Articles by tag: Data

How all the data connects…

Tagged with: FAQ, Data

The Property is the central core of AscendixRE. All other records are connected to the property by virtue of their relationship to it:
Leases represent the Company that is a tenant and the abstract info of the lease agreement.
Inquiries & Preferences are the desired terms of that space. Perhaps brokers or prospective buyers/tenants are inquiring about space that’s listed – or investors/companies have buying/leasing criteria.
Deals are your “pipeline” – Tenant & Buyer Reps work on site selection, Landlord Rep have spaces they need to fill with tenants, etc..
Accounts & Contacts – don’t necessarily need to be tied to a Property, but can be: Example: Property Owner, Finance, Asset Manager, Marketing, Property Manager, etc.

How to import my data to AscendixRE?

Tagged with: Data

Your data may come from another CRM database, Outlook or just spreadsheets. The easiest and most efficient way to get your data into Ascendix, is to format it in a Multitab Spreadsheet that we provide you with.

In this video we explain how to use our Multi Tab Spreadsheet to simplify data import:

If you want to give it as hot on your own – watch this video to learn how to import Contacts and Accounts into AscendixRE:

After you have imported Accounts & Contacts, you can determine if you feel confident to continue importing more complex data sets, such as Properties or leases.

In this video, we show how to import Properties and Leases to your CRM:

Also, check out our tips and tricks on successful CRM data migration.

Need help? Contact Support.

Did you know that all AscendixRE Enterprise users are eligible for free data import? Our Concierge team will be happy to add your contacts, written notes, process pictures of business cards, create listings based on the property brochures to help you keep your data clean. Learn more about the Concierge team.

Please reach out to your Salesforce representative to get Ascendix Data Import Template.

What kind of data should I enter in my trial?

Tagged with: FAQ, Data

At a minimum, Accounts/Companies and Contacts. You can either manually add them, or we can add a sample for you, as long as they are provided in an Excel spreadsheet. It doesn’t matter where the data came from as long as it’s in a spreadsheet format.

Additional data, such as Properties, Listings, Leases, you can add manually to get a sense of how the information gets connected.

The main goal is to see if the daily use cases of working with data through the system supports your needs. 

Once you are a client and on-boarded, we can assist you in importing the rest of your data into Ascendix.

Allowing Export to Excel

Tagged with: Data

Ascendix Search app lets you easily export records to Excel.

You should grant rights to export reports to users to let them use our Export to Excel feature.

Here is how to do it:

Step 1. Click on the gear icon and select Setup.

Step 2. Enter Profiles in the Quick Find bar and select the highlighted result.

Step 3. Select Edit on the Profile you wish to give Export to Excel permissions to.

Step 4. Find Export Reports and check the checkbox and save.

Allowing Export to Excel

Also, you can configure the maximum number of records a user can export in a single action – from Zero to fifty thousand.

Go to Ascendix Search Setup > Limits and set your limits.

Ascendix Search Export limits setup

That’s it!

Mass Update & Bulk Operations

Tagged with: Search, Data

Mass edit and mass actions are one of the most used features by our users. In this post, we’ll explain what tools are available to you to speed up your work with Salesforce records.

First, here is what can you do with your Salesforce records with Ascendix Search app:

Salesforce Mass Actions Available

Ascendix Search – Available Mass Actions

Bulk Edit Records

Bulk editing allows you to quickly edit records in bulk from the search results window. You can edit the selected records, all records in the current view, or all records matching the search criteria (up to 2,000 records per time).  Also, you can mass update multiple fields at once!

Step 1. After you’ve completed a search, start by checking the records you wish to bulk edit (if you want to edit all records matching the search criteria, then no need to check records).

Step 2. Now select the pencil to bulk edit your records or use the drop-down to bulk create notes, events, tasks, calls, or to add to a marketing campaign (for contacts and leads only).

Bulk Editing Ascendix Search app for Salesforce

Ascendix Search – Records Bulk Editing

Adding Notes in Bulk

Ascendix Search gives the ability to add notes to multiple companies/contacts without leaving your Search Results. You can add up to 2,000 notes per time. Also, you can create private notes that will be available only to you by checking Prevent note from being viewed by other users with access to this record. Besides, you can create notes right from a Preview Panel.

Step 1. Start by selecting the record(s) you wish to add a note to.

Step 2. Select Add a Note.

Step 3. Select the records to add a note to. You have 3 options:

  • Add notes to the selected records.
  • Add notes to all records in a current view (on this page).
  • The first 2,000 records matching the search criteria.

Step 4. Add the note title and comments (if needed).

Step 5. Select Save.

Add a note Ascendix Search

Ascendix Search – Adding a Note in Bulk

Schedule an Event in Bulk 

You can create events in bulk with Ascendix Search. You can add up to 500 events per time for contacts or accounts.

Step 1. Select record (s) in the search results.

Step 2. Select New Event from the Add a Note dropdown.

Step 3. From here schedule the event and click Save after you are done.

Create an event in bulk

Ascendix Search – Adding Events to Multiple Records

Add a Task in Bulk

Adding a Task has never been easier. You can add up to 500 tasks per time for your contacts or accounts.

Step 1. Select record (s) in the search results.

Step 2. Select New Task from the Add a Note dropdown

Add a task in bulk

Ascendix Search – a New Task Button

Step 3. Add a subject, select the Due date (optional), and status of the task.

New task in bulk Ascendix Search app

Ascendix Search – Adding New Tasks in Bulk

Log a Call in Bulk

You can log your calls in bulk with Ascendix Search. Right now, you can log up to 500 calls at a time.

Step 1. Select accounts or contacts in the search results.

Step 2. Select Log a Call from the Add a Note dropdown.

Step 3. Log a call and click Save after you are done.

Log a Call in Bulk

Ascendix Search – Adding Multiple Calls in One Action

Mass Follow and Unfollow

By default, you can follow up to 500 records in Salesforce. If you use this feature actively, you’ll quickly understand that you’ll need the way to get a list of records you follow (which is not easy if you are not an Ascendix Search user) and an ability to unfollow records in bulk. We have a solution!

Step 1. Select records you wish to follow or unfollow and click Follow/Unfollow button

Ascendix Search for Salesforce mass follow unfollow

Ascendix Search – Follow/Unfollow Records in Bulk

Step 2. Select an action: follow or unfollow and click OK

Also, you can use Followed by Me search criterion to get a list of records you follow:

Mass Follow

Sending Mass Emails

Emailing contacts & leads has never been easier! Ascendix Search supports sending up to 150 emails at a time. Learn more.

You can send emails to:

  • All records in the current view
  • Your saved search/system view or Ad-Hoc list
  • Picked records from the list

To send mass emails:

Step 1. Click on the Email icon at the top right corner of the Ascendix Search. The Email popup will appear.

Step 2. Select the list you want to mass email in the Send email to the field.

Step 3. Select the name of the list if you chose to mass email to a saved search/System view or Ad-Hoc list.

Step 4. Type your message or Insert a Template. Insert attachment if you need it. Hit the Send button!

Sending mass emails

Ascendix Search – Sending Emails to Multiple Recipients

Export to Excel

Tagged with: Data

Have a search result that you want to print off, share with the team, or manipulate outside of Salesforce? Ascendix Search lets you quickly export your results, so you can have your data on the go.

* This option is only available for those with the export permission enabled. Speak with your admin to enable or consult the Admin Guide for your version of Salesforce.

Step 1. From the search results page select Export to Excel from the top right.

Step 2. From here you can choose what kind of data will be exported. Export when done.

Export to Excel Ascendix Search for Salesforce

What you should know about the Export to Excel functionality:

  • Your admin should grant you rights to enable this feature.
  • Admin can define the maximum number of records you can Export with a single action (from 0 to 50,000 records).
  • You can choose to export records to Excel, CSV, or an HTML Document.
  • You can export all records in the current view, all records matching the search criteria or the selected records. If you have more records than the limit that was set for your ORG, then you’ll get only the first X records within a set limit.
  • You can customize the results columns, add related objects values to get more meaningful data.

If I terminate my subscription, how will I get my data?

Tagged with: FAQ, Data

Salesforce provides you with an option to export all of your data (including attachments), any time via CSV file.

Watch this video for step-by-step instructions:

How to Export or Back up My Data from Salesforce?

Tagged with: FAQ, Data

It is easy! Watch this video for step-by-step instructions: