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. Open a case at

Open a case to requesting to push your listing feeds to portals.

Include these details: 

  • Inform Propertybase which portals you will be using
  • Provide the Agency ID for each portal (see next tab)
  • Inform Propertybase the type of listing:  Residential, Commerical, Sale and/or Rental 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 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, you don't need to take action from this 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: click the App Launcher and search for the tab

Click to Edit, then tick Is Active. 

Once you save this change, active listings on this portal record will be refreshed.  


Classic:  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 go live on Portals needs settings enabled. 

On the Details tab, the checkbox System Allowed for Portals must be ticked for the feed to be pushed.

Ensure you have entered the Front Desk email and/or Listing Agents details, so that this information can be pushed to the Portal.

When the System Allowed for Portals checkbox is ticked, Propertybase will enable field validations to ensure that you have all the required information that the portal providers require when you edit and save the record. 

Publish or Unpublish listings to your Portals in this section.



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

Q1) REA Listing feeds are not pushing to the Portals. What do I need to do? 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?

Please ensure you have spoken with your Portal Account Manager, to make sure they have granted access for Propertybase to push listings to their Portal. The Portal provider will also need to provide you with your AGENCY ID which you will need to add to the Portal and make the Portal active.

  If you are still having trouble publishing all/some of your Listings to REA/Domain, please see the instructions below.

  1. Confirm the Portal has authorised Propertybase as your XML Portal feed provider
  2. For each Propertybase Listing that you wish to publish to the Portal, ensure “System allowed for Portals” is selected and in the Listing > Portals tab click  “Publish” for the Portals you wish to publish the Listing to
  3. 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                                                                                  
REA  XMLspecs

Q3) Where can I view the Listings that have been pushed to the Portal?

You will see the active Listings and the history per portal by clicking on each Portal Name in the Portals tab. 

Also on each Listing record you can track which Portals the Listing has been published to via the 'Listed on these Portals' Related List.

Q4) How do I know when the Listing was last updated?
There is a related list on the listing record where you see what portal each listing is on and when this was last updated.
Additionally, on the Portal record there is a list of all Listings that are being published to that real estate Portal (Listings on this Portal)
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. 
Please note the XML feed does not control the Listing Agent photo for Real Estate Portals (only for Web Listings to your Website). So you will need to 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?
Within the Listing Media Manager make sure you add the Video link, rather than uploading the video file. Also for uploading Virtual Tours (where the link actually points to the site of the tour), please make sure you tag the uploaded link as 'Virtual Tour' for this to be uploaded correctly.
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. These will be added to the feed to the real estate Portal.
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
Also only 2 floorplans are allowed per Property. See the below link for more details;


Q13) Where can I find the Portals tab? 

If the Portals tab is not visible on your default tabs, access all tabs via the [+] menu at the far right of default tabs, and find Portals in the tabs list.  

To add it the default tabs, click the orange 'Customize My Tabs' button at the top right of the screen.  Here you can add or remove tabs and arrange them.


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? 
Q16) Which portals are for which type of agencies? 
Agency Residential Commercial
REA Group RealCommercial
Domain CommercialRealEsate (CRE)
Domain Allhomes Rental and Sale N/A
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 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.
Q18) What are these fields for: Property Type 2 & Property Type 3?
These are fields in the AU country add-on package. 
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. 
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