Rethink and Buildout can work together seamlessly, allowing you to share property, deal, space/unit, comps, and other data between the two platforms. You have the option to sync the information in both directions or one-way, whichever suits your needs best.
The integration connects a standard set of fields between the platforms, but if you require additional fields to be synced, there might be an extra cost.
Usually, the syncing process occurs once a day. However, you have the flexibility to create a custom sync schedule, like syncing hourly or in just one direction. Plus, you don't need to worry about unnecessary updates - only the records that have been modified since the last sync will be processed. For each record, the timestamp of last change is compared in both systems; the most recently changed record "wins" and is sent to the other system.
The following table shows which areas connect to each other.
Rethink | Buildout |
Colleagues | Brokers |
Properties | Listings |
*Deal Pipeline | Listings |
Spaces/Units | Lease Spaces |
Inquiries/Requirements | Leads |
Comps | Sale or Lease Comps |
Assets | Photos |
*Deal Pipeline syncing is only available on the latest version of the integration. Please contact support to have your instance upgraded to the latest version.
Deal Pipeline can be synced to listings, or Properties can be synced to listings (one or the other).
Field Mapping & Sync Direction
*Fields denoted in red within the spreadsheet are required fields.
Bi-directional sync supported
One-directional sync supported; from Buildout to Rethink
Properties must be syncing from Buildout to Rethink in order for leads to sync
Bi-directional sync supported
Bi-directional sync supported
If your workflow originates in Buildout...
Brokers -----------------> Colleagues
Listings -----------------> Properties & Deal Pipeline
Lease Spaces -----------> Spaces/Units
Sale or Lease Comps ---> Comps
Leads -------------------> Inquiries/Requirements
Photos ------------------> Assets
In the integration between Rethink and Buildout, all records are managed using the Buildout ID as the primary identifier. When a record is created or updated in Buildout, the corresponding record in Rethink is also updated based on the Buildout ID.
During the sync process, if a Buildout ID is not found within Rethink, the integration tries to match the record using the property and broker information to find a corresponding record. This ensures that the data stays synchronized and no records are lost, even if the Buildout ID is not available initially.
In Buildout, the timestamp is only present on the Listing; thus, this timestamp will dictate the sync direction for both the Listing and attached Lease Spaces.
The following information includes nuances specific to each area in Buildout that are included in the sync.
Brokers
Brokers sync one-way, from Buildout to Rethink only.
The broker synchronization from Rethink to Buildout will match the internal colleague in Rethink to the broker in Buildout, but it will not create nor update the broker record in Buildout. Thus, broker administration should be done in Buildout, not in Rethink.
Lease Spaces
Lease spaces will automatically sync to Rethink whenever their parent properties syncs.
Ensure that the required Lease Space fields are filled out in Buildout; otherwise, the space will not sync.
Sale or Lease Comps
Comps will automatically sync to Rethink whenever their parent properties sync.
Leads
Leads sync one-way, from Buildout to Rethink only.
The parent property must be syncing in order for any related leads to sync.
Photos
All photos attached to a listing or lease space in Buildout are automatically synced with their properties and spaces/units in Rethink.
Matching Criteria for the Sync
The sync for listings and brokers follows specific matching criteria:
Listings are matched to properties in Rethink based on their addresses.
Brokers are matched to colleagues in Rethink based on their email addresses.
When a listing is matched with a property in Rethink, the 'Sync with BO' checkbox in Rethink will not be automatically checked. If you want continuous syncing of the listing to occur, you need to manually go into the Rethink record and check the 'Sync with BO' checkbox.
Here's what happens when a match is found or not found:
If a Match is Found:
If "Sync with BO" is checked in Rethink, the record will be updated with the corresponding data from Buildout.
If "Sync with BO" is NOT checked in Rethink, only the Buildout ID is populated, and the rest of the record remains unchanged.
If No Match is Found:
A new record is created for the unmatched data.
The Buildout ID is populated in the new record.
The new record is marked for future synchronization by checking the "Sync With BO" checkbox.
In summary, the sync process matches data based on address or email, and depending on whether a match is found or not, the appropriate actions are taken to update or create records with Buildout ID and synchronization status in Rethink.
If your workflow originates in Rethink...
Properties ------> Listings
Deal Pipeline -----------> Listings
Spaces/Units ---> Lease Spaces
Comps ----------> Sale or Lease Comps
Assets ----------> Photos
Only records with “Sync with BO” checked are synced (all others are ignored)
If the record has a “Buildout ID” populated, the record is updated in Buildout
If the record does NOT have a “Buildout ID” populated, a record is created in Buildout and the “Buildout ID” is populated in Rethink
To make sure recent changes in Rethink are sent over, the last updated timestamp on a property is updated whenever the following 'child record' changes occur:
changes to Space/Unit
changes to Comp
changes to Associated Party
changes to Colleague Buildout ID
changes to Asset (photos)
The following information includes nuances specific to each area in Rethink that are included in the sync.
Properties
In order for a property to sync with Buildout, the following must take place:
The "Sync with BO" checkbox must be checked
The broker must be added to Associated Parties (must be an active broker in Buildout)
The property will then sync with Buildout during the next scheduled sync (typically hourly).
Deals
Deal syncing is only available on the latest version of the Buildout integration. Please contact support to have your instance upgraded to the latest version.
With deal syncing enabled, certain fields from within the deal will sync to the listing in Buildout.
In order for a deal to sync, the following must take place:
The "Sync with BO" checkbox must be checked
The broker must be added to Associated Parties (must be an active broker in Buildout)
The deal will then sync to Buildout during the next scheduled sync (typically hourly).
Deals can also be sent to Buildout manually by clicking the 'Send to Buildout' button. This button may need to be added to your deal layouts by a system administrator. Please contact support for further instructions.
Spaces/Units
In order for a space/unit to sync to a lease space in Buildout, the following must take place:
The "Sync with BO" checkbox must be checked on both the space/unit as well as the parent property
The broker must be added to Associated Parties on the parent property
All required fields must be filled out - see field mapping
The listing in Buildout must have either the "For Lease" or "For Sale" box checked
Comps
In order for a comp to sync with Buildout, the following must occur:
The "Sync with BO" checkbox must be checked on both the comp as well as the parent property
The broker must be added to Associated Parties on the parent property
Photos
When uploading images to properties in Rethink, the images are automatically synced to their associated listings in Buildout. You must wait to upload images to a property record until after the property has successfully synced at least once.
After the images have synced, they will not be displayed in Buildout until the "Syndicate" checkbox is checked in the listing. To do this, go into Buildout, go to Edit Listing > Media and check the images to display.
Rethink Workflow
Create the Property (add broker(s) to Associated Parties)
Create Spaces/Units
Create the Deal (add broker(s) to Associated Parties)
Create the Comp (include Address, City and State; for Sale Comps, also include Total Price, otherwise it will not sync)
Check the "Sync with BO" checkbox on the Comp
Check the "Sync with BO" checkbox on Spaces/Units
Check the "Sync with BO" checkbox on the Deal
Check the "Sync with BO" checkbox on the Property
Add property images to the Assets related list (images must be added after the property has already successfully synced)
Rethink Fields
Sync with BO - this checkbox is available in Property, Space/Unit, Comp and Deal Pipeline.
Check this option if the record should be synced with Buildout
This checkbox is the controlling factor for what gets synced
When a new property is synced from Buildout, the “Sync with BO” option is automatically checked for future synchronization
Buildout Id - unique identification number that indicates the corresponding record in Buildout. Available only in Property, Space/Unit, Comp, Deal Pipeline, Colleague and Asset.
When a listing from Buildout is matched to a property in Rethink:
If the “Sync with BO” option is not checked, the Buildout ID is populated, but nothing else in the record is changed. The “Sync with BO” option is left unchecked
If the “Sync with BO” is checked, the Buildout ID is populated, and the property record is updated