NOTE: AI Import is currently available to a small group of users and will be available to everyone shortly.
AI Import reads Lease Documents, Comp Lists, and Offering Memoranda and extracts the data directly into Valcre, so you spend less time on manual entry and more time on analysis. You review and adjust everything before anything is committed to the database.
AI Import is available on the following Valcre plans:
Essentials + AI Import Credits
Professional + AI Import Credits
Enterprise + AI Import Credits
In addition to an active Valcre plan, AI Import requires AI credits. No configuration is required to get started.
How-to Guide
Preparing for your Import
Before you begin:
After an import is completed, it cannot be undone. Once an import is committed, there is no undo or rollback, for either a new record or an existing one. Importing into an existing record can replace the current field values with the imported values. Review carefully before you commit.
Keep in mind before importing:
File type: Your document must be one of the Supported Document Types
File size and Length: Your document cannot exceed 85 pages or a file size of 25 MB
File Quality: A native PDF, or a scanned PDF at a resolution high enough for text to be reliably extracted.
There is no undo or rollback after the import is complete.
Importing into an existing record overwrites the existing fields with the imported values.
You can access AI Import from any of the following locations:
From the Navigation Menu, select Create New, then AI Import
From the Properties search, select the AI Import Icon
From within a Propertyrecord, select Add at the top of the page, then AI Import
Step 2: Choose an Import Type
Select Document to proceed to AI Import.
The Document panel describes each supported document type:
Comp Lists: Property and transaction details (Sale or Lease) from a structured list of comparables
Lease Documents: Tenant, term, rent, and other transaction data
Offering Memoranda: Property details, leases, and expenses
Selecting Comparable Export insteadwill take you to the Legacy Importer
Step 3: Select your file and upload
Drag and drop your file, or choose Select File to browse your computer
Pro tip: Before selecting your file, confirm it meets the requirements listed in Before You Begin: Supported Document types, under 25 MB and 85 pages, and a native or high-resolution scanned PDF.
Step 4: Document processing
A progress bar shows the progress of the upload. Feel free to navigate away from this page. Processing continues in the background and you will be notified when it finishes.
Once the processing of your document is complete, continue to Review.
If Your Document Does Not Process Successfully
If processing fails, you will see an error message and be prompted to retry. Valcre does not retain your uploaded file on failure, so you will need to re-upload the document to try again.
If a file is rejected at upload (wrong file type, over the size or page limit, password-protected PDF), you will see an error message before processing begins.
Review
Step 5: Review your Extracted Data
The Review page has two panes:
The Document Text View on the left, showing extracted fields along with navigation arrows to scroll through the extracted table views.
The PDF Preview on the right shows your source document side by side.
The Review Import option at the top of the page is available at all times and moves you forward to the Import step once you are ready.
Document Text View
This view displays all fields extracted from your document text, organized by type in collapsible sections (e.g. Property Info, Street Info, Lease Info).
Each field shows its extracted value alongside a checkbox. Individual fields and entire sections can be checked or unchecked to include or exclude them from import.
Table Navigation
Use the dropdown menu or the Previous and Next arrows to move between extracted tables.
For each table:
Mapped columns are highlighted in green with the Valcre field name shown in the column header alongside the original field name from your source document.
Unmapped columns are highlighted in yellow and labeled Not mapped.
Inline Editing
All field values are directly editable inline from both the Text and Table views. Double-click on a field value to edit it.
Edited are highlighted in green to indicate they have been changed from the original value.
Column Mapping
To map an unmapped column, click its column header to open the mapping options:
Select one of the suggested Valcre fields or,
Select Choose field to open the full field picker, which lists every Valcre field across all record types in a searchable, two-column layout.
More than one source column can be mapped to the same Valcre field. When that happens, you resolve the resulting conflict at the Import step. (See Resolving Mapping Conflicts below.)
Columns left unmapped are excluded from the import. If you want that data included, map it to a field before moving on to Import.
Cell Context Menu - Right-click any cell, or a selection of cells, to open a context menu with the following options:
Cut, Copy, Copy with Headers, Copy with Group Headers, Paste
Export(CSV or Excel): exports the current extracted table data at any point during Review, without affecting the import in progress
Revert Cell: undoes the edit on the selected cell only
Revert All Changes: restores the entire table to its original extracted state
Transpose Table: flips rows and columns, useful when a source document lays data out horizontally instead of in the standard column-per-field format
Import Finalization
Step 6: Complete the Import
Reminder: There is no undo or rollback after the import is complete. Verify all fields and checkboxes are correct.
Select Review Import to move from the Review page to the Import Data window.
Here you see a field-by-field summary comparing the new extracted values against current values in Valcre, before anything is committed.
Uncheck records or fields to omit from import
Reminder: It is especially important to review this when updating existing records. Uncheck any fields with existing data to omit them from being overwritten with imported data.
Select whether to Show new data only and if you would like to Save original document to Property
Creating a New Property
If AI Import finds no matching records in your database, the Import window defaults to Create new property. Review the data, confirm which fields to include, and complete the import.
Updating an Existing Property
If AI Import finds one or more possible matches, they appear in a drop-down so you can select the correct record to update.
You can also select Find property to search for a Property that was not automatically surfaced.
Once you select the correct record, review the field-by-field comparison and confirm which fields to import. Importing into an existing record replaces its current values with the imported values for every checked field. There is no merge option.
Resolving Mapping Conflicts
When two source columns have been mapped to the same Valcre field, the right panel displays radio buttons for that field so you can select which extracted value to use. Resolve each conflict before selecting Import.
After Import
After a successful import, you are taken to a confirmation page with links to every object and record created during the session.
Imported records appear immediately across Valcre.
If Save original document to Property was checked (the default), the source document appears in the Property's Files tab immediately.
Quick Reference: What You Cannot Undo
There is no undo or rollback once an import is completed, for new or existing records.
Importing into an existing Property record replaces its current field values with the extracted values for every field you have checked. There is no merge.
If you select Create new property for a document that matches an existing record, a duplicate will be created with no warning.
Review every field on the Import screen before selecting Import. Once imported, the only way to correct an incorrect value is to edit the affected record manually.
Troubleshooting
My file was rejected at upload
Cause: AI Import validates file type and size before processing begins. Files are rejected immediately if they do not meet requirements.
Check the following:
File type: Must be PDF, Excel (.xlsx), or CSV. Convert the file to a supported format before uploading.
File size: 25 MB maximum. Reduce file size or split the document before uploading if needed.
Page count: 85 pages maximum. Split the document into smaller sections before uploading
Password protection: Make sure to remove any password protection from your PDF before uploading.
My document is stuck processing / the progress bar is not moving
Processing time varies depending on document size and complexity. You do not need to stay on the upload page. You will be notified via the bell notification icon in the top-right corner of Valcre when your session is ready for review.
If processing has not completed after an extended period, try refreshing the page. If the session is no longer accessible, the document may need to be re-uploaded.
Processing failed
AI Import does not retain your uploaded file when processing fails. You will need to re-upload the document to try again.
Before re-uploading, check the following common causes:
Corrupted file: Try opening the document locally to confirm it is not damaged. If it cannot be opened, obtain a fresh copy from the source.
Scanned PDF with very low resolution: Extremely degraded scans can cause processing failures. Request a higher-quality version of the document if possible.
Unsupported document type: Some document types are not recognized by the extraction pipeline, including RealQuest Property Detail Reports, Property Tax Statements, and Federal Tax Returns. Uploading these will not produce usable output.
If the same document fails repeatedly after re-uploading, contact Valcre Support.
Extracted values are inaccurate or incomplete
Check whether the document was a native PDF or a scanned PDF. Scanned PDFs with low resolution or skew will produce less accurate results.
Check whether columns were left unmapped in the Review stage. Unmapped columns are excluded from import with no warning at the Import step.
If the document is an unsupported type (RealQuest, Property Tax Statement, Federal Tax Return, multi-unit multifamily rent roll), the extraction will not produce usable output.
Data is missing from a record after import
Possible cause: The source column containing that data was left unmapped during Review and was excluded from the import.
Resolution: The missing data will need to be entered manually on the affected record.
To prevent this in future sessions, review all yellow Not mapped columns during the Review stage before proceeding to Import.
I edited a value by mistake and want to revert it
To undo a single edit: right-click the cell and select Revert Cell.
To undo all edits in the current session: right-click any cell and select Revert All Changes. This restores the entire table to its original extracted state.
A duplicate Property record was created
Cause: Selecting Create new property when an existing record already matches the imported document creates a new record instead.
Resolution: If a duplicate has already been created, it will need to be manually archived in Valcre. There is no undo after import is complete.
To prevent this in future sessions, use Find Property to search for an existing record before selecting Import. If a match exists, select it to update the existing record rather than creating a new one.
An imported record has incorrect values
There is no undo after an import is completed. Incorrect values must be corrected by manually by editing the affected record in Valcre.
To reduce the risk of this happening: use the New value / Current value comparison in the Import screen to review extracted values field by field before selecting Import, and use the Show new data only toggle to focus on fields that will change.
Additional Questions? Valcre Support is ready to help with all your Valcre product questions! You can connect to us via phone, email, or chat!
Comments
0 comments