How to Migrate from PMSync to the Direct API integration with AppFolio
Why It Matters: Our PMSync integration with AppFolio is retiring on July 15, 2024. After that date, your data will stop syncing from your PMSync reports.
Update to the direct integration today to keep your data syncing seamlessly and get access to all our latest features and future updates!
What Do I Need to Do? Simply follow the instructions below to get set up with the direct API integration with AppFolio and merge your data seamlessly! Please follow the instructions carefully.
Where Can I Get Help? We're here to assist so please reach out to support@leadsimple.com and we'll help you out.
This article is relevant to you if you originally integrated your LeadSimple account with AppFolio using PMSync and are transitioning over to our direct integration with their API.
If you are a new account and just looking to get started with the direct API integration, go here!
Now let's get to it!
Migration Steps:
Step 1: Upgrade Your LeadSimple Account to the Latest Operations Plan
Step 1: Upgrade Your LeadSimple Account to the Latest Operations Plan
If you are using PMSync, you are likely still on a legacy Operations plan. You can upgrade your plan at this link:
Step 2: Activate AppFolio Stack (if needed)
Step 2: Activate AppFolio Stack (if needed)
You will need to activate AppFolio Stack™ to get access to the direct LeadSimple integration on AppFolio's side.
Please note that if you do not have AppFolio Stack™ yet, there is an extra cost imposed by AppFolio. Please reach out to your AppFolio rep for more info or if you have any questions!
To upgrade:
Log into your AppFolio account
Click Add Functionality in the top right-hand corner
Select Integrations
Click Get AppFolio Stack™ Premium
Enter your name as an Authorized Signer
Click Activate AppFolio Stack™ Premium
Step 3: Update Your PMSync Reports to Include IDs
Step 3: Update Your PMSync Reports to Include IDs
Next you'll need to update your PMSync reports in AppFolio to include the IDs we'll need to merge all your data seamlessly later.
IMPORTANT: Do not pause your PMSync integration until you have completed all the steps below to merge your data!
Locate the PMSync Reports
Start by logging into AppFolio.
Click on Reporting > Reports:
Search for the reports that have "PMSync" or "LeadSimple" in the title. You're specifically looking for "PMSync" reports for:
PMSync - Property Directory
PMSync - Unit Directory
PMSync - Owner Directory
PMSync - Tenant Directory
PMSync - Vendor Directory (if you are not syncing vendors to your LeadSimple account, you might not have this report in AppFolio, which is okay; just skip the step for this report in that case)
Next, you'll need to customize each of the following reports to include the "Integration ID" column (see the steps below).
PMSync - Property Directory report
PMSync - Unit Directory report
PMSync - Tenant Directory report
PMSync - Owner Directory report
PMSync - Vendor Directory report
Note that you do not need to update the "Delinquency" report! 🎉
Update Each Report
1: Click on the report on the Reports page
2: Click the "Customize" button in the upper-right corner:
3: In the window that appears, edit the Filters to "show all owners" for the Owner Directory and "show all vendors" for the Vendor Directory:
3.1: For the Tenant Directory report, make sure all the Tenant Status options are selected (including "Past" and "Evict"):
4: Next, click "Columns":
5: Scroll down to the bottom until you see the "Integration ID" column - (the column name will be different depending on the report you are editing).
For Property Directory, look for the "Property Integration ID" column
For the Unit Directory, look for:
The "Unit Integration ID" column
Be sure the "Sqft" column is also selected (very important to ensure that you won't have any issues with the data merge!)
For the Owner Directory, look for the "Owner Integration ID" column
For Tenant Directory, look for the "Tenant Integration ID" column
For Vendor Directory, look for the "Vendor Integration ID" column
6: Click "Update".
7: Now, click the "Actions" button in the top right, and click "Save Layout":
8: Then click "Update this report template" and click "Save".
IMPORTANT -- It's really important that you select "Update this report template" when you save each report (see screenshot below). This way, LeadSimple will receive the integration ID column the next time these reports are synced, which enables us to perform the migration.
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After you've changed these reports you can either wait up to 1 day for AppFolio to resend us the reports, or you can resend us the reports yourself by manually emailing them from AppFolio to the email you can find on your PMSync settings page.
Step 4: Connect the Direct Data Integration
Step 4: Connect the Direct Data Integration
Next, you need to activate the LeadSimple integration in your AppFolio account.
Follow the steps in this article to activate and setup your integration.
IMPORTANT: Do not pause your PMSync integration until you have completed the following step to merge your data!
Step 5: Merge Your Data & Delete the Old Pipelines!
Step 5: Merge Your Data & Delete the Old Pipelines!
Once LeadSimple receives the new "integration ID" columns the next time your AppFolio reports sync, you'll be able to proceed with merging your AppFolio data in LeadSimple and completing the migration!
Merging your Data
1: Navigate to Settings > Integrations > AppFolio
2: Read the banner at the top of the page. It may say you need to sync your data from AppFolio again before you can merge. If so, wait for your AppFolio reports to come through.
3: Otherwise, click the "Merge" button that's displayed on the banner
And that's it! You'll get an alert in your LeadSimple notifications (and an email) when the merge is finished.
You will notice that LeadSimple will have marked your old PMSync pipelines as (Old) Propertyware Owners, etc. Once the merge tool is complete, you can choose to either keep those pipelines or delete them, as all the data will be fully merged into your new records syncing from Propertyware.
🚨 Note: please DO NOT select a pipeline to move the records into when deleting the old PMSync pipelines. Selecting another pipeline will create duplicates in your account. It's okay to leave that field empty so they will be fully deleted as the data has already been merged.
You will also receive the leads in an export to your email account.
What won't the merge do?
What won't the merge do?
LeadSimple will not do the following things during the merge:
It does not delete the pipelines that the old (PMSync) AppFolio integration was using. This allows you to keep them if you want, or transfer saved views and stages to the new owner/tenant/vendor pipelines.
It does not copy any workflow steps or saved views from the PMSync pipelines.
It does not delete your PMSync integration, it is still there in a paused state. You can delete it yourself by navigating to Settings > Integrations > PMSync.
What if LeadSimple doesn't merge all my old AppFolio data?
What if LeadSimple doesn't merge all my old AppFolio data?
Once the merge is complete, sometimes there are some "past" owners, tenants and vendors we are unable to merge. This is because they are hidden in AppFolio, and we are unable to sync hidden owners/tenants/vendors from AppFolio via their API. As a result, we aren't able to merge these old owners/tenants/vendors with the new data from AppFolio's API.
To keep those records you move all the owners/tenants/vendors that were not merged to their new AppFolio pipelines and delete the old PMSync pipelines. Instructions here.
Or, you can try to merge these records manually if you believe some of them are still duplicated in your LeadSimple account. Follow these instructions to do so.
Got stuck? We're here to assist with this process so please reach out to support@leadsimple.com and we'll help you out!