Exporting grid contents to Excel

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:

Right-click over the column headings and select Export to
(as shown in step 6)
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 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")

Company 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;

Exchanged 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

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 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

Last & 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

Standard 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

Vendor

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	<>

Landlord

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	<>

Offer

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	<>

Tenant

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")

Exporting grid contents to Excel

Custom Excel export examples

Feefo exports

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