Using the Contact & Listing Manager (BETA)

In Propertybase version 1.504 we released new versions of both the Contact and Listing Manager. These two List Managers allow you to quickly and efficiently browse all of your Contacts and Listings in one central place. In this article we will cover features and configuration options for both. All screenshots and descriptions will refer to the Contact Manager for example purposes. The Listing Manager contains the same functionality unless stated otherwise.

Note: This feature is currently in a BETA testing phase. Please report issues or bugs here.

Not sure how to access the Contact and Listing Manager? Click here.

You can access the Contact Manager though the app launcher, as shown below.

  • Click the App Launcher in the top left corner of the screen, then click Contact Manager.

Installation

Before using the new Contact & Listing Managers, you must update to the latest version of Propertybase.

After updating the the latest version, please follow the configuration steps below.

  • Click the gear icon in the top right of the screen, then click Setup.
  • Click Profiles in the Setup navigation menu.
  • Click PB Administrator in the list of profiles.
  • Scroll down and click Visualforce Page Access.
  • Click Edit.
  • Enable the Visualforce Pages shown in the image below. (Hold down "Command" on Mac or "Control" on PC to select multiple Visualforce Pages, then click the "right arrow" to add them to the list of enabled pages.)

Note: All Visualforce Pages should always be enabled. (The left column should be empty for all profiles.)

  • Click Save.
  • Repeat the steps above for the PB Agent profile, as well as any custom profiles.

Feature Overview

Both the Contact and Listing Managers (also known as "List Managers") are made up three main sections: filter options, results and actions/ view controls. The following section will explore those sections in more detail.

Filter Options

On the left side of any List Manager are filtering options. Filtering options control what results display in the following section (ride side of the screen.)

By manipulating different filter values, you can narrow (or broaden) your results list. This is helpful for finding specific Listings or Contacts, as well as dividing your clients into specific segments.

List Results

On the right side of the screen you will find a list of results. Results are determined by filtering options (explained above.)

You can use the checkboxes to the left of each record to select it. There is no limit to the amount of records you can select.

Once you have made a selection, you can use actions to perform specific tasks with your selection (more on that below.)

Actions

In the top right corner (top row) of any List Manager are action and view control buttons. Actions allow you to perform specific tasks with any selection of records. 

"Print PDF" will generate a list of selected records in PDF format. From there you can email or print the PDF for your records.

"Send" allows you to send an email to a selection of Contact records, or in the case of the Listing Manager, you can send a selection of Listings to specific Contacts.

"New" simply allows you to create a new record, depending on what List Manager you are currently using.

View Controls

In the top right corner (bottom row) of any List Manager are view options. View options allow you to switch between standard "List View" and "Thumbnail View". Depending on the data being displayed, one view may be more beneficial than the other.

Configuration Options

You can configure settings for List Managers and change default filtering options in the Control Center. Settings for List Managers are broken down into two sections: Filter Fields and Results Fields. Filter Field settings control what filters are displayed and Results Field settings control how results are displayed.

Not sure how to access Settings in the Control Center? Click here.

  • Click the App Launcher in the top left corner of the screen, then click Control Center.
  • Inside the Control Center, click Object Managers (BETA).

Filter Fields

NOT

This option allows you to essentially "inverse" the entire filter option. So instead of filtering for the specified criteria, you are filtering for the opposite.

For example: If you selected this option for "Listing Type = Sale", Propertybase would search all Listings that are not Listing Type of Sale.

Filter Type

Filter type allows you to specify how to filter against the specified criteria.

To name a few:

"Has values" should be used on fields that can contain multiple values. (E.g. listing type, property type, status, etc.) 

"Contains" is essentially your most traditional version of "search".

"Range" should be used on any field that contains a value range (I.e. any field containing numerical data: bedrooms, bathrooms, area, etc.)

Field

The field option allows you to select which fields should be included in the default filtering options.

You can use the "plus" icon to search for and select different fields.

Default Value

If applicable, the default value option will allow you to select a value to populate by default.

For example: this can be helpful if your brokerage only deals with a single type of Listing, etc.

Order

Use the up and down arrows under order to specify the order in which filtering options appear.

Delete

This button can be used to completely remove a filtering option.

The "Add new filter" button at the bottom of filtering options allows you to add additional filters.


Result Fields

Descending Sorting

Checking this option, in conjunction with "Sort By" will reverse the sort order from last to first. 

Example: Enabling "Descending Sorting" with "Sort By" set on the "Contact Name" field, would sort your Contacts backwards from Z to A.

Example: Disabling "Descending Sorting" with "Sort By" set on the "Contact Name" field, would sort your Contacts normally from A to Z.

Display Format

"Website Image" is meant for the Listing Manager only. Specifically the "pba__Property__c" field.

"Clickable title" is generally meant for fields like "Name" or "Title", which would link to the full record.

For most fields you will probably leave the "Display Format" option blank.

When a display format is selected, it can be unselected by clicking on the value again.

Card View

Enabling the Card View option on a select number of fields will group them together and save space.

Format On Card View

When using card view, you can specify how the data should be formated. If left blank, only the specific field value is displayed.

For example: If you would like to add a label, like "beds" or "$" you can do that by using the formatting shown on the right.

Sort By

Selecting a field for "Sort By" tells Propertybase what field should be used to sort the results list.

 

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