Valcre also offers the ability to import data from third-party sources directly to your database (Property data, Sale Comparables, Lease Comparables etc.). If you use a particular MLS to source your data, then it's possible for us to build out an importer to pull in this data for you with the click of a button. This can be done for a small one-time fee and then will enable you to import as much data as you want, whenever you want it! If this is something that interests you, please contact us at support@valcre.com.
There is another option, however. If you do not want an importer built out which will allow imports at the click of a button - then you can always carry out the necessary data clean-up and field mapping from your end for each batch of data that you would like to import. This is limited to a maximum of 100 records per import. The following article will run through the steps to complete this.
1) First, you will need to have a Valcre CSV template. The easiest way to source one of these is by exporting a Property record from your Valcre database:
This will then provide you with the necessary template in which you can then use to import your data.
2) Next, you have two different options.
You can either paste the Valcre column headers into your MLS data export file (matching the relevant column header with the relevant columns of data). Or, you can copy and paste your data directly into the Valcre CSV file (again, under the relevant columns headers). Again, this is limited to a maximum of 100 records, so it is important to ensure that you do not exceed this amount for any single batch of data.
Notes: it's likely that your MLS export includes a Unique Identifier (ID) for each record. It is recommended that this is used as your Valcre Property.PropertyId, as this will prevent any duplicate records being created. This also applies for any other Valcre Unique Identifier fields (such as PropertySale.PropertySaleId). If you do not have an ID with your data, then you can leave this column blank and other methods will be used to check against duplicate records (such as Property Name, Property Address, Sale Date, and Sale Price).
Another thing to note is that if you are importing a Property record (a Parent row), which has multiple Building/Parcel/Sale records (Child rows), then there is a particular way in which these will need to be laid out.
Let's imagine you have multiple Sale records that are being imported for one single Property. In this instance, you will have one row which contains all of the Property data as well as the information for the first Sale. For the second Sale record, you will need to have another row (which includes the Unique Identifiers, or Property Name and Property Address) but then this row only needs to include the Sale information for that second Sale record. The database will then verify that this Property already exists and then only create an additional Sale record once imported. This also applies for additional Buildings, Parcels and any other sub-records.
3) Once you have lined up all of the columns of data with their correct Valcre column header. You will need to carry out the data clean-up in order for your database to accept your data import.
It is important to know that the format of the data needs to match up with the validation rules within the Valcre database. If the data format does not match the same as Valcre's format, then the database will reject your import. For this reason, we have created a Valcre Data Dictionary (attached at the bottom of this article) which gives examples on which values are accepted for each and every field within your database. This will also give information on the character limit for each field.
Here you will also find an additional sheet which provides you with the options for each dropdown list. It is essential that your data is an exact match for one of these options. For example, the value entered under 'Geographic Location' would need to be "Suburban" and not something like "Sub-urban".
4) Once you have carried out the data clean-up and everything is matching up. You can now import the file to your database. To do this, you will need to select 'Import Properties' from the 'Create New' dropdown:
Here you can select your file, and then click 'Import':
5) Once your data has successfully imported, you will be able to view each record that was created, all of which will now be appearing in the relevant sections of your database. You will also be provided with links to each of these records if you would like to view them from this page. You will also be able to see any records that have been skipped (due to being a duplicate).
