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This guide has been reviewed against our global client base and classed as relevant to all regions

When information is shown in a grid, it can be exported to Microsoft Excel

Expand
titleWhat is a grid?

A grid is any list of information shown where the column headings can be grouped/sorted filtered - e.g. report results, viewing full results from an Organiser panel - grids are found throughout Reapit Agency Cloud when a list of information is shown

An example grid is shown below

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Grid contents can be exported using standard or custom export methods:

  • Standard: allows you to export the information shown in the current grid

  • Custom: allows you to choose what information is exported, this might include all/some information shown in the grid, along with other related data currently not shown

If the information you require is already shown in a grid, then choosing to carry out a standard export from that grid is recommended - see steps 1 & 2 below

If not, then it is recommended to view a grid as close as possible to the information required, then carry out a custom export and add/edit the required columns - see steps 1 & 3+

Info

A custom export is reliant on where the information is stored within database tables in AgencyCloud

For example, if you want to see properties that have had viewings in the last three months along with the applicants that viewed, this cannot be gained from a property report, as the related diary and applicant information is not held here - however, running a diary report would allow this information to be retrieved, as the diary table is where the required information is held

1. Accessing the export to Excel options

From the required grid:

  • Right-click over the column headings and select Export to

  • Two Excel options are offered:

    • Excel Spreadsheet (.xls) - Standard - see step 2

    • Create Custom Excel Template - see step 3 onwards

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2. Standard export

Selecting to do a Standard export opens Excel and pulls the content of the grid (shown in step 1) into

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a worksheet

If the grid was grouped, the export to Excel will include a pivot table worksheet too

The information can now be sorted/filtered/saved etc. within Microsoft Excel

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3. Custom export

When selecting to do a Custom export, choose which template type you need (

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if custom templates have already been created, the screen shown in step 7 will be displayed)

  • Select Create template from standard
    Choosing this option ensures the core columns are included in your new template (rather than starting from scratch)

  • Click Accept

    The Excel Export Designer screen is displayed

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4. Add/edit data included in export

As the Create template from standard option was chosen in the previous step, standard columns for the report type are automatically shown

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the Excel Export Designer

Use this

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screen to edit / remove / change column order shown, as well as add new columns

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  • Template Name
    Enter an appropriate name for the template
    Once created, the template will be available for all grids of this type - see step 6

  • Share With
    Leave set to Everyone - or click this link for options to share with particular Offices or Negotiators 
    Or, to keep the template for individual use, select Do Not Share

  • Change column header

    • Double-click the heading
      The screen shown in step 5 will be displayed

    • In the Header field, enter the new heading for this column
      e.g. you may want Manager Name to display as Manager

  • Change column order
    Select the required column heading and click the Move Up/Down buttons

  • Remove columns
    Select column heading and click Delete

  • Add new columns to export
    See next step

5. Adding a new export column

Merge codes are needed to pull the required information from the database

From the Excel Export Designer (shown in step 6):

  • Click Add 
    Complete the Excel Export Column Edit screen

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  • Header
    Enter the title for the exported column (i.e. how you want it to be labelled in Excel)

  • Merge Code
    Use the Letter Template Editor to find required codes
    See links on this page for more information on the Letter Template Editor and useful merge codes

Info

See Custom Excel export examples section below for ideas on exports that can be done including the related merge codes required

  • Type
    Select the format for the column, options are None, Decimal, Price or Percent

6. Accessing custom Excel templates

Once a custom Excel template has been created it will be available on all grids of the same type
e.g. an applicant custom template will be available on all applicant grids

  • Right-click over the column headings and select Export to

    All custom Excel templates created for this grid type are shown

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7. Edit/delete custom Excel templates

To edit or delete any custom Excel templates created

As shown in step 6:

  • Right-click over the column headings and select Export to

  • Select Create/Edit Custom Excel Template

    Options (shown right) to Edit or Delete existing templates are offered

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Custom Excel export examples

Each section below outlines column headings and their associated merge codes which can be added to the Excel Export Designer to create a custom Excel template

All columns/codes shown could be added to the template, or just a selection, as required

Expand
titleApplicant price requirements & contact details

Column heading

Merge code

Office

Applicant.Office.Name

Manager

Applicant.Negotiator.Name

Name

Applicant.CurrentCntName

Short Address

Applicant.PrimaryContact.Address.GridAddress

Min Price

Applicant.Sales.MinPriceFormatted

Max Price

Applicant.Sales.MaxPriceFormatted

Business

Applicant.PrimaryContact.GetPhone("b")

Fax

Applicant.PrimaryContact.GetPhone("f")

Home

Applicant.PrimaryContact.GetPhone("h")

Mobile

Applicant.PrimaryContact.GetPhone("m")

Work

Applicant.PrimaryContact.GetPhone("w")

Email

Applicant.PrimaryContact.GetPhone("e")

Expand
titleCompany details including staff names and their contact details

Staff details are shown in one column, separated by a tilde (~)

Column heading

Merge code

Company Name

Cmp.CmpName

Reference Code

Cmp.Code

Address

Cmp.Address

Company Type

Cmp.Type

Staff

script: string ret = ""; foreach (object obj in cmp.AllStaff) { if (obj.GetType() == typeof(Person)) { Person p = (Person)obj; string personEmail = p.GetPhone("e"); ret += p.ToString() + (!string.IsNullOrEmpty(personEmail) ? " - " + personEmail : ""); } else { Staff s = (Staff)obj; string staffEmail = Formatter.GetPhone(s.Phone, "e"); ret += s.Attn + (!string.IsNullOrEmpty(staffEmail) ? " - " + staffEmail : ""); } ret += "~ "; } return ret;

Expand
titleExchanged properties and related information

Column heading

Merge code

Office Name

Property.ActiveOffName

Short Address

Property.ActiveAddress.GridAddress

Status

Property.Sales.StatusNameGrid

Instructed Date

Property.Sales.ForSDate

Agency

Property.Sales.AgencyName

Offer Date

Property.Sales.OADate

Exchange Date

Property.Sales.ExchDate

Completion Date

Property.Sales.CompDate

Price

Property.Sales.CurrentPriceFormatted

Fee

Property.Sales.Comm

Exchange Price

Property.Sales.ExchPrice

Source of Enquiry

Property.Sales.Vendor.Source.Name

Office Fee

Property.SellingOfficeFee

Expand
titleProperty report including vendor details, including external properties

This report returns properties along with vendor details - when an external property is returned (i.e. one that is not being sold/let by your company) this is identified and will include the old vendor details from when the property was last listed with you

Column heading

Merge code

Reference

Property.Code

Short Address

Property.ActiveAddress.GridAddress

Price

Property.Sales.CurrentPriceFormatted

Office Name

Property.ActiveOffName

Manager Name

Property.ActiveNegName

Status

Property.Sales.StatusNameGrid

Vendor

Property.CurrentCntName

Vendor Phone

Property.PrimaryContact.Phone

Vendor Address

Property.PrimaryContact.Address.FullAddress

External Property?

Property.ExtPrp

Vendor (if property external)

Property.Sales.OldVendor.Name

Vendor Phone (if property external)

Property.Sales.OldVendor.Phone

Vendor Address (if property external)

Property.Sales.OldVendor.Address

Expand
titleLast & next inspection dates on a tenancy

Column heading

Merge code

Property Address

Tenancy.Property.Address

Landlord Name

Tenancy.Property.PrimaryContact.Name

Tenant Name

Tenancy.AllNames

Tenancy Status

Tenancy.StatusName

Last Inspection

Property.Lettings.CurrentTenancy.LastInsp.DateTime

Inspection Due

Property.Lettings.CurrentTenancy.NextInspDueBy

Tenancy Start Date

Tenancy.FrDate

Tenancy End Date

Tenancy.ToDate

Property Manager

Tenancy.Property.Negotiator.Name

External Property?

Property.ExtPrp

Expand
titleStandard certificate expiry details for each property

Column heading

Merge code

Property Reference

Property.Code

Office

Property.Office.Name

Manager

Property.Negotiator.Name

Rent p/m

Property.Lettings.MRentFormatted

Short Address

Property.ActiveAddress.GridAddress

Landlord

Property.CurrentCntName

Status

Property.Lettings.StatusNameGrid

Role

Property.Lettings.RoleName

Total Bedroom(s)

Property.Attributes.TotalNum

Registered

Property.Register

Available From

Property.AvFrom

EPC Rating

Property.ExtrasField.GetExtra("pBERExempt", false) ? "Exempt" : Property.ExtrasField.GetExtra("pBERRating", "To be confirmed")

Last Call

Property.LastCall

Appliance Insurance Expiry

Property.Lettings.GetLastCert("AI").EndDate.ToShortDateString()

Buildings Insurance Expiry

Property.Lettings.GetLastCert("BI").EndDate.ToShortDateString()

Contents Insurance Expiry

Property.Lettings.GetLastCert("CI").EndDate.ToShortDateString()

Electrical Safety Expiry

Property.Lettings.GetLastCert("ES").EndDate.ToShortDateString()

Emergency Plumbing Expiry

Property.Lettings.GetLastCert("EP").EndDate.ToShortDateString()

Gas Safety Expiry

Property.Lettings.GetLastCert("GS").EndDate.ToShortDateString()

Labour Only Warranty Expiry

Property.Lettings.GetLastCert("LW").EndDate.ToShortDateString()

Legionella Expiry

Property.Lettings.GetLastCert("LG").EndDate.ToShortDateString()

Manufacturers Warranty Expiry

Property.Lettings.GetLastCert("MW").EndDate.ToShortDateString()

Minor Works Certificate Expiry

Property.Lettings.GetLastCert("MK").EndDate.ToShortDateString()

PAT Test Expiry

Property.Lettings.GetLastCert("PT").EndDate.ToShortDateString()

Smoke Alarms Expiry

Property.Lettings.GetLastCert("SD").EndDate.ToShortDateString()

Soft Furnishings Safety Expiry

Property.Lettings.GetLastCert("FS").EndDate.ToShortDateString()

System + Appliance Insurance Expiry

Property.Lettings.GetLastCert("SA").EndDate.ToShortDateString()

System Insurance Expiry

Property.Lettings.GetLastCert("SI").EndDate.ToShortDateString()

Feefo exports

Currently there currently isn't an automated process for providing Feefo data - where a Feefo export is required, the following reports should be set-up 

Expand
titleVendor

Name

Populated by

Merge code

Name

Vendor Name

Property.CurrentCntName

Email

Vendor Email

Property.PrimaryContact.Email

Date

Completion Date

Property.Sales.CompDate.ToShortDateString()

Description

N/A

<>

Merchant Identifier

N/A

<>

Tags

N/A

<>

Feedback Date

N/A

<>

Product Search Code

N/A

<>

Order Ref

N/A

<>

Product Link

N/A

<>

Customer Ref

Vendor Contact Code

Property.CntCode

Amount

N/A

<>

Currency

N/A

<>

Product Attributes

N/A

<>

Locale

N/A

<>

Expand
titleLandlord

Name

Populated by

Merge code

Name

Landlord Name

Property.CurrentCntName

Email

Landlord Email

Property.PrimaryContact.Email

Date

Date Instructed

Property.Lettings.ForLDate.ToShortDateString()

Description

N/A

<>

Merchant Identifier

N/A

<>

Tags

N/A

<>

Feedback Date

N/A

<>

Product Search Code

N/A

<>

Order Ref

N/A

<>

Product Link

N/A

<>

Customer Ref

Landlord Contact Code

Property.CntCode

Amount

N/A

<>

Currency

N/A

<>

Product Attributes

N/A

<>

Locale

N/A

<>

Expand
titleOffer

Name

Populated by

Merge code

Name

Buyer Name

Offer.PrimaryContact

Email

Buyer Email

Offer.PrimaryContact.Email

Date

Offer Date

Offer.OfferDate.ToShortDateString()

Description

N/A

<>

Merchant Identifier

N/A

<>

Tags

N/A

<>

Feedback Date

N/A

<>

Product Search Code

N/A

<>

Order Ref

N/A

<>

Product Link

N/A

<>

Customer Ref

Applicant Code

Offer.Applicant.Code

Amount

N/A

<>

Currency

N/A

<>

Product Attributes

N/A

<>

Locale

N/A

<>

Expand
titleTenant

Tenant details

Name

Populated by

Merge code

Name

Main Tenant Name

Tenancy.MainTenant.Name

Email

Main Tenant Email

Tenancy.MainTenant.Email

Date

Tenancy From Date

Tenancy.FrDate.ToShortDateString()

Description

N/A

<>

Merchant Identifier

N/A

<>

Tags

N/A

<>

Feedback Date

N/A

<>

Product Search Code

N/A

<>

Order Ref

N/A

<>

Product Link

N/A

<>

Customer Ref

Tenancy Code

Tenancy.Code

Amount

N/A

<>

Currency

N/A

<>

Product Attributes

N/A

<>

Locale

N/A

<>

Joint tenants

Name

Merge code

Full property address

Tenancy.Property.Address.FullAddress

Status

Tenancy.StatusName

Main Tenant Name

Tenancy.MainTenant.Name

Main Tenant Address

Tenancy.MainTenant.Address.FullAddress

Main Tenant Email

Tenancy.MainTenant.Email

Main Tenant Home Number

Tenancy.MainTenant.GetPhone("h")

Joint Tenant 1 Name

Tenancy.GetJointTenant(0).Name

Joint Tenant 1 Address

Tenancy.GetJointTenant(0).Address.FullAddress

Joint Tenant 1 Email

Tenancy.GetJointTenant(0).Email

Joint Tenant 1 Home Number

Tenancy.GetJointTenant(0).GetPhone("h")

Joint Tenant 2 Name

Tenancy.GetJointTenant(1).Name

Joint Tenant 2 Address

Tenancy.GetJointTenant(1).Address.FullAddress

Joint Tenant 2 Email

Tenancy.GetJointTenant(1).Email

Joint Tenant 2 Home Number

Tenancy.GetJointTenant(1).GetPhone("h")

Joint Tenant 3 Name

Tenancy.GetJointTenant(2).Name

Joint Tenant 3 Address

Tenancy.GetJointTenant(2).Address.FullAddress

Joint Tenant 3 Email

Tenancy.GetJointTenant(2).Email

Joint Tenant 3 Home Number

Tenancy.GetJointTenant(2).GetPhone("h")

Joint Tenant 4 Name

Tenancy.GetJointTenant(3).Name

Joint Tenant 4 Address

Tenancy.GetJointTenant(3).Address.FullAddress

Joint Tenant 4 Email

Tenancy.GetJointTenant(3).Email

Joint Tenant 4 Home Number

Tenancy.GetJointTenant(3).GetPhone("h")

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When information is shown in a grid, it can be exported to Microsoft Excel