Importing Custom Fields into Lease Administration

Occupier's import tool allows users to easily import Custom field data into Lease Administration.

Finding the Import Tool in the Settings

To get started, simply click on the "settings" option located in the top right corner under the profile icon.

Choose "Imports" from the settings menu.

Importing Data

Import Templates

Once you have chosen "Imports" from the settings menu, you can proceed by selecting an Import template to download from the Data Templates window. For Custom fields, you'll want to chose the "Lease Custom Data" template (as shown below).

Or you have the option to select the Import Button and download a template from the Import window.

Select the import type

Download the template and save your changes [Enter the information into the template and save file]

Select your file to import, then "submit".

Review Import Results

After the import process is finished, you will be able to examine the results in the import history table.

If there were any errors during the import, they will be indicated in the error column. To view more details about a specific import, click on the link in the Date of Import column.

By clicking on the date of the import, the Import Details page will show you the import results, including any errors that occurred and the original import file. From here, you have the opportunity to review and correct any errors by downloading and importing an updated file with the necessary corrections. It's important to note that any records that have already been processed will not be overwritten.

Set Up Custom Fields First

Before importing, custom fields must first be created in your Occupier account.

Once your custom fields are set up:

The corresponding columns will automatically appear on the Custom Data CSV template you download from your settings.
You can then populate these fields in your import file.

Don't know how to set up a custom field? Learn how here - How to Set up A Custom Field

Important Notes for Custom Field Imports

Single Select & Multi-Select Fields
You can only import values that already exist in your field settings.

Example: If your field options are “Plumbing,” “HVAC,” and “Electrical,” you can’t import “Landscaping” unless it’s first added as an option.
Multi-Select Format
For multi-select fields, enter each value on a new line within the cell.
```
Plumbing  
 HVAC
```

Be sure to double-check for formatting, blank spaces, spelling, or value mismatches to avoid import errors.

Custom Fields Import Common Errors to Avoid

Here are a few tips to help ensure smooth imports and data entry for your vendor custom fields:

Invalid option in select field

Error: "Select field has an invalid option: X"
Fix: Add “X” as a valid option for that field in your Custom Fields settings.
Non-numeric value in a number field

Error: "Numeric field must be numeric"
Fix: Use number formats like 123 or 123.45
Incorrect date format

Error: "Date field must be a valid date (YYYY-MM-DD)"
Fix: Format all dates as YYYY-MM-DD
Incorrect multi-select format

Error: "Multi-select values must be entered with new lines"
Fix: Each option should be on its own line:
```
Option A  
Option B  
```