Aptly offers many different ways for you to integrate your property management data. Using a spreadsheet, you can import locations, leases, and work orders along with creating fields and inputting data in existing fields.
How to Prepare Your Spreadsheet Data
Before you import your data to Aptly, you’ll want to decide what information you want to manage in Aptly. Each column of data will create a new field or update any existing fields while each row of data will import as a separate card in the first stage on the board. New contacts will be added to the contact directory.
Spreadsheets need to be saved as a .xlsx file.
How to Convert a .csv File to .xlsx
To convert a .csv to .xlsx file in Excel, make a copy of the original file:
- In the .csv file, click on Save As…
- Rename the spreadsheet to make it easy to locate and select the file type - .xlsx.
- Click Save.
Once you are working with an .xlsx file, you can begin to edit the spreadsheet to include the desired information.
- The first column must be the card title in order for all data in the spreadsheet to be imported.
- Each column heading is the field name. If if doesn’t already exist in Aptly, you can choose to create it with the spreadsheet importer.
- There must be a contact listed for each row of the spreadsheet and each contact must have a phone number and/or email.
- If a contact field (name, email and/or phone number) exists on the spreadsheet, Aptly will match the information to an existing contact on the board. If a contact does not exist, a new contact will be created.
After all of the columns that are on the spreadsheet match the fields in Aptly, save the .xlsx file and get ready to import it into Aptly.
Contact Fields that can be imported:
- Mobile Phone
- Work Phone
- Home Phone
- First Name
- Last Name
- Full Name
- Company Name
- Contact Type
Prepare the Board with Card Fields
From Card Settings in Aptly, you’ll need a Link to Contacts field (you can have more than one). Then, add any additional fields that you want to include from the spreadsheet. The field names need to match the column titles.
If you are importing multiple contacts for the same card, you’ll need another set of columns for Contact 2. Identify each contact’s details using corresponding numbers. Ex: Contact 2 = Name 2, Email 2, Phone 2, etc.
If the field does not exist, you have the option to create a new field with the import. Field types are limited to:
How to Import a Spreadsheet in Aptly
You can import your spreadsheet by going to Card Sources on the intended board.
- Click on Spreadsheet Import in the list.
- Click on Import Spreadsheet and select the file to import.
- Match the fields on spreadsheet to the applicable field on the board.
- Cards will begin to populate in the first stage of the board.