Viewing Website Activity

Propertybase Websites allow real estate professionals to publish their listings online, while recording website visitor data and activity. In this article, we are going to walk through the process of building reports and list views that allow users to see website data directly inside Propertybase.

Note: This article only applies to Propertybase customers with a Propertybase Website Integration and are on the latest version of Propertybase. Not sure? Click here to update.

Setting Object Permissions

Before we can build reports for website activity, we need to update object permissions for each of the new website objects. To get started, open the Object Manager.

  • Click the gear icon in the top right corner, then click Setup.
  • Click the Object Manager tab in the top left corner.
  • Scroll down and click Website Listing - Contact Form.
  • In the top right corner, click Edit.
  • Scroll down and check "Allow Reports" and "Allow Activities".
  • At the bottom of the page, click Save.

Repeat the steps above (enabling reports and activities) for the objects listed below.

  • Website Listing - Favorite
  • Website Listing - Note
  • Website Listing - Request
  • Website Listing - Share
  • Website Listing - Showing
  • Website Listing - View

Once you have finished modifying permissions as described in the steps above, click the "Building Reports" tab at the top of this page to continue.

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Now that you have updated object permissions to allow report building, it's time to build reports. In the example below we are going to build a report to track website views.

Note: This article will be updated in the future with additional report examples.


Creating a Custom Report Type

Before building the report itself, we need to create a new, custom report type. To get started, open the Setup screen.

  • Click the gear icon in the top right corner, then click Setup.
  • In the Setup menu, click Reports Types.
  • On the following page, click New Custom Report Type.
  • Fill out the fields according to the image below.
  • Click Next.
  • Click the box, where it says "Click to relate another object".
  • Select "Website Listing - Views" as the related object.
  • Click Save.

Done! You just successfully created a custom report type. Now we are ready to build a report that will allow us to track website views. To do so, follow the steps below.


Building the Report

To begin building a custom report, click the Reports tab at the top of the screen. (This can be accessed from the homepage, as well as through the application launcher.)

  • Click the Reports tab.
  • In the top right corner, click New Report.
  • For Report Type, select Contacts with Website Views.

Note: Don't see the report type? Return to the top of this page and complete the required steps.

  • Click Continue.
  • First, remove the Full Name column.
  • Next, using the columns picklist on the left side of the screen, add the columns shown in the image below.

Note: Field names may differ slightly. The important part is that you select fields from the correct object.

  • Next, add the Created Date field using the groups picklist
  • Click the Filters tab towards the top of the screen.
  • Update your filters, so that they match those shown in the image below.
  • Click Save in the top right corner.
  • On the following screen, determine the name, description and folder for your report. (You can use the suggested information in image below.)
  • When finished, click Save.

That's it! You just created a report that will show all views from your website. Next we will learn how to add this report to individual contact pages. Click the "Updating Page Layouts" tab at the top of this page.

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So far in this article we have updated object permissions, created a custom report type as well as created a custom report for website views. In this section, we are going to bring it all together by updating the page layouts for Contacts. By doing so, users will be able to view web activity for each website visitor directly in Propertybase.


Updating the Object Page Layout

To get started, we need to open the Object Manager and select the Contact object.

  • Click the gear icon in the top right corner, then click Setup.
  • Click the Object Manager tab in the top left corner.
  • Scroll down and select the Contact object.
  • Next, click Page Layouts.
  • Select Individual Contact.
  • Next, click Related Lists in the section at the top of the page.
  • Drag all "Website Listing" Related Lists down onto the page layout. (For a demonstration, see the animation below.)

Once all Website Listing Related Lists have been added to the page layout, we need to customize the fields they contain. The first related list that we will modify is Website Listing - Contact Forms.

  • Click the "wrench" icon next to Website Listing - Contact Forms.
  • Select the "Agent" field and click the right arrow to add it to the selected fields section. Repeat the same process for the "Comments" field.
  • Click OK.

Now that you understand how to modify the fields contained within Related Lists. Repeat the steps above for the remaining Website Listing Related Lists. Use the table below as a reference. (The fields below are suggested default configurations, feel free to add whatever fields you find to be the most helpful.)

Website Listing - Views
  • Web View
  • Address
  • MLS ID
  • Listing
  • Owner Alias
Website Listing - Showings
  • Web Showing
  • Address
  • Showing Time
  • MLS ID
  • Listing
  • Comments
  • Owner Alias
Website Listing - Requests
  • Web Request
  • Address
  • MLS ID
  • Listing
  • Owner Alias
Website Listing - Favorites
  • Web Favorite
  • Address
  • MLS ID
  • Listing
  • Owner Alias
Website Listing - Shares
  • Web Share
  • Address
  • MLS ID
  • Listing
  • To Name
  • To Email
Website Listing - Notes
  • Web Note
  • Address
  • MLS ID
  • Listing
  • Note
  • Owner Alias
  • When finished, click Save.

Now that all Website Listing Related Lists have been added to the Contact page layout, it's finally time to add them to the Contact page. Once this step is complete, website activity will be available for all users.


Updating the Lightning Page Layout

To get started, open any Contact record.

  • Click the gear icon at the top of the page, then click Edit Page.
  • Click the Details, Related, Email tab.
  • On the right side of the screen, click Add Tab.
  • Select Custom for the Tab type.
  • Name the tab "Website Activity" then click Done.
  • Select your new Website Activity tab on the left side of the screen.
  • From the list of standard objects on the left side of the screen, drag "Related List - Single" into the newly created Web Activity tab.
  • On the right side of the screen, select "Website Listing - Views" as the Related List.

Repeat the last two steps until you've added all of the Website Listing Related Lists to the Website Activity tab. (Showings, Requests, Favorites, Shares, Contact Forms and Notes.)

Once you've added all Website Listing Related Lists to the page, continue the steps below.

  • With the Website Activity tab still selected, drag a Report Chart component to the the top of the tab (above all related lists.)
  • On the right side of the screen, update the Report Chart options to match those shown in the image below.
  • When finished, click Save.
  • To finish, click Back.

Congratulations! You have successfully configured your Propertybase account to support Web Activity. To learn more about Propertybase Websites, view the related articles at the bottom of this page.

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