Australian Portals - How to Enable the Portals

Setting up Portals Checklist

Propertybase will receive your request to enable a portal as a case lodged to Support at support@propertybase.com.

Propertybase will create the portal record via the Portals Tab.  To do so, we need the following checklist completed. 

  • Grant access to Propertybase Support so that we may send XML Listing feeds to the Portal. This is a very important step.
  • Inform Propertybase "you would like to push your Listing feeds to Portals."
  • Inform Propertybase which portals you will be using.
  • Inform Propertybase know if you will be pushing to Residential, Commerical, Sales 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.
  • For each listings you wish to push to portals, ensure you have ticked 'System Allowed for Portals' checkbox.

Now that you have been through the checklist for Portal set up, activate each Portal in Propertybase and insert the Agency ID (see the next tab). 

Agency ID

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

We recommend to include this ID on each listing record. 

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

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

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

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

Complete all settings possible.  The minimum fields to enable proper transmission are:In order to be able to push listings to a portal, a portal record has to be created. Here's the settings that need to be configured:

    • Name: The name you want the portal to reference by. This will shop up in the portal section of the listing. 
    • Is Active: Has to be checked if you want to use this portal.
    • Max. Attachments: 26
    • Generator: the template to be used in order to render feeds for this portal. See below for a list of portals and their generators.
    • Agency ID: The ID given to that agency by the portal, or if not provided, an ID of your choice.
    • Type of transfer: FTP or pull
    • Endpoint / URL: For portals that use FTP upload, the endpoint / addresss of that FTP-Server.
    • Transfer Username: For portals that use FTP upload, the username needed to connect to that FTP-Server.
    • Transfer Password: For portals that use FTP upload, the password needed to connect to that FTP-Server.

 

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. 

Add or remove listings to your Portals in this section.

Th checkbox System Allowed for Portals must be ticked for the feed to be pushed.

and 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. 

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?

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.

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) My pictures are not shown on the Portal?
This is a setting in the user's browser.  Refer to this article for settings. 
Q11) 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.
 
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. These will be added to the feed to the real estate Portal.
 
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 for more details;

  

Q14) Where can I find the Portals tab? 

If the Portals tab is not visible on your default tabs, go to the [+] menu to access all tabs 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.

 

Q15) 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.
Q16) I set up portals but have received an XML error.  What do I do? 
Q17) 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 N/A commercialVIEW.com.au
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