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.
Permission Requirements
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
Supported features
In the initial Beta release, users will be able to bulk import on either Properties or Tenancies any custom field values that are of the data type Text.
Importing data of other types such as Number, Checkbox, Date, or Dropdown will be supported in future releases.
How to import custom field values
- Navigate to Settings > Custom fields, and click Import values
- Use the dropdown selectors to select which Company you're importing into, and which Entity (either Property or Tenancy).
- Click Download template to download an excel file prepopulated with rows representing your Properties or Tenancies (depending on your Entity selection above); and columns representing your custom field labels defined as Text data type in Settings.
- Populate the excel file with values that correspond to your Properties or Tenancies
- Save the file and upload it on the same page in Re-Leased you downloaded the template from. Click Next to proceed
- Confirm the details of your import, and/or fix any errors identified (see below), then click Confirm import.
- Your data will then be imported into the relevant Property/Tenancy records. For large amounts of data, this process can take a few minutes. This will work away in the background so you are free to navigate off this page and do other tasks in Re-Leased while the import processes.
A visualization of this process is shown here:
Understanding Common Validation Errors
Missing Required Fields
Every import for custom fields must include a valid Tenancy/Property ID. 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 Tenancy Not Found or Property Not Found.
Example of no Tenancy ID being provided:
Example error shown:
Additionally, attempting to import data for Archived Tenancies/Properties may result in the same error.
Resolution Steps:
- Confirm that the Tenancy/Property ID field is populated in your Excel file before importing.
- Double-check to ensure that the Tenancy/Property IDs correspond to active tenancies and are not linked to any archived records.
- 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
Example error shown:
Resolution Steps:
- Before importing, check that all custom field values are 255 characters or fewer.
- 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 only Text field data for both Property and Lease Custom Fields.
- Use the existing template from the Download Template feature.
- Ensure the entity ID column from your Excel sheet ( Property ID or Tenancy ID) should be filled in.
- Sanitize your Excel sheet by removing any empty columns within your data range. This helps prevent unexpected errors during the import process.