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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

 What 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

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+

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


2. Standard export

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



3. Custom export

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


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 the Excel Export Designer

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

  • 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


  • 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


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



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


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


 Applicant price requirements & contact details
Column headingMerge code
OfficeApplicant.Office.Name
ManagerApplicant.Negotiator.Name
NameApplicant.CurrentCntName
Short AddressApplicant.PrimaryContact.Address.GridAddress
Min PriceApplicant.Sales.MinPriceFormatted
Max PriceApplicant.Sales.MaxPriceFormatted
BusinessApplicant.PrimaryContact.GetPhone("b")
FaxApplicant.PrimaryContact.GetPhone("f")
HomeApplicant.PrimaryContact.GetPhone("h")
MobileApplicant.PrimaryContact.GetPhone("m")
WorkApplicant.PrimaryContact.GetPhone("w")
EmailApplicant.PrimaryContact.GetPhone("e")
 Company details including staff names and their contact details

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

Column headingMerge code
Company NameCmp.CmpName
Reference CodeCmp.Code
AddressCmp.Address
Company TypeCmp.Type
Staffscript: 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;
 Exchanged properties and related information
Column headingMerge code
Office NameProperty.ActiveOffName
Short AddressProperty.ActiveAddress.GridAddress
StatusProperty.Sales.StatusNameGrid
Instructed DateProperty.Sales.ForSDate
AgencyProperty.Sales.AgencyName
Offer DateProperty.Sales.OADate
Exchange DateProperty.Sales.ExchDate
Completion DateProperty.Sales.CompDate
PriceProperty.Sales.CurrentPriceFormatted
FeeProperty.Sales.Comm
Exchange PriceProperty.Sales.ExchPrice
Source of EnquiryProperty.Sales.Vendor.Source.Name
Office FeeProperty.SellingOfficeFee
 Property 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 headingMerge code
ReferenceProperty.Code
Short AddressProperty.ActiveAddress.GridAddress
PriceProperty.Sales.CurrentPriceFormatted
Office NameProperty.ActiveOffName
Manager NameProperty.ActiveNegName
StatusProperty.Sales.StatusNameGrid
VendorProperty.CurrentCntName
Vendor PhoneProperty.PrimaryContact.Phone
Vendor AddressProperty.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
 Last & next inspection dates on a tenancy
Column headingMerge code
Property AddressTenancy.Property.Address
Landlord NameTenancy.Property.PrimaryContact.Name
Tenant NameTenancy.AllNames
Tenancy StatusTenancy.StatusName
Last InspectionProperty.Lettings.CurrentTenancy.LastInsp.DateTime
Inspection DueProperty.Lettings.CurrentTenancy.NextInspDueBy
Tenancy Start DateTenancy.FrDate
Tenancy End DateTenancy.ToDate
Property ManagerTenancy.Property.Negotiator.Name
External Property?Property.ExtPrp
 Standard certificate expiry details for each property
Column headingMerge code
Property ReferenceProperty.Code
OfficeProperty.Office.Name
ManagerProperty.Negotiator.Name
Rent p/mProperty.Lettings.MRentFormatted
Short AddressProperty.ActiveAddress.GridAddress
LandlordProperty.CurrentCntName
StatusProperty.Lettings.StatusNameGrid
RoleProperty.Lettings.RoleName
Total Bedroom(s)Property.Attributes.TotalNum
RegisteredProperty.Register
Available FromProperty.AvFrom
EPC RatingProperty.ExtrasField.GetExtra("pBERExempt", false) ? "Exempt" : Property.ExtrasField.GetExtra("pBERRating", "To be confirmed")
Last CallProperty.LastCall
Appliance Insurance ExpiryProperty.Lettings.GetLastCert("AI").EndDate.ToShortDateString()
Buildings Insurance ExpiryProperty.Lettings.GetLastCert("BI").EndDate.ToShortDateString()
Contents Insurance ExpiryProperty.Lettings.GetLastCert("CI").EndDate.ToShortDateString()
Electrical Safety ExpiryProperty.Lettings.GetLastCert("ES").EndDate.ToShortDateString()
Emergency Plumbing ExpiryProperty.Lettings.GetLastCert("EP").EndDate.ToShortDateString()
Gas Safety ExpiryProperty.Lettings.GetLastCert("GS").EndDate.ToShortDateString()
Labour Only Warranty ExpiryProperty.Lettings.GetLastCert("LW").EndDate.ToShortDateString()
Legionella ExpiryProperty.Lettings.GetLastCert("LG").EndDate.ToShortDateString()
Manufacturers Warranty ExpiryProperty.Lettings.GetLastCert("MW").EndDate.ToShortDateString()
Minor Works Certificate ExpiryProperty.Lettings.GetLastCert("MK").EndDate.ToShortDateString()
PAT Test ExpiryProperty.Lettings.GetLastCert("PT").EndDate.ToShortDateString()
Smoke Alarms ExpiryProperty.Lettings.GetLastCert("SD").EndDate.ToShortDateString()
Soft Furnishings Safety ExpiryProperty.Lettings.GetLastCert("FS").EndDate.ToShortDateString()
System + Appliance Insurance ExpiryProperty.Lettings.GetLastCert("SA").EndDate.ToShortDateString()
System Insurance ExpiryProperty.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 


 Vendor
NamePopulated byMerge code
NameVendor NameProperty.CurrentCntName
EmailVendor EmailProperty.PrimaryContact.Email
DateCompletion DateProperty.Sales.CompDate.ToShortDateString()
DescriptionN/A<>
Merchant IdentifierN/A<>
TagsN/A<>
Feedback DateN/A<>
Product Search CodeN/A<>
Order RefN/A<>
Product LinkN/A<>
Customer RefVendor Contact CodeProperty.CntCode
AmountN/A<>
CurrencyN/A<>
Product AttributesN/A<>
LocaleN/A<>
 Landlord
NamePopulated byMerge code
NameLandlord NameProperty.CurrentCntName
EmailLandlord EmailProperty.PrimaryContact.Email
DateDate InstructedProperty.Lettings.ForLDate.ToShortDateString()
DescriptionN/A<>
Merchant IdentifierN/A<>
TagsN/A<>
Feedback DateN/A<>
Product Search CodeN/A<>
Order RefN/A<>
Product LinkN/A<>
Customer RefLandlord Contact CodeProperty.CntCode
AmountN/A<>
CurrencyN/A<>
Product AttributesN/A<>
LocaleN/A<>
 Offer
NamePopulated byMerge code
NameBuyer NameOffer.PrimaryContact
EmailBuyer EmailOffer.PrimaryContact.Email
DateOffer DateOffer.OfferDate.ToShortDateString()
DescriptionN/A<>
Merchant IdentifierN/A<>
TagsN/A<>
Feedback DateN/A<>
Product Search CodeN/A<>
Order RefN/A<>
Product LinkN/A<>
Customer RefApplicant CodeOffer.Applicant.Code
AmountN/A<>
CurrencyN/A<>
Product AttributesN/A<>
LocaleN/A<>
 Tenant

Tenant details

NamePopulated byMerge code
NameMain Tenant NameTenancy.MainTenant.Name
EmailMain Tenant EmailTenancy.MainTenant.Email
DateTenancy From DateTenancy.FrDate.ToShortDateString()
DescriptionN/A<>
Merchant IdentifierN/A<>
TagsN/A<>
Feedback DateN/A<>
Product Search CodeN/A<>
Order RefN/A<>
Product LinkN/A<>
Customer RefTenancy CodeTenancy.Code
AmountN/A<>
CurrencyN/A<>
Product AttributesN/A<>
LocaleN/A<>

Joint tenants

NameMerge code
Full property addressTenancy.Property.Address.FullAddress
StatusTenancy.StatusName
Main Tenant NameTenancy.MainTenant.Name
Main Tenant AddressTenancy.MainTenant.Address.FullAddress
Main Tenant EmailTenancy.MainTenant.Email
Main Tenant Home NumberTenancy.MainTenant.GetPhone("h")
Joint Tenant 1 NameTenancy.GetJointTenant(0).Name
Joint Tenant 1 AddressTenancy.GetJointTenant(0).Address.FullAddress
Joint Tenant 1 EmailTenancy.GetJointTenant(0).Email
Joint Tenant 1 Home NumberTenancy.GetJointTenant(0).GetPhone("h")
Joint Tenant 2 NameTenancy.GetJointTenant(1).Name
Joint Tenant 2 AddressTenancy.GetJointTenant(1).Address.FullAddress
Joint Tenant 2 EmailTenancy.GetJointTenant(1).Email
Joint Tenant 2 Home NumberTenancy.GetJointTenant(1).GetPhone("h")
Joint Tenant 3 NameTenancy.GetJointTenant(2).Name
Joint Tenant 3 AddressTenancy.GetJointTenant(2).Address.FullAddress
Joint Tenant 3 EmailTenancy.GetJointTenant(2).Email
Joint Tenant 3 Home NumberTenancy.GetJointTenant(2).GetPhone("h")
Joint Tenant 4 NameTenancy.GetJointTenant(3).Name
Joint Tenant 4 AddressTenancy.GetJointTenant(3).Address.FullAddress
Joint Tenant 4 EmailTenancy.GetJointTenant(3).Email
Joint Tenant 4 Home NumberTenancy.GetJointTenant(3).GetPhone("h")

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