Upgrading to Yardi Bi-Directional Workflow

Overview

The following document describes the steps to update Updater's curren configuration within your Yardi database to allow for import of documents/attachments & adding Pet information.  Additionally, an overview of how the Bi-Directional Workflow process works.

How does our bi-directional workflow work?

When Bi-Directional Workflow has been set up in both Updater & Yardi, the workflow will execute upon approval of the Resident's task in UPDATER PRO. The approval triggers the integration to push the documents & pet information to your Yardi database.

• Note - Only invites that are created after Resident Onboarding has been enabled will be eligible for Bi-Directional Workflow. 

Type of Attachments

• Registering Vehicle
• Proof of Renters insurance
• Move-in Costs Confirmation
• Proof of Gas
• Proof of Water
• Proof of Electric
• Pet Information
  • Proof of Vaccination
  • Photo

Additionally, for Pet information, they system will add to the Pet fields under the Personal info tab with the following information.

Pet's Name, Weight, Age & Breed

 

How to Setup Yardi Bi-Directional Workflow

Question: Why am I being asked to make changes in Yardi related to Attachment Types?

Short-ish Answer: Updater’s UPO application allows your incoming tenants to attach information regarding their renter’s insurance, pets and vehicles which then gets sent into Yardi. To do this we need to make sure that we have either a new attachment type created with read/write access or use an existing attachment type that has the correct read/write access.

Updating Updater Configuration 

Updater uses the common data interface api calls ImportTenantLeaseDocumentExt and UpdateResidentData in order to send documents into Yardi. Therefore, we need access to attachment types to be set up in the common data interface. We are looking to have attachmenttype: attachment created for Tenant and Roommate. This is OUR default. However, if you or your Yardi support team has already created some attachment types that we have "write" access to, then we can use those. Please let your CSM know what those attachment types would be.

Currently, our Updater configuration does not have the sufficient access needed for our Bi-Directional workflow, so it will need  to be updated to accommodate the ability for importing Documents & posting Pet information. Therefore the Updater Vendor Configurations/Security will need to be updated to the following;

Yardi 7S Requirements

• Voyager 7S with InterfacesPIv24.1, InterfacesILSGuestCardPIv23, and InterfacesCommonDataPIv21 (although v19 works) or higher are required to complete integration
• Your Yardi account manager can determine if you have the correct Interfaces Plug-in version and assist you with implementation if needed.Jes
• You must have System Administrator access to complete this setup

• Configure Updater Vendor for Common Data Interface
  • Go to “Interfaces” from the side menu, select “Configuration”, select “Review Interface Vendors”
    • Choose “Common Data” from Entity Type drop-down
      • Adjust ‘Display Rows’ to 500
        • Submit
      • Select Updater from the available vendors list
        • Select the following Common Data Configuration settings:
        • Ignore Exclude Units Flag: Unchecked
        • Export Document Number: Unchecked
        • Permission Access:
          • Name: Read
          • Address: Read
          • Phone Numbers: Read
          • SSN: None
          • Vehicle:Read/Write
          • Ledger: None
          • Lease Charges: None
          • Lease Offers: Read
          • Scheduled Lease Renewals: Read
          • Rentable Items: None
          • User Defined: Read
          • Pets: Read/Write
          • Date of Birth: None
          • Driver's License: Read/Write
          • Email: Read
        • Import/Export Attachment Types (select following or if there have already been custom attachment types created then please communicate the attachment type to Updater. We have seen that many partners have attachment types: Portal Lease Documents created for Tenant and Roommate, for example. If you’d like us to use this attachment type, Updater will need to customize the attachment types within the Updater configuration. Please make sure that we have read/write access to Vehicle, Pets & Driver’s License as outlined above in Permission Access and let your CSM know that we are to use these Attachment Types, otherwise follow the instructions below): 
          • Roommate Attachment
          • Tenant Attachment
            • If you do not see these Attachment types available, then they will need to be added;
              • From the Voyager System Administration side menu, select System > Attachment Types. The Attachment Types screen appears.
              • Set up an attachment type for each correspondence category that you use:
                • In a blank Object Type field, select an object type Tenant.
                • In the corresponding Description field, type the Attachment.
                • In a blank Object Type field, select an object type Roommate.
                • In the corresponding Description field, type the Attachment.
              • Click Save.

• Click Save

Here’s what “Roommate - Attachment” and “Tenant - Attachment” look like in our sandbox environment highlighted in blue.

What Happens When Yardi Bi-Directional Workflow Goes Live?

Since the workflow is dependent on when an eligible Resident uploads a document that needs to be approved by a site user in Updater Pro, we will monitor for successful transmissions of the documents over the weeks following going live and provide follow up to you. Within Yardi, all documents should be visible associated with the primary lease holder.