Australian Portals - How to Enable the Portals

Setting up Portals Checklist
Propertybase will create the portal record in the Portals tab. To do so, we need the following steps completed. 

1. Grant Access to Propertybase Support

 Click to open instructions for granting others access to your account

2. Go to help.propertybase.com and click "Submit a Ticket".

To request assistance with publishing listings to portals, include these details: 

  • Name the portals you will be using
  • Provide the Agency ID for each portal (see next tab).  The Agency ID must be unique.
  • Inform Propertybase the type of listing:  Residential, Commerical, Sale and/or Lease Listings
    • Why do I need to do this?
    • We will ensure the correct record types are available on your Listings, Properties and Enquiries.
    • If record types are not set up correctly, the XML feeds will fail.

 

3. For each listing to be pushed to portals, ensure you have ticked 'System Allowed for Portals' checkbox on the Details tab.

 

Agency ID
  
 The Agency ID must be unique per portal.  

Realestate.com.au issues an Agency ID, a 6 character identity code of the real estate agent assigned by REA.   The Agency ID must also be known to REA and be for an active subscribed agent.

Please visit this link to REA for more information about Finding your Agency ID

 

We recommend to include this ID on each listing record among the listing agent's details, as it is helpful when debugging and reporting. 

 

If other portals do not provide an Agency ID, simply create a generic ID, and then insert the ID on the portal record via the Portals tab.  

 

A generic ID can be anything you like; we typically default to "PB-[your company name]."

 

Activate Portal Record

If Propertybase is preparing the portal records on your behalf, skip to the next section.

If you are creating a new portal record or reactivating an inactive portal, simply follow the images. 

To activate a portal, first go to the Portals tab.

Lightning Experience users: click the App Launcher and search for the tab

Click the Edit button, then tick Is Active, and save. 

 

Once you save this change, active listings on this portal record will be refreshed.  If there no active listings, they need to be enabled on the listing record in a 2-step process.  Refer to the next tab: Publishing to Portals.

Classic users:  From the available tabs, click to access the Portals tab.

 

Publish Listings to Portals

Now you are ready to PUBLISH your Listings to the Portals! 

Each Listing record to be published on Portals needs settings enabled. 

1.  On the Details tab, in the Portals section, the checkbox System Allowed for Portals must be ticked. 

 

Field validations are turned on when the System Allowed for Portals checkbox is ticked.  The field validations ensure that you have entered the required information required by the portal providers when you edit and save the listing record. 

 

2.  Publish or Unpublish listings to your Portals in this section using the buttons at the right.  Portal Status displays which portals are receiving XML feeds.  

You're done!  

Check the portal listing status on the listing's Related list.  

 

 

There are 2 ways to stop publishing from Propertybase to portals:

  • Click Unpublish on the Portals tab to render the portal feed inactive for the selected Portals 
  • Untick System Allowed for Portals - the listing unpublishes from all portals 

 

 

To view common Listing Portal feed errors, please refer to the Australian Portals - How to correct Portal feed errors Help file.

FAQ
Q1) 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 Unique ID field. It is recommended to have this field set to the Record ID for each Listing by default.

Q2) None of my Property Listings are being pushed to my Portals. What do I need to do?

 

  1. Confirm the Portal has authorised Propertybase as your XML Portal feed provider
  2. The unique Agency ID is set in Propertybase
  3. For each Propertybase Listing that you wish to publish to the Portal, ensure System allowed for Portals is ticked and in the Listing > Portals tab click  Publish for the Portals you wish to publish the Listing to
  4. 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    support@domain.com.au                                                                                  
REA  XMLspecs https://help.realestate.com.au/hc/en-us/requests/new

Q3) 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.

  1. On the Portals tab, click the portal's name to view which listings are active/inactive on that portal. 
  2. On the Listing, go to the Related list to find the same selected fields. 

 

Q4) How do I know when the Listing was last updated?
 
Refer to Q3.  If Last Updated is not displayed, you may add it to the Related list layout.  
 
Q5) Updating the Listing Agent details & Multiple Listing Agents
The XML feed supports up to two Listing Agents details.
Listing Agent details: if the listing agent #2 does not have an agency ID, it is assumed that the agent is from the same office. And if the listing agent #2 does have an agency ID, then it is assumed that the agent #2 is a conjunction agent. 
Listing Agents #3and #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. 
 
Q6) 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;
 
Q7) 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.
 
Q8) 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). 
 
Q9) 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.
  
Q10) 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. 
Q11) 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.
 
Q12) 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 for more details;

  

 

Q13) 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.
Q14) I set up portals but have received an XML error.  What do I do? 
Q15) 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
Q16) 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 called Statement of Information then upload the document and tag it.  This will push it to the portals per your requirements. 

See the help file on adding tags for Property Media.
https://help.propertybase.com/hc/en-us/articles/203183913-Changing-available-tags-for-images
Q17) 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__c
pba_ausfields__PropertyType_3__c
These 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. 
Q18) 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: https://partner.realestate.com.au/documentation/reaxml/elements/

 

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