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Buildout Integration User Documentation (V2-Lead)

Buildout User documentation

Objects and Fields

Objects

  • Property and Space/Unit on Salesforce side correspond to Property Listings and Lease Spaces in Buildout.
  • Colleague in Salesforce corresponds to Broker in Buildout.
  • Associated Party pointing to Colleague and Property corresponds to Broker - Property assignment in Buildout.
  • Asset corresponds to Buildout Photo.
  • Rethink - Inquiry (Prospect) corresponds to Buildout - Project Lead

Fields

  • Checkbox “Sync With BO” - available on Property and Space/Unit - check if this record should be synchronized with Buildout.

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  • For Space/Unit to be synchronized, the parent Property must also be checked for synchronization as well.
  • Field “Buildout Id” - unique identification number that marks corresponding record in Buildout. Available on Property, Space/Unit, Colleague and Asset.
  • For Project Lead to be synchronized, a property must be synced first to populate the property lookup field on the Inquiry.

Buildout Standard Mapping

Properties, Spaces, Colleagues/Brokers

Buildout to Rethink
Rethink to Buildout

Leads/Inquiries

Buildout Leads to Rethink Inquiry

General synchronization behavior

  • Synchronization runs periodically, typically in 1 hour intervals.
  • Only records changed since last synchronization are processed.
  • Assets / Photos are synchronized along with their Space/Unit or Property.
  • Leads and Brokers are synchronized only from Buildout to Rethink.

Synchronization directions

Buildout to Salesforce

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All records present in Buildout are created or updated in Salesforce, based on Buildout ID. If no Buildout ID is populated on Salesforce side the records for Property and Colleague/Broker are matched.

Matching:

  • Properties are matched based on Address field (ttlcoreAddress_c)
  • Brokers / Colleagues are matched based on email address.

If match is found:

  • If record's “Sync With BO” is checked the record is updated.
  • If record's “Sync With BO” is unchecked, only the Buildout ID is populated and the rest of the record is left unchanged.

If NO match is found:

  • Record is created.
  • Buildout ID is populated.
  • Record is marked for future synchronization (“Sync With BO” is checked).

Leads/Inquiries

  • Leads are created where the Property has been synced during each sync period. Leads are also synced live using a webhook to create the Inquiry in Rethink from the Buildout Lead.

Note: There MUST be a Property previously synced in order for the lead record to sync.

Salesforce to Buildout

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All records with “Sync With BO” checked are synced to Buildout, other records are ignored.

  • If the record has “Buildout ID” populated the record is updated in Buildout.
  • If the record does not have “Buildout ID” populated, the record is created in Buildout and “Buildout ID” in Salesforce is updated.

Requirements and Limitations:

  • Colleague - Broker synchronization in this direction only matches the Colleague to the Broker, there is no support for creating or updating the Buildout Broker from the Salesforce Colleague.
    • The email address of the Associated Party/Colleague in Salesforce must match that of the email address of a Broker in Buildout.

Note: There MUST be an Associated Party/Colleague on the Property record in order for the record to sync.

  • For Property to be sent to Buildout it requires:
  • Colleague associated via Associated Party.
  • This Colleague to have “Buildout ID” populated.
  • For Space/Unit to be sent to Buildout it requires:
  • Parent property to be synchronized (“Sync With BO” checked). see Property requirements above

Bidirectional - Latest wins

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  • For each record, the timestamp of last change is compared in both systems, and most recently changed record is sent to other system.
  • In Buildout the timestamp is only present on Property record, this dictates direction for both the Property record and child Space/Unit records of that Property.
  • To make sure recent changes in Salesforce are sent over, the last updated timestamp on Property is also updated on:
  • change on child Space/Unit
  • change of Associated Party
  • change on Colleague Buildout ID
  • After the direction is decided, the synchronization follows the same logic and requirements for respective direction mentioned above (“Buildout to Salesforce” or “Salesforce to Buildout").

Buildout tips

  • Units sent to Buildout are not visible in Buildout UI if the Property is not set "For Lease".

  • For "Salesforce to Buildout" synchronization, it is highly recommended to create the Space/Unit prior to checking the "Sync With BO" checkbox on the Property.

    Workflow

    • Create the Property (Including Associated Party and necessary details).
    • Create the Space.
    • Check the "Sync With BO" checkbox on Space/Unit.
    • Check the "Sync With BO" checkbox on Property.
    The reason for this is that Buildout requires a child LeaseSpace (Unit) to be linked with a property. If there is no Space/Unit from Salesforce to sync with the Property, Buildout will create a default Lease Space. This will then sync back to Salesforce and create a Space/Unit called "Suite" that may not be desired.

    In order to remove the Space/Unit from Salesforce, a new Space/Unit must be created and synced with the Property. Buildout will then have the new Space/Unit and the default "Suite". This "Suite" should be removed from both systems.