Working with online listing services (often called portals) is a necessity in today's real estate market. Propertybase allows you to receive Property, Listing, Contact and Inquiry data through tools like Front Desk. Did you know that Propertybase also allows you to publish data too? This is possible through a feature called Portal Syndication. In this article we walk through the process of creating and editing portal connections.
Note: To use Portal Syndication your account must be up-to-date. Update now.
Enabling Portal Mapping and Getting Started
Note: Propertybase is regularly adding new portals and documenting feedback from our customers. Please send feedback and portal requests here.
If you are on the most current version, you will find "Portal Mapping" in Control Center. If you don't see it, please update Propertybase to the most current version.
See Portal Mapping in the Control Center?
Note: In order to use this feature, you must have an account with the portal you are trying to syndicate with.
When it comes to Portal Syndication, everything happens in the Control Center. To create a new portal connection (or edit an existing one) navigate to the Control Center and then open Portal Mapping.
Not sure how to access the Control Center?
- Click the App Launcher in the top left corner of the screen, then click Control Center.
- From the Control Center, click Portal Mapping.
Once you've opened Portal Mapping in the Control Center, you will see a list of available portal connections. If you have an existing connection, you will see those too. Let's walk through the steps required to create a new connection and features available.
- To create a new connection, click New next to your portal of choice.
Note: Don't see a portal listed? Request it to be added here with the PB CRM ticket submission option, we are always listening to our customers.
- Enter data for all the required fields.
Note: This screen will be different for each available portal. While we cannot offer support for these fields, your portal of choice should be able to. These fields should look familiar to customers that regularly use the selected portal.
- Once field data has been entered, click Create Portal.
To learn about settings and feed values, click the "Settings & Feeds" tab at the top of this page.
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When creating a new portal, you are prompted to enter settings (see the "Getting Started" tab on this page.) However, you can modify these settings anytime by clicking the Settings button at the top of the page.
A feed is simply a way to distinguish between different "types" of Listings. Some portals have multiple feeds, some only have one. The most common example of multiple feeds is one for residential and one for commercial.
How many feeds a portal has it determined by the portal itself. Feeds can not be added or removed, however they can be enabled or disabled. Before a feed can be enabled, feed values must be selected.
When a portal contains multiple feeds, Propertybase needs a way to know which Listings should go to which feed. This is accomplished through feed values. What values are available is determined by the "feed selector field", which is selected in the settings menu.
See the table below for example feed values. The feed values should be selected to fit your specific needs.
In this example, the fields "Apartment" and "Townhouse" have been selected.
This makes sense because these property types will almost always be residential.
In this example, the fields "Lot/Land" and "Other" have been selected.
This makes sense because these property types will almost always be commercial.
Adding Feed Values
- To add a feed value, click the plus icon and select from the available fields.
When adding feed values, remember to save your work!
Removing Feed Values
- To remove a feed value, click the "x" icon next to the value you want to delete.
When removing feed values, remember to save your work!
Once you have selected feed values, you can activate that feed.
Note: Feeds that don't contain feed values cannot be enabled.
- To enable or disable a feed, click the toggle next to it.
To learn about mapping fields, click the "Mapping Fields" tab at the top of this page.
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Once you've created a portal connection, it's time to map some fields! Field mappings tell Propertybase which internal (Propertybase) fields should correspond to which external (portal) fields. Some portals have more fields than others and sometimes there isn't a Propertybase field to match. No worries, we will cover all of these scenarios and more below.
The first thing you should consider when mapping fields is if you want to load default values. These are simply internal Propertybase fields that our team has already mapped for you. Want to make changes? No worries. All mappings can be modified regardless of how they were originally set.
- To load default values, click the Load Default Values button.
- When prompted, click Replace.
You should now see default Propertybase fields mapped to the appropriate portal fields.
Whether your mapping fields in a new portal or modifying existing fields, the process is the same. It's also important to note that while not all fields are required, each portal has some fields that are. You cannot activate a portal unless all required fields are mapped.
- To update a field mapping, click the "plus" icon next to the field.
This will open the field selector. Using this component, you can browse all available Listing fields. You can also filter these fields by using the search box. The search feature allows you to quickly find the field you are looking for.
- Selecting a field will update the current mapping.
Some field mappings require certain field data types (boolean/checkbox, number, text). In case of picklist choices, the mapping will require you to map a picklist field and then map each value to a corresponding counterpart on the portal.
Note: you can map multiple values to one choice on the portal:
But you must not map one value multiple times to different choices on the portal. The portal will not know what exactly the value then should be:
You can clear a field mapping by clicking the "X" button within the field itself.
Whenever you make changes to your portal mappings, it's important to remember to save. You can save your changes by clicking the Save button in the top right menu. This button will be highlighted blue and you will see a "unsaved changes" notification whenever there are unsaved changes.
For instructions on activating a portal, click the "Portal Activation" tab at the top of this page.
Once you have created a portal connection, set feed values, enabled the correct feeds and mapped all required fields it's time to activate!
- Click the Activate button in the actions menu to activate a portal.
You can see the activation status of a portal at anytime by viewing its indicator in the top left corner.
A green indicator means that the portal is current active.
A red indicator means that the portal is current inactive.
Nice work! If you followed along throughout this article, that means you created a new portal connection, set feed values, mapped portal fields and activated a new portal connection.
We are regularly adding new portals to the Portal Syndication feature. Below is a list of currently supported portals, as well as portals that are being actively integrated. To request a new portal, please click here.
*Although we are actively working to support these portals, we cannot guarantee specific dates for availability.
We collected setup steps and the most common questions & answers in "Portal Field Mapping". Please review that article fully!
Auto Publish Listings to Portals
New from package version 1.595:
You can now Auto Publish Listings to your Portals! This feature allows users to define criteria for automated publishing of Listings to their configured Portals. In order to add this feature you will need to follow the steps below
1. Add the Auto Publish Listing field to the Portal Layout
First, go to the Portal Object in Object Manager:
Next, you will select Page Layouts:
Followed by selecting the Portal Layout:
Here you'll see a new field called Auto Publish Listing:
Drag the Auto Publish Listing button down to the Portal Detail Layout:
Save changes here with Quick Save:
This will enable the checkbox for Auto Publish.
2. Add the Allowed for Auto Publish field to the Listing Layout
You will need to follow these steps again but in the Listing Object:
If you go back to Object Manager and go to the Listing Object and select Page Layouts:
Here you'll need to go into each of your respective layout types and add the Allowed for Auto Publish button as well:
Again, you'll need to drag these down to the layout and save using Quick Save:
Auto Publishing Listings to Portals
In order to start the auto publishing for a portal you'll need the following:
- The checkbox on the Auto Publish Listings on the Portal set to True
- The Field: System Allowed for Portals on the Listing set to True
- The Field: Allowed for Auto Publish on the Listing set to True
All listings that are allowed for portals and are allowed to be published automatically will now be published to all portals that are selected for auto publishing.
Note: When adding multiple listings via the data loader make sure these fields are set if you want to use the feature.
Existing, new and updated listings will be published to portals if the above conditions are fulfilled. Changes on the portal (auto publish changed from false to true, etc.) will trigger an auto-publish on all listings that have not yet been published if the conditions are met.
Important note for publishing a high number of listings: The publishing of listings to portals will run asynchronously.
Listings will only be auto-published once only. If they are unpublished manually, they will not be republished automatically.