Export Contact Information

  • Last updated on May 2, 2022 at 1:14 AM

Summary

This report exports contact information from profiles. This includes: Ownerships, Tenancies, Creditors, Vendors, Buyers and Conveyancers. You can also select to include archived profiles in the report.

In this article:

Permissions required to access and export the Contacts Report

The Contacts Report can only be exported by Users with the following security levels in Property Tree: 

  • Super Users
  • Administrators

Note: As the Contacts Report contains sensitive information the export will be recorded on the Information Audit report with the date, time and the User exporting the report. If the Agency does have Sensitive Change Notifications configured it will also send an email to the relevant Users to advise that the report has been exported from Property Tree.

For more information on user Permissions & Configuring Sensitive Changes, please see below articles: 

Accessing the Report and Exporting the Contacts Report

  • Configuration > Management Tasks > Manage Rent Roll > Export Contacts

  • Click Next
  • By default all profile types will be selected. This includes Ownerships, Tenancies, Creditors, Vendors, Buyers, Conveyancers. 
  • For any profile types you do not wish to export click on the checkbox beside it to deselect.
  • You have the option to include contacts on archived profiles.
  • Once you have selected the profiles you wish to export click on Export
  • A .csv will be generated containing the relevant information

What information is contained in the Contacts report

The following information is exported for each contact:

  • Entity Type - The type of Profile the contact is linked to (Ownerships, Tenancies, Creditors, Vendors, Buyers and Conveyancers)
  • Title - Title field from contact
  • First Name - First name field from contact
  • Last Name - Last name field from contact
  • Residential Address - All address fields for the contact
  • Postal Address - All postal address fields for the contact
  • Phone - Preferred phone number for the contact
  • Email - Preferred email for the contact
  • Primary - “Y” if the contact is the primary contact for the entity. “N” if the contact is a secondary contact for the entity
  • Used elsewhere - “Y” if the contact is linked to another active profile. “N” if the contact is not linked to another active profile
  • Entity Name - The name of the entity the profile is linked to (e.g ownership name, tenancy name)
  • Entity ID - The ID of the entity the profile is linked to (e.g ownership ID, tenancy ID)
  • Entity Archived -  “Y” if Archived. “N” if not archived
  • Account Name - The contact's bank account name for Ownerships and Creditors
  • Account Number - The contact's bank account number for Ownerships and Creditors
  • BSB - The contact's bank account BSB number for Ownerships and Creditors
  • Payment Reference - The Payment Reference from the Ownership Payment Information
  • Cheque Pay To - The name for cheques to be paid to from the Ownership and Creditor Payment Information
  • Bpay Biller Code - The Biller Code from the Creditor Payment Information

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