Building Stack: Visualizing Property Hierarchies

Note: Building Stack is only relevant to those that have the need to visualize larger building entities or even developments. Usually this is the case for Developers and agencies cooperating with them. In a regular setup you might not need this at all or perhaps only the basic relation Building+Unit.

With the following instructions you can implement a 3-level hierarchy in the Property object in a few steps. (Your Propertybase ORG must have been setup after 2-1-2013, if older please write to support@propertybase.com)
You will have to change the following attributes in the different page layouts/record types within the Property Record:

Organizing and visualizing spaces within a building has become simple with the Building Stack. This feature allows real estate agencies to construct a building hierarchy (building, floors, units), which enables agents to easily work with and find the listings that matter in the moment. 

The Building Stack consists of a customized page, which displays a building record with every single unit found within it. This facilitates the organization of your data and its visualization. Lets take a glance at the feature and its functionality.

Accessing the building stack can be done either by clicking the "Building Stack" button on:

  1. The main property record
  2. The detail page of the record in the Property Browser

The following image shows the the initial view of the Building Stack:

Upon entering the Building Stack the first item displayed is the building record information or in Propertybase terminology the Master Property. The image displayed is the main image associated to the website found on the Property Media Manager. The blue button "View Full Property Record" on the far right will direct the user to the main record page within the Property Browser.

All fields displayed in this building section are those found on the Page Layout of the salesforce property record. This means that editing the property records page layout will modify the fields visible in the Building Stack. 

The Building Stack continues by scrolling down. Here all of the units that are found related to this master property record will appear. By default they are grouped by the floor they are found in the building. The floor is a field found on each of the unit records. The following image displays the units: 

The units section can be divided in to four major parts:

 

1. Advanced Filtering

 Upon clicking the blue button "Advanced Filtering" a pop up section will appear in screen:

  1. Colorize by - This section allows the user to colorize units by a specific field found on the units listing. By default the fields for colorizing by are Status, Lease Expiration Date, Listing Price, Type and Amount/Month. When selecting one of these fields the values within those fields are then segment by a range of values depending on field type. In the example provided, the Status field is colorized by Active, In Preparation, Reserved, Blocked and Closed. In this matter the users can easily differentiate listing units by the color the adopt. This section can be customized and custom fields and color ranges can be defined via the "colorization pattern" setting in the Building Stack Settings. Fields can be added either from the unit property or listing record.
  2. Group by - This section groups the units by the field select from the dropdown. By default the grouping fields available are Floor, Status, Lease Expiration Date and Type. This section can be customized and custom fields and color ranges can be defined via the "group by fields" setting in the Building Stack Settings. Fields can be added either from the unit property or listing record. In addition the user can choose wether the groups are sorted in ascending or descending matter. 

 

2. Mass Actions

Mass Actions can be used once an user selects at least one unit in the Build Stack:

On the right hand side of this section the number of selected units appears in grey. By clicking the blue "Select all" link all units will be added for the mass action. Clicking "Unselect all" will in turn deselect all listings. 

The blue button "Create Listings" allows users to create multiple listings for units at once. This saves the user time from creating each listing individually. 

The blue button "Send Email" will take the select listings from the building stack and merge them into the Send Wizard where they will be ready to send to any contact or group of contacts in the system. 


3. Groups

As mentioned above,  by default all units are grouped by the field Floor. Using the Advanced Filtering "Group by" section the units can be grouped by the available fields.

The amount of units found in this group can be seen in grey next to the title of the group. By click the "Select group" link, all units from this group will be selected and a mass action can be done against them.

On the far right the "Top" link will take the user back to the top of the building stack. This link is useful when a building has multiple groups to avoid excessive scrolling.

 

4.Unit Details 

With in a group units are found. Each unit displays unique information specific to its record.

The fields available with this section are customizable and can be defined via the "child property fields" setting in the Building Stack Settings. The last field in the section, Listings, displays the amount of listings found against this property unit. Clicking "Latest" will take the user to the latest listing record created.

On the top right corner the selection box is found. Upon marking this box the unit will be available for a mass action. 

Depending on whether the Unit has its own property hierarchy the blue link "Building Stack" can be clicked and it will redirect the user to the building stack of that particular unit. This can be handy when a multi level hierarchy is set in place. An example of this could be Project, Buildings, Units within the Buildings. 

When the "Add Listing" button is clicked it will redirect the user to the Listing Creation Wizard and a new listing will be associated to that unit.

The "Edit Property" button will direct the user to the edit page of the typical Salesforce user interface. 

 

For any further assistance please contact support@propertybase.com

Out of the box you will find Building and Unit (Property) record types and page layouts in your system. There is also a third  record type "Project" that is not active. We will show you the steps to use the 2-level hierarchy with Building and Units and the 3-level hierarchy with a Project pulling them together.

We will start with the basic setup of the 2-level hierarchy. You will have to change the following attributes in the different page layouts/record types within the Property Record:

1. 3 Page Layouts (Property(The Unit), Building, and Project). 3 Record types mapping directly to the corresponding page layout (Property, Building, and Project)
2. On the Project Page Layout you will have related lists showing 1. Buildings in this Project, 2. Units in this Project, 3. Listings for this Project
3. On the Building Page Layout you will have related lists showing 1. Units in this Building, 2. Listings in this Building. You will also have a lookup field to the "Parent Project" in this Layout.
4. On the Property Page Layout you will have related lists showing 1. Listings for this Property. You will also have lookup fields to the "Project" and "Building" in this Layout.
5. You will have added lookup fields in the listing record for "Project", "Building", and "Property".

Note: This part is absolutely optional as it does make more work, but it will allow you to see the records in the hierarchy properly on related lists and have the additional lookups populated by field updates. / Ensuring only a certain type of property can be added to a lookup

Q: I want to see my buildings or blocks from the development/project level. How can I achieve that?
A: Follow the steps to setup the lookup relations and follow the instructions to connect them via the "Master Property" lookup field. This lookup is the heart to the Building Stack and if related properly, Building Stack will show e.g. all Buildings in a Project

Q: I have more levels I would like to categorize my projects in. How many levels can I build?
A: You can build as many levels as you like. Simply keep connecting them via lookups to the higher level. Master property is the lookup to use, should it also be visualized in Building Stack. However, we don't recommend more than 3 or 4 levels as it will get complicated to maintain and keep an oversight.

Q: I regularly receive new developments in form of a spreadsheet table from our partners with multiple buildings and hundreds of units. Can I import them?
A: Yes, that is actually recommended. You will however need to decide on which level you start importing (importing a single development/project name is a bit over the top) and start from top down. You will need the higher levels record IDs and map them with VLOOKUP to their corresponding lower level lookup (Master Property/Project) to create the relation on import. See also our Data import articles (e.g. company & contact import) for more insight on this.

link to import to come here and follow the instructions.

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