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Upgrading to Yardi Bi-Directional Workflow

Overview

The following document describes the steps to update Updater's current 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

  1. Registering Vehicle
  2. Proof of Renters insurance
  3. Move-in Costs Confirmation
  4. Proof of Gas
  5. Proof of Water
  6. Proof of Electric
  7. Pet Information
    • Proof of Vaccination
    • Photo

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

Pet's Name, Weight, Age & Breed

Screenshot 2024-08-16 at 1.00.07 PM.png

 

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 the 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 Updater IM/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.
  • You must have System Administrator access to complete this setup

Configure Updater Vendor for Common Data Interface

Configure Updater Vendor for ILS/Guest Card Interface

    1. Go to Interfaces from the side menu, select Configuration select Review Interface Vendors
    2. Choose ILS/Guest Card from Entity Type drop-down
    3. Submit
    4. Select Updater from the available vendors list
    5. Select the following ILS/Guest Card Options:
      1. Activity in the last: 30 days
      2. Schema: v4.0
      3. Floor plan: Unchecked
      4. Export all guest cards: Checked
      5. Export federal identification: Unchecked
      6. Update prospect agent: Unchecked
      7. Import/Export Types: Select All for both tenant and prospect
    6. Save

Setup Interface User for Updater

  1. Create security user group - if not already created
  2. Link user group to menu set - if not already created
  3. Set permissions as follows:
    • Permission level: Most Restrictive
    • Access type: Read/Write

Configure Properties for Updater

  1. Select Interfaces, select Configuration, select Bulk Property Configuration
  2. Select the property list you created for Updater
  3. Select interface type ILS/Guest Card
  4. Select Updater from Available Agencies
  5. Save
  6. Access type: Read/Write

Configure Updater Vendor for Common Data Interface

  1. Go to Interfaces, select Configuration, select Review Interface Vendors
  2. Choose Common Data from Entity Type drop-down
  3. Adjust Display Rows to 500
  4. Submit
  5. Select Updater from the available vendors list
  6. Select the following Common Data Configuration settings:
    • Ignore Exclude Units Flag: Unchecked
    • Export Document Number: Unchecked
    • Permission Access:
      1. Name: Read
      2. Address: Read
      3. Phone Numbers: Read
      4. SSN: None
      5. Vehicle:Read/Write
      6. Ledger: None
      7. Lease Charges: None
      8. Lease Offers: Read
      9. Scheduled Lease Renewals: Read
      10. Rentable Items: None
      11. User Defined: Read
      12. Pets: Read/Write
      13. Date of Birth: None
      14. Driver's License: Read/Write
      15. Email: Read *IMPORTANT to not skip this step
    • Import/Export Attachment Types (select following): 
      1. Roommate Attachment
      2. Tenant Attachment
        • If you do not see these Attachment types available, then they will need to be added;
          • To do this: Select System > Attachment Types.
          • In Object Type field, select an object type Tenant.
          • In the Description field, type Attachment.
          • In a new blank Object Type field, select an object type Roommate.
          • In the corresponding Description field, type Attachment.
      3. If other or custom Attachment Types have already been created and are used in lieu of Roommate or Tenant Attachment Types, please communicate this with your onboarding specialist.
      4. Click Save.
  7. 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.

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