Custom Fields - Importing values

  • Updated

Expand your data details easily with Custom Fields in Re-Leased. Now with our new import feature, you can quickly update multiple records at once, saving time and keeping your information consistent.

Requirements for importing

In order to import values for custom fields, the Re-Leased user must have the following permissions enabled:

  • General Settings - To manage Custom Field settings.
  • Can Edit Tenancies / Properties - Can edit Custom Field values on Tenancy or Property records
  • Can Import Data - To perform data imports

What you can import

Currently you can bulk import on either Properties, Tenancies, Contacts, or Areas any custom field values for the following data types:

  • Text
  • Number
  • Checkbox
  • Date
  • Single-select
  • Multi-select

 

How to import custom field values

  1. Navigate to Settings > Custom fields, and create your Custom Fields,
  2. Once you have custom fields in place, you can can click Import values.
  3. Use the dropdown selectors to select which Company you're importing into, and whether values will be for Properties, Tenancies, Contacts or Areas.
  4. Click Download template to download an excel file prepopulated with rows representing your Properties, Tenancies, Contacts or Areas (depending on your selection above); and columns representing your custom field labels as you have defined them in Settings. 
  5. Populate the excel file with values that correspond to each of your Properties, Tenancies, Contacts or Areas
  6. Save the file and upload it on the same page in Re-Leased you downloaded the template from.
  7. Click Next to proceed
  8. Confirm the details of your import, and/or fix any errors identified (see below), then click Confirm import. 
  9. Your data will then be imported into the relevant Property/Tenancy records. For large amounts of data, this process can take a few minutes.

Imports will happen in the background

You are free to navigate off this page and do other tasks in Re-Leased while the import processes.

Keep in mind you cannot start a new import for the same Company and Entity that is currently in progress.

 

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Things to keep in mind based on the field type

Depending on the field you're importing for, you'll see your downloaded template may come with some helper dropdowns to help you select the correct values. Let's have a look at what these clarifications are for some field types:

Checkbox

To import checkbox, you will have to specify either Yes or No to mark whether the checkbox will be checked or unchecked. These options should be available to select on your downloaded template.

Date

Make sure your date column is formatted as text, and not as date to make sure it’s imported correctly and use your region’s date format. Examples:

  • Australia and New Zealand: DD/MM/YYYY
  • United States: MM/DD/YYYY 
  • United Kingdom: DD/MM/YYYY

Single-select

For single-select fields, if you've downloaded a template, you'll see that you have your options pre-populated in excel. If not, make sure you type the desired option

Multi-select

In order to import multiple options, your options will need to be comma separated. As an example:

If you have a field called Facilities Checklist, which supports the following options:

  • Swimming Pool
  • Fitness Center
  • Playground
  • Storage Units

In order to import two of these for a field you will need to add both options separated with a comma: Swimming Pool, Fitness Center.

 

Keep in mind

For both single and multi-select fields, we do not support options that have commas as part of the option text. So bear this in mind when importing values.

 

Understanding Common Validation Errors

Missing Property ID, or Tenancy ID, or Contact ID

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Every import for custom fields must include a valid ID for each Property, Tenancy or Contact. If this field is missing or the user fails to provide an ID for the custom field being imported, the system defaults the Tenancy ID value to '0' and presents a generic error message stating Property/Tenancy/Contact Not Found.

Example of no Tenancy ID being provided in your spreadsheet:

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Keep in mind

Attempting to import data for Archived Properties/Tenancies/Contacts will result in the same error.

 

Resolution Steps:

  1. Confirm that the Property/Tenancy/Contact ID field is populated in your Excel file before importing.
  2. Double-check to ensure that the Property/Tenancy/Contact IDs correspond to active Properties/Tenancies/Contacts and are not linked to any archived records. You can check this ID on the Property/Tenancy/Contact Summary pages 
  3. By verifying these details and correcting any discrepancies, you can prevent the error and achieve a successful import for your custom field data.

Exceeding Character Limit

Text Custom field input has a character limit, allowing a maximum of 255 characters. If an input exceeds this threshold, an error message will be displayed stating Value length can only be 255 characters or less

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Resolution Steps:

  1. Before importing, check that all text custom field values are 255 characters or fewer.
  2. Edit any field exceeding the limit by truncating the text to meet the character requirements.

 

Tips for Avoiding Validation Errors

  • Ensure your Excel sheet contains data that is formatted correctly for the corresponding data type in each column.
  • Use the existing template from the Download Template feature.
  • Ensure the entity ID column from your Excel sheet is filled in.
  • Clean up your Excel sheet by removing any empty columns within your data range. This helps prevent unexpected errors during the import process.

 

 

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