Migrating your data into another Agentbox Account (AB to AB)

 

 

 

Existing Agentbox users may come across the scenario that they will be migrating into another Agentbox system or an Agentbox centralised database system.  

 

Working in a shared database: A shared database is one that allows multiple offices to work within one specific Agentbox system, allows enhanced contact accessibility, whilst still being able to maintain their office level privacy. A shared database is one of which is established its own configuration standards, which therefore means your permission set may deviate from your previous Agentbox system.  Typical system deviations can include: 

  • Staff Permissions 

  • Contact Database Ownership Configuration. 

  • Systems data sharing preferences (Open VS Closed accessibility and functionality). 

  • Data cleaning tips 

 

Should an agency migrate into a non-centralised database system and, if assigned as a master user, they will be able to control the configuration of the new system.  

 

 

What's in scope for my Agentbox to Agentbox (AB to AB) Data Import? 

 

 

There are 3 types of AB to AB migration scopes that you will be advised on.  

 

Option 1: Full AB to AB scope.  

Note: Commissions are excluded if the source and target system are not compatible.  

 

Option 2: AB to AB excluding commissions (used when the source and target system have incompatible commission deductions/configuration settings). 

 

Option 3: Complex AB to AB option may be used when the following three scenarios appear: 

  • Not on REA: Listings were not on portal fed to REA, so therefore the source cannot be matched into the new system. 

  • Ownership/Approval: The incoming party does not own or have approval to import listing data. This would cover instances where the office was not allowed to keep the listings i.e., business purchase, and where an agent is leaving and they don't own the listings. It is important to note that appraisals are included, it is typically the alternate listings that will excluded such as for sale/ lease.  

  • Early REA Import/Transfer: Instructions were not followed, and an REA import/transfer has been completed prior to the import to the new system (Data always comes first, and then an REA listing import second). 

 

The below features will be included in a full AB to AB Scope (Option 1):  

 

  • Agents 

    • Generic information + web profile.  

 

  • Contacts  

    • Contact categories. 

    • Contact requirements (suburbs & regions). 

    • Communication history (doesn't include template preview, just basic history). 

    • Inspection history.  

    • Enquiry history. 

    • Related Agents. 

    • Notes. 

    • Tasks. 

    • Custom anniversary dates. 

 

  • Appraisals 

    • Related contacts related to buyer and vendor. 

    • Related Agents. 

    • Listing documents (Authorities, section 32’s etc).  

    • Communication history (doesn't include template preview, just basic history).  

    • Notes. 

    • Tasks. 

 

  • Sales 

    • Related contacts related to buyer and vendor. 

    • Related Agents. 

    • Inspection attendees' history. 

    • Enquiry history. 

    • Listing documents (Authorities, section 32’s etc).  

    • Communication history (doesn't include template preview, just basic history) .

    • Notes.  

    • Tasks.  

    • Offers, Contracts and Commissions. * If commissions are not compatible, they won't get offers, contracts and commissions.  

 

  • Leases  

    • Related contacts related to tenant and landlord.  

    • Related Agents.  

    • Inspection attendees' history.  

    • Enquiry history.  

    • Listing documents (Authorities, section 32’s etc.)  

    • Communication history (doesn't include template preview, just basic history).  

    • Notes.  

    • Tasks.  

    • Offers & Contracts.  

    • Commissions.  

 

  • Prospect properties  

    • Related contacts i.e., owners, past owners.  

    • Related agents, i.e., prospecting agent. 

    • Notes.  

    • Tasks.  

 

What's considered out of scope 

 

With a data import, there will be circumstances in which the data is not a part of the agreed data services and is referred to as out of scope. The items below will be considered out of scope. 

  • Document templates (email, letter, SMS etc.) 

  • System & module configuration.  

  • Sales Trust Module Balances.  

 

 

Data & listing process 

 

Below you will find a standard overview of the data and listing process:  

 

  1. Data Export - We will export data from your system into a CSV format.  

  1. Validation - This data will run through a validation process. 

  1. Data Import - This data will then get imported into your new system.  

  1. Match Listings - We will use an REAXML file to match listings from Real Estate to an Agentbox unique ID. 

  1. Appending - We will append images, headlines, descriptions and floor plans.  

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