learn how to add custom settings to Propertybase.

Setting Key

Example Values

propertyMedia_imageSizes

800x600;235x544;300x500wmhttp://360cadservices.com/web/img/watermark.original.png

Note: You must clear your Propertybase cache for changes to appear.

Accessing Watermarked Images

To access watermarked images simply add the custom size to the URL as seen below:

Custom Solutions

Does your organization have specific image needs? Propertybase can develop custom solutions like branded URLs, imageexpiration and more. Please reach out to the customer success team to discuss further.

FAQ

I get an "Internal Server Error" message for (some) images I upload.

Managing Images & Media

When you upload images, please avoid using special characters in the file names and especially not such as brackets and apostrophes. Apostrophes will certainly destroy the code and stop you from uploading a file. Also, check that the file name has a regular amount of characters. It's a file name, not a description.

How are the standard image size versions that Propertybase always creates (800x600 and 100x100) referred to in the image URL?

Propertybase resizes images to 800x600 by default and 100x100. To "call" these version via the image's URL, add the custom size to the URL as "midres" or "thumbnail":

You will also find these sizes being used in our PDF template examples. See the next entry for more info on that.

I want to use my custom image sizes in PDF and emails. How do I update the code?

Please follow the steps in the FAQ of the article " Quicksend Coding Tips & Tricks "

How can I sort my images faster? Images are sorted alphanumerically on upload. If you already know the sortorder you will want to present them, please use a numbered or ABC-naming. Then you can use "Add All" to add them to the corresponding presentation feeds. Of course, you can drag and drop anytime later to change the order again in the feeds.

Related Articles

Propertybase CRM customers with an active Propertybase Website can now automatically import exclusive listings from their MLS. Once enabled, Listing and Property records will be created for each imported MLS listing.

Upon import, Propertybase will update the record owner for each Listing using theAgent MLS ID. For this reason, it is highly recommended that Agent MLS IDs are added prior to enabling this feature. If they are not, the system will use the default Admin.

Please read all documentation below to ensure proper configuration.

Required Configuration

Activation Steps

FAQs

Required Configuration

Before activating this feature there are a few required configuration steps. First, both the "MLS Memberships" component and a new rich text component must be added to the user profile page layout and listing record page layout respectively. Once both components have been added, all Agent MLS IDs must be entered into the system to ensure proper record ownership.

Table of Contents

Adding "MLS Memberships" Related List

Adding Rich Text Component

Entering MLS Agent IDs

Adding "MLS Memberships" Related List

Prior to activation, you must add the "MLS Memberships" related list to the User Profile Page. This will allow Agent MLS IDs to be saved and viewed on User Profiles. In doing so, Propertybase will be able to update imported Listings with the correct record owner. Without completing this step, the record owner for all Listings imported from your MLS will default to the Propertybase Administrator.

Please watch the video below containing instructions for adding the MLS Memberships component to the user profile page layout.

Adding Rich Text Component

Please watch the video below containing instructions for adding a rich text component to your listing record page layout.

Entering MLS Agent IDs

Please watch the video below containing instructions for adding Agent MLS IDs to your Propertybase account.

Note: The CSV file mentioned in the video below can be downloaded by clicking the "MLSMemberships.csv" link at the bottom of this page.

Nice work! You have completed the required configuration steps for this feature.

You are now ready to import your Exclusive MLS Listings into Propertybase!

Click the "Activation Steps" tab at the top of this page to learn more.

Table of Contents

Setting Fallback Record Owner

Activating The Feature

Note: The steps located in the "Required Configuration" tab must be completed before proceeding.

Setting Fallback Record Owner

Prior to activating this feature, it's important to determine the fallback record owner. This user will be assigned as the record owner for MLS listings when no Agent ID match is found. (For more information on Agent MLS IDs please see the "Entering MLS Agent IDs" section on the first tab of this page.)

To set the fallback record owner, please follow the steps below.

Open the Control Center.

From the Control Center,click MLS Listings.

Within the fallback record owner section on this page select a user. Once finished, click Save.

Activating This Feature

Once the required configuration steps have been completed and the fallback record owner has been set, please follow the steps below to activate this feature.

To activate MLS Listing Import,simply click the toggle at the top of the screen.

When prompted,read through the notes and once understood,click I understand.

Note: While testing this feature we found that the initial import time for 5,000 listings was 30-40 minutes. That time will vary for accounts with more or less than 5,000 listings.

That's it! Your exclusive brokerage listings will now automatically import into Propertybase.

Want to learn more about this feature? Click the "FAQs" tab at the top of the page.

Frequently Asked Questions

How do I update an MLS Listing in Propertybase?

Following real estate industry standards, MLS Listings cannot be updated in Propertybase. Information for specific Listings must be updated in your MLS directly. Anytime a change is detected in your MLS, that Listing will be imported into Propertybase.

How often are MLS Listings updated in Propertybase?

MLS Listings are updated in Propertybase any time a change is detected on your MLS. This update process runs every 10 minutes.

I accidentally deleted an MLS Listing in Propertybase, how can I get it back?

To re-import a deleted Listing, simply make a change to that Listing within your MLS. That Listing will then be re-imported into Propertybase on the next import - which runs every 10 minutes.

How do I add a new MLS?

To add a new MLS, please contact Propertybase Support by clicking here.

How exactly is the record owner determined for MLS Listings?

When an MLS Listing is imported into Propertybase it is assigned a record owner based on the following criteria: Agent MLS ID, Co-Listing Agent MLS ID and Fallback Record Owner. In other words: if a matching Agent ID is not found Propertybase will search for a matching Co-Listing Agent ID. If a matching Co-Listing Agent ID is not found, the fallback record owner will be used. Click here for a visual representation of this logic.

What if I change or add Agent IDs after MLS Listings have been imported?

When a new Agent MLS ID is submitted, Propertybase will automatically update all MLS Listings that are related to the new criteria. Because of this users never have to worry about MLS Listings being out-of-date!

What listing fields are mapped from the MLS to Propertybase?

Please refer to the listing fields listed in the linked document here. Depending on your MLS, not all fields might be used. If you are missing a field, please contact support!

Updating your email signature in Propertybase is simple. The following article will walk through that process.

Editing Signature Information

Editing Signature Image

Editing Signature Information

The "Branded Layout" (included by default) automatically pulls information from your Propertybase profile to create your email signature. You can modify what appears (or doesn't appear) in your signature by editing your profile information. To edit your profile follow the steps below:

Click the profile image at the top of the screen, then click the profile image again.

Next click Edit in the top right corner of the profile.

The following fields will appear in your email signature:

Name

Title

Company Name

Agent Image URL (See: Editing Signature Image)

Email

Phone

Cell

Address

When finished, click Save.

Editing Signature Image

To modify the image that appears in your signature, edit the Agent Image URL field. This field will accept any remote URL, but you can host the image in Propertybase if you choose. This needs to be a Square dimension image or it might distort the picture. The default templates are set to be a 60x60 image.

If you already have a remote URL for your image you can skip to the final step below.

Click the profile image at the top of the screen, then click Switch to Salesforce Classic.

Click the "+" icon in the top navigation bar.

In the list of applications, click Documents.

Click New.

Fill out details using the image below as a guide.

Note: Make sure you check the "Externally Available Image" option on this screen.

When finished,click Save.

On the following screen, right-click the image and click Copy Image Address.

Next, switch back to the Lightning Experience.

Return to the edit profile screen and paste the copied URL in the Agent Image URL field.

Click Save.

Congrats! Your email signature is now customized.

Often times the Propertybase support team needs access to your account in order to resolve support requests. When submitting a support request it's a good idea to make sure our team has temporary account access - even if it ends up not being necessary. This article will walk through that process. Each user will need to grant us access so we can log in as that user, granting access is one per user. Admins can not grant access for other users.

Granting Access

Locating Org ID

Classic Layout

Granting 'Support' Access to Your Account

The following guide will show you how to grant Propertybase Support, Salesforce.com Support or your system administrator access to your account.

Click your profile image at the top of the screen, then click Settings.

Next click Grant Account Login Access in the Quick Find menu.

Click the dropdown next to who you would like to grant access to and select how long you want to grant access.

Click Save.

Done! Continue with your support request knowing that Propertybase has access to your account.

Locating Your Org ID

To locate your organization's ID, perform the following:

Click the gear icon in the top right of the screen, then click Setup.

Click Company Information in the Quick Find menu.

On this page locate your Salesforce ID.

Classic Interface

Click on your name at the top of the page and then select "My Settings".

This will bring you to your personal Profile settings. Click the plus sign (+) and then "Grant Account Login Access".

Then you will be able to select the duration of access for the Propertybase Support team. Finally, click "Save".

Older Interface

The video below demonstrates how to grant access to Propertybase Support using the old Setup interface. If your screen looks different you are on the Classic Interface, please click the Classic Interface link for appropriate instructions. Setup > search for Grant > Grant Login Access.

We are constantly enhancing, optimizing and adding new features and configurations toPropertybase. It's important to check for updates regularly to ensure you are on the latest version. Make sure to follow us on Twitter and Facebook, as well as watch your email inbox -we announce major updates through those channels.

Important: Non-Lightning customers (version 1.398.8 or below), please click here before upgrading.

Not sure what version you currently have? Click here to learn more.

Updating Propertybase

You can check for updates to Propertybase anytime by visiting update.propertybase.com.

When prompted,click Check for Propertybase Update. (Alternatively, you can select the second option to update a Salesforce Sandbox.)

Options for updating Propertybase

You will be logged into the Changelog, make sure you read over any notes about the update.Click the upgrade button on the latest Propertybase version.

On the following screen select Install for Specific Profiles. DO NOT click Upgrade yet.

Select Install for Specific Profiles...

Scroll down the page and assign access levels according to the screenshot below.

Note: For custom profiles, set the access level based on the profile is was created from. For example, you cloned the PB Agent profile and named it Rental Agent, that profile would receive PB Agent access level.

Once you have set the proper access levels, scroll up and click Upgrade.

The upgrade process will take anywhere from a few seconds to a few minutes. You may receive a message that says This app is taking a long time to upgrade. If that happens, wait three to five minutes.

After waiting, click Done.

You will be redirected to the Installed Packages screen. You can see your current Propertybase version number under Installed Packages. This version number should match the one you just upgraded to.

** 1.470 was the current version at the time of writing this.

Congrats! You are now on the latest version of Propertybase.

If you or your users encounter errors after updating, please have the browser cache cleared! Every user will need to do this themselves as it is their local browser storage providing inconsistent information. If the error persists after clearing cache, please reach out to Propertybase Support.

Want to capture internet leads directly into Propertybase? Introducing Front Desk by Propertybase.

Front Desk, a service developed by Propertybase, is able to receive leads from a variety of online sources. Once a lead enters Front Desk, the information is parsed and imported directly as a new Contact in Propertybase. If the Contact already exists, Front Desk simply creates a new Inquiry related to the already existing Contact. The best part? This is all done without anyinvolvement or intervention from you.

Without a tool like Front Desk, leads would simply be forwarded to someone within your brokerage and it would be their responsibility to import those leads into your CMS tool or customer database. Why not forward those leads to Front Desk instead and have them automatically imported into Propertybase? This saves time, money and eliminates any possibility of user error. The best part? You don't need to rework your current business process! Simply forward leads to Front Desk instead.

How It Works

When Front Desk receives a new lead, it will use a unique parsing algorithm to separate key data from the email message. This data will then be mapped to existing fields inside Propertybase and automatically imported. If the lead is from a new contact, then a new Contact record will be created in Propertybase. If the lead is from an existing contact, then a new Inquiry record will be created - and automatically linked to the existing Contact record.

Getting Started

To learn more about what real estate portals are supported, click here.

If you are ready to start using Front Desk immediately, click here.

Here are all the different methods to capture your data, click here.

Email Alerts

There are 3 alerts that you can receive per lead.

Error Alert is sent if the email template has not been set up or something is out of line. This is a mandatory alert as we do not manage your inbox. You will need to let us know that there was an error and not just spam.

Success Alert is sent if the lead has been properly entered into Propertybase. Congrats you have a new Lead!

Forward Alert is an exact copy of the email that is sent to us, we forward it to you. This is used if your lead source only can send to one email address.

You will need to let us know what ones you will like and what email address you want it sent to.

Related Articles

Enabling Front Desk

Capturing Leads from Portals

Capturing Leads from Contact Forms and Emails

Capturing Leads from Realtor.com

Capturing Leads from Facebook

Capturing Leads from Zillow & Trulia

WebToProspect REST API

Using Propertybase Webforms

Activating Webservices