Knowledge Base

Two Ways Data Enters the Platform

Every load falls into one of two categories. They complement each other — they don’t replace each other.

Use Manual Import for one-off data operations on properties you already know. Use Data Updates to keep BuyBox scoring and property membership in sync.

How the Platform Identifies a Property

Before any update can be applied, the platform must uniquely identify each property in your file. The Folio alone is not enough — it must be paired with the Zipcode. Valid combinations, from most reliable to most ambiguous:

The Folio + Zipcode pair is what makes a property unique. Two rows sharing the same address but different folios are treated as two different properties — to merge them you must go through the Property View; you cannot fix this via Import.

No Folio in your file? The platform standardizes addresses automatically, so typos like “St.” vs “Street” or extra spaces won’t create duplicates. But if the database already holds multiple properties with the same standardized address and zip but different folios, the system can’t tell which one to update. That row is flagged as Not Identified in the downloadable report — it’s never applied to the wrong property.

Import Types

The Importer home screen shows a grid of tiles, each a distinct import type with its own required columns. One update type per file — to update both Leads and Deals, upload two separate files.

The Manual Import Wizard, Step by Step

Clicking a tile opens a wizard. Here’s a typical flow using Leads as the example:

File Format & Limits

Accepted formats: Excel (.xls, .xlsx), CSV (.csv), or a ZIP archive of any of these (all files inside must share the same columns).

If your dataset is larger than 1M rows, split it into multiple files. The platform detects addresses in several layouts — address and zip in separate columns, address with embedded zip, address with city/state combined or separate, or APN + county + state.

Empty Cell Behavior — a Critical Distinction

How the platform handles empty cells depends entirely on where the file comes from. This has real operational consequences.

Manual import example: a property has Absentee = 1. You upload a file with the Absentee column empty for that property. Result: Absentee stays 1 — the value is preserved. To actually clear a value, edit it from the Property View or use a dedicated import (for example, “Add back to marketing lists” to reverse an opt-out).

In a Data Update, behavior varies by field. Most fields are safe (an empty cell preserves the stored value), but a few groups behave differently — these are the ones to check when a value disappears after an update:

Two things worth remembering: manually-edited distress fields and owner data are protected — a Data Update only overrides them when it brings a different, confirmed value. And a confirmed new sale resets every distress field to 0 and lifts the owner-edit protection, since those signals belonged to the previous owner and the record starts clean for the new one.

BuyBox Data Updates

A Data Update recalculates the BuyBox score — the number that measures how well a property matches a BuyBox’s criteria (property type, distress, LTV, motivation, and so on). A score above 0 means the property qualifies and appears in that BuyBox’s marketing lists; a score of 0 keeps it out.

Launch one manually from the BuyBox card’s overflow menu, or let the system run it on schedule. Either way, it comes in two flavors:

You don’t need to launch a Data Update after editing a BuyBox. Saving a change to the criteria schedules a recalculation of the affected properties on its own — but that job starts one hour after the change, not immediately, so the scores you see right after saving are still the old ones. Launch a Total update only if you want the entire universe recomputed without waiting.

History & Monitoring

The History screen is where you monitor imports in progress, paused, completed, and failed. A top toolbar lets you search by file name, hide automatic (BuyBox-triggered) imports, and download an empty template. A live panel shows each import’s state:

The history table records, per import: file name (click to download the original), date, who launched it (or “Automatic”), type, properties updated, new properties added, duplicates (last row wins — downloadable), phone entries updated, status, progress, and rows not identified (also downloadable).

Errors don’t always mean failure. An import can finish as Completed and still show row-level errors — check “View errors” to inspect them.

Best Practices & Common Pitfalls

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