Archiving properties / applicants in bulk (housekeeping)

Owned by Fiona Wilson
Last updated: Nov 23, 2023
3 min read

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

This page outlines the steps you need to take in order to submit a housekeeping request to Reapit Support

Housekeeping requests must come from a key contact within your organisation

A housekeeping request involves running a report to check on the data you require housekeeping before forwarding the request to Reapit Support
Running this report promotes data integrity and allows you to check the results first

In order for Reapit Support to accept a housekeeping request, follow these steps:

  1. Create and run a Power Report

  2. Add the Reference column to your report results grid

  3. Export the report results grid to Excel

  4. Forward the Excel spreadsheet to Reapit Support

Each step is outlined in detail below

If a property has an active current tenancy, it will not be archived

1. Create and run a Power Report

Depending on the data you require the housekeeping routine to be performed on, run an applicant or property report:

  • The example report on the right is will return all inactive applicants, registered before 01/08/2018, who have never made an offer

  • Click Run Report

1a. Example Power Reports to use

  • Rather than build the report yourself, the attached .rrd files can be imported into the Power Reports screen as a Predefined Report

  • Both reports generate a list of sales or lettings applicants who were registered in on the system some time ago and who are no longer actively looking

After importing the report criteria into Reapit:

  • Before running the report, the dates in both the Registered field and journal entries Created field need to be altered to suit the timeframe you wish to report on

Sales applicants report

Lettings applicants report

2. Add the Reference column to your report results grid

In order for Reapit Support to accept your housekeeping request, it is essential that you add the Reference column to your report before moving to step 3

From the report results grid screen:

  • Right-click over the column headings

  • Click Pick Columns and select Reference 

The Reference column will now be included in the report results grid

3. Export the report results grid to Excel

  • Right-click over the column headings

  • Click Export to and select Excel Spreadsheet (.xls) - Standard

4. Forward the Excel spreadsheet to Reapit Support