Bulk edit properties

To edit a lot of properties at once, follow these steps:

1. Download the properties from the Properties page.
2. Make edits to the properties in the downloaded file.
3. Import the file when you have updated all the properties.

To edit a single property, read the article on managing properties.

Download properties

1. Select Properties from the side menu.
2. Use the tabs and quick and advanced filters to view only the properties you want to download.
3. Then, click Download properties as .xlsx.

Edit properties

1. Edit the properties in the .xlsx file, then save the file.

The Claim cut-off date field does not appear in the import template but can be updated with this process. Source system ID can also be updated, but only if the ID field is present.

Do not change the following fields and rows

• The ID field is created when you add properties to the system. When you re-import the downloaded file, ID is used to identify properties. This field should not be edited or deleted. Changes to the ID value will cause a critical error at import.
  
  
• When editing the file, make sure any additional owners are directly in the rows following their primary owner. If they are not, and you make a change to the property, the bulk import process will interpret it as if there were no additional owners in the file and delete them from the system.
  • If you sorted your file by Last name, or another field, you may not see the additional owners even if they are in the file. Sort by the ID field to bring them back to their associated primary owner.
    
• Some fields that are not in the import template will appear in the download file but can’t be updated with this process. Changes to these fields will be ignored at import:
  • Amount due
  • Date archived
  • Date created
  • Last modified
  • Owner name (full name; if you need to update this, use the First name and Last name fields to do so)
  • Report date
  • Report state
  • Report year

Fields used to identify properties from an import

The bulk import process uses the following logic to check for existing properties to update:

• The ID field is used as the primary identifier if it’s available in the file downloaded from the Properties page.
• If there is no ID, the Source system ID provided during the initial import is used.

The Source system ID must have been included in your original property import as well as in the updated file to be used as a means of identification.

• If there is no Source system ID, the following fields are used to check for existing properties:
  • Property code
  • Property ID
  • Account number
  • Owner tax ID (if known); if not known, Last name + first letter of First name
  • Initial amount
  • Last owner activity date or Maturity date

Add, archive, and delete properties with the same import

• Add: You can add new properties in the file and import them along with the edits. When you import the file, you’ll see the number of new properties as Added properties at the Summary step.
  
  
• Archive: You can also archive properties with this process. In the Current or History field, enter an “H.” This action is permanent. Properties can’t be un-archived. When you import the file, you’ll see the number of properties archived as Updated properties at the Summary step.
  
  
• Delete: If you were testing or accidentally added records and need to delete them, you can mass delete them with this process. In the Property code field, enter the full word “DELETE.” The ID or Source system ID field must be present. When you import the file, you’ll see the number of properties deleted this way as Deleted properties at the Summary step.

The properties will be permanently deleted and can’t be recovered. We recommend voiding and archiving properties instead of permanently deleting them. By changing the status of a property to Voided (V), you will keep the audit history of the property. If you delete a property, you are also deleting its audit trail.

Import the file

1. Select Properties from the side menu.
2. Click Add properties, then select Bulk Import from the dropdown.
3. Verify that your business’s State/province/territory of incorporation and Business Category information is correct. Then, click Next.

If the information is not correct, click Edit business information. Read the article on managing your business for more details about these fields.

4. Click Browse, select the file on your computer, then click Upload.

If you’re not able to select your file, make sure it has .csv, .xls, or .xlsx at the end of the file name.

5. Your file will go through a data validation process to identify missing or incorrect data. The system will read the entire file and update the properties that have differences between what is in the file and what is currently in the system. Properties and fields with no changes will not be updated

• • If the import is successful, check if the number of properties that were added, updated, and deleted match your file.
    

The number of rows Found may not always equal the sum of Added, Updated, and Deleted properties. Rows containing properties already in the system with no changes are not imported to avoid duplicating properties. These rows will be included in the Found category but will not be included in the Added, Updated, or Deleted categories. Additional owners are counted as part of the properties and will not be included in the Added, Updated, or Deleted categories either. Click Download import summary to view information on how each row was handled during import.

• • If the import has warnings or is unsuccessful, read the article on import errors for explanations of all import warnings and critical errors and what to do next.