Generic Portal Mapping

This article give deeper insight into Portal Syndication to specific portals and their mappings. Please read this article on Portal Syndication first to understand how to work with the tool.

Note: 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. Update now.

Idealista

Note: If you previously had listings on Idealista and are switching from another feed to this real-time feed, please make sure you prepare & add all listings you currently have on Idealista to the real-time feed prior to switching. Idealista permits only one active feed. Please reach out to Idealista when you are planning to switch. Read "Sandbox" below.

Configuring the Setting:

  • Country should be filled with Spain, Portugal or Italy. Nothing else will work.
  • Customer Code is the customer's Idealista code (ilc….). It must have 43 characters incl. "ilc"
  • The contact phone number needs to provide the international prefix (such as '34') and the phone number following the international format (without 0 for most countries)

Notification Email
Enter one or multiple (comma-separated) email addresses that should receive error messages in case a listing can't be publish (e.g. due to missing information or other unclarities. If you don't understand the error message right away, forward it to support@propertybase.com. We will help you find the cause and by that you will understand to read the error messages better in the future.

Sandbox
Idealista does not offer a Sandbox to test in or preview. But you can use this setting to prepare your listings (add them) and clean up errors before you connect. Once connected, all old feeds will no longer work! Setting the value to true or leaving it empty will block publishing. Set it to "false" when you are ready.

2019-02-26_14-27-52.png

Portal field mapping:

  • Address Country: must be a picklist field. Please create one and either set the default to your country or if you have listings in more than one country (e.g. Andorra & Spain) update the country text field with a process builder rule field update formula and exchange the fields on your page layouts. Why? you might be using this field in other contexts already (other portals, website, pdf) and the picklist will guarantee you are using the correct value (no mistyping).
  • Address Floor value has to be either a number between -2 and 60 (0 not allowed) or “bj” for Lower floor, “en” for Mezzanine, “ss” for Semi Basement, “st” for Basement. Please add a validation rule to ensure or use a picklist with those values. If you use another field to define "Floor", you should consider translating it with a process builder rule field update as well, so you don't have to adjust other systems.

    In order to achieve this, it depends a bit on the type of field you are using and the content. If you are using a picklist field to define the floor (e.g. floor_one__c), you can use a secondary formula text field (create it, e.g. name it "floor for Idealista" ) with a formula like this:
    IF
    (TEXT(floor_one__c) = 'Ground floor', 'bj',
    IF
    (TEXT(floor_one__c) = 'Principal', 'bj',
    IF
    (TEXT(floor_one__c) = 'Mezzanine', 'en',
    IF
    (TEXT(floor_one__c)='Semi Basement', 'ss',
    IF
    (TEXT(floor_one__c) ='Basement -1', 'st',
    IF
    (TEXT(floor_one__c)= 'Basement -2', '-1',
    IF
    (TEXT(floor_one__c)= 'Basement -3', '-2', TEXT(floor_one__c))))))))

    Or you can use the existing pba_espfields__Floor__c picklist field. Yet, you need to translate the full values to the abbreviated versions Idealista requires:

    IF
    (TEXT(pba_espfields__Floor__c) = 'Ground floor', 'bj',
    IF
    (TEXT(pba_espfields__Floor__c) = 'Principal', 'bj',
    IF
    (TEXT(pba_espfields__Floor__c) = 'Mezzanine', 'en',
    IF
    (TEXT(pba_espfields__Floor__c)='Semi Basement', 'ss',
    IF
    (TEXT(pba_espfields__Floor__c) ='Basement -1', 'st',
    IF
    (TEXT(pba_espfields__Floor__c)= 'Basement -2', '-1',
    IF
    (TEXT(pba_espfields__Floor__c)= 'Basement -3', '-2', TEXT(pba_espfields__Floor__c))))))))

If you are using a text field to define the floor the unit is on, you will need a more complex translation and it is highly difficult as a typo will render it unusable. Ideally you will use it the other way around translating Idealista to your text field you have in place. In that case, you will need a process builder rule field update with a similar formula as above.

Alternatively, if you don't have existing data, you could also simply create a picklist field for "Floor" that contains the correct values. This text field contains the needed values. Note the content in brackets needs to be added to the API value after creating the values: https://propertybase.zendesk.com/hc/article_attachments/360024646991/floors_idealista_values.txt

It should look similar to this then:
2019-03-26_14-42-08.png

 

  • Postal Code Error message: The property ‘#/propertyAddress/addressPostalCode’ value “2800 – 260” did not match the regex ‘^[0-9]{5}$|^AD[0-9]{3}$|^[0-9]{4}(-[0-9]{3})?$’
    This means you need to provide a valid postal code that looks like one of these:
    AD123
    12345
    1234-123

Long-run help: Please add a validation rule that checks that a valid postal code was added to the listing. Have a look at this article for validation rule ideas.

  • Street and Street Number: The portal expect street and number to be transferred separately. Propertybase uses with "Address" (pba__Address_pb__c) a text area field that contains both out of the box. Hence we built a logic that separates the values from the address field for you, so you can simply map "Address" to both "Street" and "Street Number".

2019-03-21_14-38-29.png

Note: our logic will only work with "regular" street addresses that start or end with a number. If you have very inconsistent addresses, you will need to use separated fields for Street (e.g. pba__Street_pb__c) and Street Number (e.g. pba_espfields_Street_Number__c). That could entail migrating all data from address to those fields (export/import) and then using an automation rule to continue updating "Address" as you likely are using that field in other integrations, reports, templates, and so on.


There are two mandatory reference numbers to be mapped?! What do I map?

propertyCode is used internally by Idealista and not visible to portal visitors

propertyReference can be visible to portal visitors and also allows you to have Front Desk capture the listing the visitor was looking at (creating a Linked Listing), hence it should be relating to your unique-per-listing "Broker's Listing ID" (or other readable unique reference number field you use).

  • map Broker's Listing ID (your readable unique reference number) to propertyReference
  • map Listing Record ID to propertyCode

 


Address visibility is a recommended, yet optional mapping. If you don't have a picklist field for this already, create it and map it e.g. like this:

2019-02-26_14-54-09.png

Note: the address visibility will only work, if you use a separated street and street number (house/building number) field. If you are using the "Address" text block field, you will need to either

- split up the address found in there to a street and street number field or
- use street and street number moving forward and update "Address" by concatenating street and street number field to it.

You can do both with Process Builder. The latter is easier.
Why do you need to do this: you might already be using Address in other integrations (pdf or email templates; other portals,...) and you want to ensure that this continuous to work.

Property Type

These are the property types that Idealista supports per country:

flat
Available in all countries
house
Available in all countries
house_andar_moradia
Available only in Portugal
house_independent
Available in all countries
house_semidetached
Available in all countries
house_terraced
Available in all countries
house_villa
Available in all countries
rustic
Available in all countries
rustic_house
Available in all countries
rustic_village
Available in all countries
rustic_castle
Available in all countries
rustic_palace
Available in Spain & Portugal only
rustic_baita
Available only in Italy
rustic_rural
Available only in Spain
rustic_casalecascina
Available only in Italy
rustic_caseron
Available only in Spain
rustic_cortijo
Available only in Spain
rustic_masia
Available only in Spain
rustic_masseria
Available only in Italy
rustic_moinho
Available only in Portugal
rustic_montealentejano
Available only in Portugal
rustic_quinta
Available only in Portugal
rustic_solar
Available only in Portugal
rustic_terrera
Available only in Spain
rustic_torre
Available only in Spain
rustic_trullo
Available only in Italy

Developments

  • The “New Development” checkbox is used to determine if the listing is part of a new development, the customer needs an active subscription to post new developments on Idealista
  • The first listing information found is chosen to build the new development information and the list of listings in a new development
  • The default visibility for the new development is 'Idealista'

Image Tags

  • Idealista only permits certain image tags. If something else is used than values in the following list, the tag will be empty (not shown). Allowed Image Tags are (only with this spelling; copy list to picklist "tags" on PropertyMedia if you like):
bathroom
bedroom
communalareas
corridor
details
energycertificate
facade
garage
garden
gateway
hall
kitchen
land
living
mates
plan
pool
reception
room
storage
terrace
unknown
views
waitingroom

Idealista will not accept any other image tags. If others or none are used, we hand over "unknown". You can translate these English values in your "Translation Workbench" if required.

Rightmove

Setup

  1. Create a new Rightmove Connection by clicking on "New" in the corresponding tile
  2. Fill in the required information:
    • Title: Give the portal a name you desire. This will be what you will see on listing's "Portal Syndication" section
    • Branch ID: Add your Branch ID provided by Rightmove
    • Notification Email: Enter an email where you want to receive error message (e.g. couldn't be published due to missing information)
    • Use Sandbox: by default this field uses "false" if you leave it empty. Set it to "true" once you are ready to send it to Rightmove productive environment. Testing is normally not required anymore and requires you to reach out to Rightmove Support to have them direct it to their testing environment if needed. Otherwise you can start directly with testing as our service captures invalid listings before they even reach Rightmove.
    • The following fields you may ignore unless you are using this feed specification to feed your own website. Then you will know what to do here.

2019-05-17_11-16-11.png

Q: Why is there no "Sold" status on feed to map against "Status"?
A: Rightmove assume that when a property is exchanged/completed/sold (i.e. after under offer and soldSTC) that the listing gets deleted from the feed.

Energy Certificate
Rightmove allows for an image tagged with EPC to be shown in a certain position on the listing when published. Of course you can add the EPC info as well to the description if you want to be fully certain that the information is there.

Notification Email
Enter one or multiple (comma-separated) email addresses that should receive error messages in case a listing can't be publish (e.g. due to missing information or other unclarities. If you don't understand the error message right away, forward it to support@propertybase.com. We will help you find the cause and by that you will understand to read the error messages better in the future.

We have this Rightmove basic sample mapping. Please right-click and save or open in new tab. Do note, if you use this to setup your mapping, please check for additional fields and values you may be using and add them. Do load our default mapping values first:

OTM_example_mapping_more.png

On The Market

We have this OTM basic sample mapping. Please right-click and save or open in new tab. Do note, if you use this to setup your mapping, please check for additional fields and values you may be using and add them. Do load our default mapping values first:

OTM_example_mapping_minimum.png

Previewing Feed:

Q: Does On The Market offer a Sandbox to test what it will look like?
A: There is none, but if you ask they can publish it to a preview area
The preview site is accessible via https://expert.onthemarket.com/. There you can access your property list and select 'Preview' under the active provide drop down.

Notification Email
Enter one or multiple (comma-separated) email addresses that should receive error messages in case a listing can't be publish (e.g. due to missing information or other unclarities. If you don't understand the error message right away, forward it to support@propertybase.com. We will help you find the cause and by that you will understand to read the error messages better in the future.

Zoopla

Reach out to us when you start setting up Zoopla and if you have questions.

Feed Selector Field
Some portals differentiate between commercial & residential feed type (could also be other types if a portal has several different feed types). This field allows you to define what type of feed you are creating. Select e.g. "Listing Type" (Rent/Sale) as the selector field.

Q: They want the postcode split in two?
A: Just map your postcode field to both lines, we will split it up for you.

Q: Propertyname or Number vs. Street which one should I use, what should I map, they're both mandatory?
At least one of them has to be given. We have to make both mandatory to ensure that something is mapped and handed over (at least one of the fields has to be populated). You could simply map "street" to "street" if you sure you always have a street populated and create a hidden field for the Property Number or Name mapped to the corresponding feed mapping just to get around the limitation that both have to be provided. Either way, one of the two fields needs to send content and if you are sure you will always only use one, then there you go. Otherwise, you will need a field for both and map them both.

Postcodes need to be upper-case!
Use this validation rule to ensure they are entered correctly.

NOT(CONTAINS(pba__PostalCode_pb__c,UPPER(pba__PostalCode_pb__c)))
Please apply this validation rule to your postcode field, so replace the field name with yours in the code above.

Floor Levels: Needs picklist field for ground, basement, penthouse and number field from 1 upwards.

Units as in Square Feet or Square Meters:
Zoopla requires you to define what unit you are delivering a number value. So e.g. "Price per Unit Area (Price)" or any kind of "Area External/Internal Maximum/Minimum Value" will all require you to define in a similarly named picklist mapping what unit you are delivering it in. If you don't have that, create a picklist field with your definition. Should you only use one, default the picklist value. Make sure to set the value for existing listing (work with "inline edit" on a list view or import a field update with data loader). Then map the field to the portal for each unit section you chose. Alternatively, you can decide not to handover such values at all by unmapping fields that require a unit.

Tagging images
EPC (Energy Certificate)
Floorplan
Virtual Tour

Zoopla allows for an image tagged with EPC to be shown in a certain position on the listing when published. Of course you can add the EPC info as well to the description if you want to be fully certain that the information is there. The same applies to Virtual Tour and Floorplan.

Q: I receive error messages, but I don't understand them?
Forward the message to Propertybase Support. We will tell you what it means. Gradually, you will learn to understand them, too, as they will start repeating.

Q: There are fields in the mapping I don't know what to map to. What should I do?
Rule is: if you don't have a field/content for it, skip it. We made everything mandatory that are basic essentials to be able to publish. Everything else is optional and up to you.

Q: I don't have a field with the mandatory content asked for. What should I do?
A: In most cases you will simply have to create a field for it. This can be a field you manually fill or create a process builder rule to update the field content based on something known to the system, or you use a formula field and pull in the information from other fields

LonRes

Once you have created a portal connection, set feed values, enabled the correct feeds and mapped all required fields it's time to activate!

Notification Email
Enter one or multiple (comma-separated) email addresses that should receive error messages in case a listing can't be publish (e.g. due to missing information or other unclarities. If you don't understand the error message right away, forward it to support@propertybase.com. We will help you find the cause and by that you will understand to read the error messages better in the future.

FAQ

Q: How often is my listing published?
It completely depends on the portals. We have "real-time" connections so every "Save" on the listing will update the portal. But we also support portals, who just update once a night. Most portals covered here are real-time connections and will reflect your changes in just minutes.

Q: 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. Touch the listing (click "edit", then "save") after adding or changing images.

Q: What do I enter into "Notification Email" in the portal's settings?
The email addresses added to this field (one or multiple comma-separated) will be notified with error messages in case a listing can't be publish (e.g. due to missing information or other unclarities). If you don't understand the error message right away, forward it to support@propertybase.com. We will help you find the cause and by that you will understand to read the error messages better in the future. We will also gradually collect common error messages in this article.

Q: I keep getting the same error messages on missing information over and over. How can I stop this?
A: Please create validation rules that check whether all mandatory information has been added by the time the listing becomes active (so on status change to "active" run the validation rule). You can find some examples and ideas in this article.

Q: Country Code is required. But I only publish listings within in my current country?
A: Create a process builder rule to update the field with your default value e.g. GB to make sure the mandatory content is always given, run this when a listing is created.

Q: There are fields/values requested in the mapping I don't know what to map to. What should I do?
A: Rule is: if you don't have a field/content for it, skip it. We made everything mandatory that are basic essentials to be able to publish. Everything else is optional and up to you. Of course, it can happen that you unknowingly create a relational dependancy: sometimes when you add a mapping or a mapped field has a value, a portal might expect other information from another field or mapping e.g. some portals require to define rent frequency if a rent price is handed over.

Q: I don't have a field with the mandatory content asked for. What should I do?
A: In most cases you will simply have to create a field for it. This can be a field you manually fill or create a process builder rule to update the field content based on something known to the system, or you use a formula field and pull in the information from other fields

Testing/Connecting to Test Environment
Some portals allow you to connect to their test environment while you are setting up your feed mapping so you can check how it goes through. If that is the case, you will find e.g. "Test Portal" in the portal's settings. If this is set to "true", the activated feed will try to connect to the portal's test environment (sometimes also called "sandbox" or "staging system"). However, you will need to tell the portal that you would like to connect to their test environment with Propertybase as they will need to do some preparation on their side as well.

Feed Selector Field
Some portals differentiate between commercial & residential feed type (could also be other types if a portal has several different feed types). This field allows you to define what type of feed you are creating. Select e.g. "Listing Type" (Rent/Sale) as the selector field.

Q: I have a question or questions not answered here. Should I ask the portal fo help mapping to their feed?
A: Please always first reach out to us (support@propertybase.com) as we might be able to help you directly. In all other cases, we will tell you then that you need to reach out to the portal and what information they will need from you.

Publishing Listings (required for all Portals)

To publish your listings to your desired real estate portal with Portal Syndication, they will need to be prepared first. This only needs to be done for the first Portal you setup.

Preparing Listing Layout to start publishing

1. Edit the Listing Lightning page layout and add a Visualforce component where you want to show it. Select "Portal Syndication" where it says "Visualforce Page Name". If not completed yet, please add the field "SystemAllowedForPortals" to all listing page layouts.

lightning_portal_syndication.jpg

2. Add the related list "Listed on these portals" to all page listing page layouts:

Preparing listings:

1. Make sure to add all details and information relevant for publishing. Your mapping can include visible fields on the listing page layouts or hidden fields you populate with automations (process builder field update) or default values.

2. Upload all relevant images to the media manager of each listings and ensure to add them to the Portal Feed pool so that they will be included when publishing to portals.

3. Every listing record is required to have a unique, never-changing ID (e.g. Broker's Listing ID, MLS ID or the like). The value can be anything as long as it is unique to that listing.

4. Also, it is important that you populate all fields that are required on Portals. Should you receive error messages for missing or wrong values, you should consider creating Validation rules to not forget such fields and to keep data quality at a high standard.

Activate Listings for Publishing

Once your Listings have been prepared you will need to activate them for publishing. To do this click the "Allowed for Portals". Validation rules will trigger to ensure that your listing is ready for publishing. If an error appears, make sure to fill out the required fields.

You can automate this process by connecting it through a Workflow Rule or Process Builder rule to your Status field (ex. Active). This can be done by following the steps in the section below "Process Builder Rule".

Once the listing has been validated simply click the "Publish" or "Add" button to add to your feed.

Propertybase Lightning:

lightning_portal_syndication_publish.jpg

 

Process Builder Rule

1. Go to Setup > Process Builder and click "New"
2. Name the new Process e.g. "Set Allow on Portals True/False", give it a description you understand and change to start the process when "A record changes" and click "Save":

process_builder_portals_1.jpg
3. Choose "Listing" as the Object and make sure it runs whenever the "record is created or edited". Click "Save" to get to the next point.
process_builder_portals_2.jpg
4. Click on "+ Add Criteria" and name it e.g. "Status = Active (for marketing)" and add the conditions to check for: If the field "Status" equals "Active".
process_builder_portals_3.jpg
The field selector will open in a layover. Simply type "Status" (or the field you are using for this) to select it from the list in the dropdown. This way of field selection will repeat in the next steps and will not be pointed out again.
process_builder_portals_2_5.jpg

If you have multiple statuses that you want to be able to show the listing on a portal, add more rows for each status you consider "active" and change it to check on each by switching to "Any of the conditions are met (OR)
process_builder_portals_4.jpg

Save the changes to get to "Immediate Actions"
5. Click on "+Add Action" and choose "Update Records", then give it a name e.g. "Set SystemAllowedForPortals to TRUE" and choose the record it should work on.
process_builder_portals_5.jpg
This will offer you to select whether the listing that started the process should be updated or a related record. Choose "Select the pba__Listing__c record that started your process":
process_builder_portals_7.jpg
6. Then add the update it should do: select the field "System Allowed for Portals" and set it to "True" and click "Save"
process_builder_portals_8.jpg
Perfect! You have added the first part to allow listings to go to portals. Now we will add a second "node" to make sure the listings are not allowed to go to portals if the status does not equal an active status. In the same process continue and
7. Click on "+Add criteria" below your first node, name it e.g. "Status ≠ Active (for marketing) and now add the opposite criteria compared to the first one, so when status does not equal Active. If you have multiple "active" statuses add them as well and change the conditions to "OR":
process_builder_portals_9.jpg
Save the change and
8. Click on "*Add Action" to define the change to "SystemAllowedForPortals" to "False" in this case:
process_builder_portals_9_1.jpg
Save the last step as well.
9. Activate the process with the button in the top right corner and confirm activation.
process_builder_portals_9_2.jpg

Check your process to work by changing a listing status e.g. to active from any inactive status and vice versa. If you have the SystemAllowedForPortals field on the layout you will see it check and uncheck depending on the status you choose for the listing.

Note: The Visualforce component "Portal Syndication" will only update after a page refresh.

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