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Archive properties / applicants in bulk (housekeeping)

Archive properties / applicants in bulk (housekeeping)

Owned by Fiona Hardy
Last updated: Feb 10, 2025
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 – this is completed free-of-charge

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

If you are unsure how to create a Power Report, click here: Building a Power 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

For information on how to import a file into Reapit as a Predefined Report, see the Power Reports library section titled: Importing an RRD file & using Predefined Reports

  • 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

The example reports included here are example templates - you may wish to alter the criteria yourself to get the required results, as well as change dates included (as outlined above)

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

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Need more assistance? No problem! Just log a ticket on the Reapit Service Desk Portal at https://reapitsupport.refined.site/ and a member of our Support Team will be happy to help

 

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