Step 1: Properties and property groups
Step 1: Properties and property groups
Embedded Files
IMPORTANT: This step only needs to be done once. If you have previously completed Step 1 for any dashboard, you can go straight to Step 2.
IMPORTANT: This step only needs to be done once. If you have previously completed Step 1 for any dashboard, you can go straight to Step 2.
Most of our dashboard templates use unique data (i.e. profit and loss data, delinquency data, prospects data, etc.), but there are two datasets that every dashboard will need: properties and property groups. With this data, our dashboards will be able to filter by property group or property-level fields, such as the property manager, the property city or state, or the property type.
Open this spreadsheet. Notice that there are three sheets:
Properties: this sheet pulls a list of active properties
Property Groups Data: this sheet pulls a list of property groups and the properties in those groups
Property Groups: this sheet uses a formula to take the data from the Property Groups Data sheet and add an additional property group called *** All Properties
Make a copy of the spreadsheet (File -> Make a copy).
NOTE: don't worry about the attached Apps Script file. That script is there in case you want your dashboards to match the property permissions from Rent Manager based on who's viewing the dashboard. Feel free to reach out if you want to learn more about that or set it up.
Rename the new spreadsheet to "Properties + Property Groups". We recommend saving it to a folder with all of your other Visata spreadsheets.
Star the new spreadsheet (you can close the template spreadsheet you made a copy of)
In the new spreadsheet, click on Extensions -> Visata for Rent Manager -> Open sidebar (not seeing this option?)
Create a new query
Name: "Properties"
Entity: Properties
Sheet: Properties
Headers: Default
Refresh: Daily, 2:00 AM to 3:00 AM
Columns: Add each of the columns that you see in the properties sheet.
Add one more column that is not shown in the Google Sheet called Is Active.
Add a filter to the Is Active column to have it be equal to true.
On the Is Active column click the hide column button (looks like an eye) so it doesn't show when importing into the Google Sheet.
Click Save
Click Run query
Exit out of the saved query by clicking the back button
Click the plus button to create a second query
Name: "Property groups"
Entity: Property Groups
Sheet: Property Groups Data
Headers: Default
Refresh: Daily, 2:00 AM to 3:00 AM
Columns: Add the following columns:
Property Group ID
Name
Properties ~> Property ID
Properties ~> Property Group ID
Click Save
Click Run query
That's it!
Save as data sources for future use
Save as data sources for future use
Now we are going to save the properties and property groups as what Looker Studio calls "reusable data sources" so that we can use them in all of our dashboards.
Properties Data Source
Open this link
Click the copy button:
Click Copy Data Source
Close the tab with the template data source you copied
Click STARRED.
Choose the spreadsheet we just created ("Properties + Property Groups")
Choose the "Properties" worksheet
Leave the options as is
Click Reconnect
Click Apply
In the top left corner, rename the data source from "Copy of [TEMPLATE] Properties" to "Properties"
Property Groups Data Source
Open this link
Click the copy button like before
Click Copy Data Source
Close the tab with the template data source you copied
Click STARRED
Choose the spreadsheet we just created ("Properties + Property Groups")
Choose the "Properties Groups" worksheet
Leave the options as is
Click Reconnect
Click Apply
In the top left corner, rename the data source from "Copy of [TEMPLATE] Property Groups" to "Property Groups"
That's it! Now you've got two reusable data sources with your properties and property groups. You're ready for step 2!
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