Property Management Software Support - Console Instructions for Property Inspection BOSS
Great news! Data sharing between Console and Property Inspection BOSS is available for PIM Premium users. If you are not using the latest PIM version or would like to upgrade your account, contact support. You can import data including Owner and Tenant details, Next Inspection Date and Lease Details (including Start and End Dates).
These instructions have been confirmed to be working in Console and v6.* and v7.*.
SEPTEMBER 2017 UPDATE - We have updated the Console GUR file that is used for processing to fix some mapping issues regarding owner & tenant emails and phone numbers. Please download a new GUR file below and save into the CONSOLE (follow STEP 2 in First Time Set Up).
Importing from Console involves (1) Set up your Console User Reports and Inspection Views, (2) Run your Console User Reports (3) Uploading the files to our secure and confidential website using your Property Inspection BOSS Premium login credentials, and finally (4) Downloading those Import files onto the iPad and Property Inspection BOSS app.
STEP 1: Set up your Console Report Files and Inspection Views (You will only need to do this once)
A) If you have previously set up your Property Inspection BOSS Console User Report file and Inspection Views in Console, skip this step and proceed to Step 2.
B) Open Console and select Tools > Options Menu. Click the Folders tab. You should be presented with a screen similar to below. Locate where the User Reports (1) are stored and note this down. Click OK to dismiss this window.
In the above options screen, User Reports are stored under \Gateway 6.0\Reports.
This may vary so check the location in your Console and note this down.
C) Download the Property Inspection BOSS Console Inspections Import.gur file by right clicking on this link and choose 'Save Link As'. Save the gur file into your User Reports location, as noted above Once saved ensure the file extension is GUR and not XML. Rename the file extension if needed. (Note: You may need to be logged in as a Console Administrator on your PC, so check with others in your office if you are having trouble copying the User Reports file).
D) Next, we need to set up a suitable Inspection View to export all your property information including Next Inspection Dates, if one does not exist.
E) From the top menu goto Views > Goto > Inspections. If there is a view called Inspections (Gateway 2007) OR if you know of an Inspection View which contains an active and valid list of Inspections (including Active Tenants) for your Properties in Console then select that View and go to Step 2. If not proceed below.
F) From the View menu select Current View then Define Views ...
G) Select New and then enter 'Incomplete Routine Inspections for Active Tenants' as the View name. Then Select OK
H) Select the Filter button, then select the SQL tab, then select Edit these criteria directly
I) Copy the text below, and Paste it onto the SQL tab
where completed is null and [Type] Like '%Routine%' and tenantid in (select id from tenants where inactive = 0)
K) Select OK and then ensure the recently created View is highlighted in the Define Views window. Select the Set Current button then select Close. (See screenshot)
STEP 2: Run your Console User Reports (to create your Inspection property file)
- From the top Menu in Console click Edit then Select All. Then from the top Menu click File then Folder and Print.
- On the window displayed , ensure the check box Preview (1) is ticked, as this will generate a file for Preview rather than print the report). Also ensure that in the section titled Report, User Report (2) is selected and then select OK. (See screenshot below)
- Now select Property Inspection BOSS Console Inspections Import (1) (as shown in the screenshot below) and click OK and then wait for the report to generate
- The report will now appear on your screen. This can take several minutes to generate if you have a large number of properties entered into Console.
- Click on Export to File icon located next to the Export to Email icon at the top of screen. (See screenshot)
- You will be prompted for a file type to export to (similar to the window below), so choose Comma-Separated values (CSV) and select the OK button. (See screenshot below)
- When prompted save file to a location on your computer hard drive e.g your PC's C:\Drive or local Desktop. Make a note of this location.
- Name the file e.g Property Inspection BOSS Console Inspections Import.csv (if you are in a large office and you are exporting an individual property manager's inspections you may like to prefix your file with an initials, i.e. PG-Property Inspection BOSS Console Inspections Import.csv, and/or when the export was performed i.e PG-Property Inspection BOSS Console Inspections Import-11062015.csv which shows the file was exported on 11th June 2015. This may help when you need to perform subsequent exports and also distinguish your import files for Step 3 and 4).
- Ensure "Save as type" is selected as "Comma Separated values (*.csv)" (1) and then select Save (2). (See screenshow below)
- Open your PC File Explorer (or Windows Explorer) and navigate to that directory to see the generated file.
STEP 3 - Visit the Property Inspection BOSS Online Accounts Module (to upload your property file into your Property Inspection BOSS Premium account)
- Click this link to visit your online Property Inspection BOSS Premium account and enter your login credentials from signup and then click Log in. See the screenshot below.
- Select Browse or Choose File (1) and navigate to C:Drive, or your local directory depending on where your property file was saved in the previous step. Select the property file and then click open and then click Upload File (1) . See the screenshot below.
- HANDY HINT WHEN UPLOADING FILES:If an error appears saying ‘File Already Exists’ you will need to rename the file so that it has a different file name or simply delete the existing file in your account and upload again. Alternatively try renaming the file by incorporating todays date into the filename i.e. Property Inspection BOSS Inspections Import-22062015.csv
STEP 4 - Almost there! :
- Before continuing, ensure you have completed all of the previous steps.
- Open Property Inspection BOSS and ensure you are logged into your Property Inspection BOSS Premium account.
- Before importing any properties into Property Inspection BOSS make sure you have completed the following steps:
- Check the Default Inspector is at the top of your inspectors list via Settings > Property Inspection BOSS Admin > Inspectors. The Property Inspection BOSS app will automatically associate the default Property Manager/Inspector in Property Inspection BOSS against new Properties imported. To change the Default Inspector simply click Edit and then using the the small bars move the desired Inspector to the top position and then click Done to save. The new Default Inspector is now ready !!.
- Select your Default Property Profile for Import and check all the Inspection Areas you need are included via Settings > Property Inspection BOSS Admin > Property Profiles. A Property Profile is a best fit or average layout for your Properties or Inspections (including custom callouts i.e. Maintenance Required/Suggested Improvements). We suggest that if the Property Profile say has 3 Bedrooms and then for a specific Inspection if there is only 2 bedrooms, it’s quicker to delete the extra bedroom than add a bedroom.
- Configuring Property Profiles can be done in the Property Inspection BOSS app via Settings > Property Inspection BOSS Admin > Property Profiles
- Set the correct Inspection Type via Settings > Property Inspection BOSS Admin > Inspection Type. Note the default Inspection Type is Inspection Report.
- Set 'Quick Check Always Ticked' in Settings > Property Inspection BOSS Admin if you require all quick check labels to be automatically ticked 'on'.
- Click the Imports tab area and turn your iPad device so it is in landscape or horizontal mode.
- Tap Import Files in the top left and click the Refresh button ( ) at the bottom and click Ok to starting downloading the files.
- Once the files are processed tap on Import Files again and tap on your most recent property file. Use the toggles to select New Properties or Existing Properties With Updated Info and then select only those properties that need to be imported.
- New properties are those properties that have not previously been imported into Property Inspection BOSS.
- Updated properties are those previously imported properties that contain updated information from Console and contain a newer Inspection Date. When importing updated properties, Property Inspection BOSS will automatically perform a 'Repeat Inspection' on these selected properties and a new Inspection will be created with updated Inspection Dates and include related updated tenancy data.. The previous Inspection Area layout is preserved and any history notes are associated with that Inspection. We never update existing Inspections for safety and auditing reasons and to preserve the history of that Inspection in the app.
To filter only properties assigned to yourself or the default Inspector toggle Show Only Default Inspector
In the top right corner, tap the Action button (
) and then either select Import Selected or Import All (If the Action button is not visible, try restarting the app). This will begin creating the new inspections (as selected) in Property Inspection BOSS. Wait a few moments and when finished all your properties will now be available in the Inspections tab area.