Set-Up
The Vault API requires authentication between STAFFLINK and Vault. Please allow up to two weeks for set up to be performed. Contact your Customer Success Manager to implement this.
If there are multiple Vault accounts, they can all be fed into the same base, or separate bases if that is preferred, each account will need to be authenticated one by one.
Once implemented, please do not change the names of any tables used by the API. Consequently, please also do not change any of the fields that the API feeds data into for each record. If you change data in any of the fields, the API will also overwrite it on the next run.
Not all data is available from Vault, only selected data that is provided by the Vault API.
The following jobs run to syncronise data.
Listings
The listings job feeds listings from Vault. The job runs every hour updating any records that have been modified in Vault since the last run time.
Fields For Listings Table
Vault Data | Field Name | Field Type |
displayAddress | Address | single line text |
id | Record_Id | single line text |
saleData.status | Status | single select |
saleData.portalStatus | Marketing_Status | single select |
saleData.soldType.name | Method_Type | single select |
saleData.listingAuthority | Listing_Date | date |
saleData.conditional | Contract_Date | date |
saleData.unconditional | Expected_Unconditional | date |
saleData.settlement | Expected_Settle_Date | date |
saleData.lifeId | Life_Id | single line text |
property.bedrooms | Bedrooms | number |
property.bathrooms | Bathrooms | number |
property.totalParking | Parking | number |
Properties
The Properties (Property Management) job feeds Properties from Vault RE The job runs every 10 minutes updating any records that have been modified in Vault since the last run time.
Fields For Properties Table
Vault Data | Field Name | Field Type |
The portfolio office name | Office | Single Select |
Labels from PME | Labels | Multiple Select |
The address | Address | Text |
Internal record ID | Record_Id | Text |
Owner names | Owners | Text |
Land area | Land_Area | Number |
Property notes | Notes | Text |
Property primary type | Primary_Type | Single Select |
Property type | Property_Type | Single Select |
Life Ids for the management | Life_Ids | Text |
Current life Id | Active_Life_Id | Text |
Status of the property | Status | Single Select |
Keys
The Keys (Property Management) job feeds Keys from Vault RE The job runs every 10 minutes updating any records that have been modified in Vault since the last run time.
Fields For Keys Table
Vault Data | Field Name | Field Type |
Key Numbers | Registered_Keys | Text |
Always "Management Set" | Key_Type | Single Select |
Internal Record Id | Record_Id | Text |
Id of the property | Property_Record_Id | Text |
Checkout details | Details | Text |
Have the keys been checked out | Checked_Out | Checkbox |
Name of person who has the keys | Name | Text |
Who checked them out | Checked_Out_By | Single Select |
When they were checked out | Checked_Out_To | Date |
Tasks
The Tasks (Property Management) job feeds Tasks from Vault RE The job runs every 10 minutes updating any records that have been modified in Vault since the last run time.
Fields For Tasks Table
Vault Data | Field Name | Field Type |
Internal Record Id | Record_Id | Text |
Internal Property Id | Property_Id | Text |
Property Manager | Property_Manager | Single Select |
Task type | Task_Type | Single Select |
When it was created | Created_Date | Date |
The task title | Task | Text |
Task description | Description | Text |
Has the task been completed | Completed | Checkbox |
Contact related to the task | Related_Contact | Text |
When it was started | Start_Date | Date |
Maintenance
The Maintenance (Property Management) job feeds Maintenance from Vault RE The job runs every 10 minutes updating any records that have been modified in Vault since the last run time.
Fields For Maintenance Table
Vault Data | Field Name | Field Type |
Internal Record Id | Record_Id | Text |
Internal Property Id | Property_Id | Text |
Internal Tenancy Id | Related_Tenancy_Id | Text |
Job status | Status | Single Select |
Job requested by | Requested_By | Single Select |
Inserted by | Inserted_By | Single Select |
Life Id | LifeId | Text |
Description of job | Description | Text |
Summary of job | Summary | Text |
Created date | Created_On | Date |
Notes on job | Notes | Text |
Requests on job | Requests | Text |
Tenancy
The Tenancy (Property Management) job feeds Tenancy & Arrears from Vault RE The job runs every 10 minutes updating any records that have been modified in Vault since the last run time.
Fields For Arrears Table
Vault Data | Field Name | Field Type |
Internal Record Id | Record_Id | Text |
Internal Property Id | Property_Record_Id | Text |
Is the tenancy closed | Is_Closed | Checkbox |
Rent amount | Rent_Amount | Currency |
how often rent is | Rent_Period | Single Select |
When agreement starts | Agreement_Start | Date |
When agreement ends | Agreement_End | Date |
Tenancy end date | Tenancy_End | Date |
Rent arrear amount | Rent_Arrears | Currency |
Periodic rent arrear amount | Periodic_Arrears | Currency |
Bond arrear armount | Bond_Amount | Currency |
Paid to date | Paid_To | Date |
Linking Jobs
Linking jobs link data between tables. There are four fields that are involved, two ID fields and two link fields. The API will match records based on the ID fields and link the data using the corresponding link fields for that record. The following links are available, defined by the link between Table A and (->) Table B. Linking threads run every five hours.
Properties -> Keys
Data | Field Name | Field Type |
Id of Table A | Record_Id | Text |
Id of Table B | Record_Id | Text |
Link in Table A | Keys | Link |
Link in Table B | Property | Link |
Properties -> Maintenance
Data | Field Name | Field Type |
Id of Table A | Related_Property_Id | Text |
Id of Table B | Record_Id | Text |
Link in Table A | Maintenance | Link |
Link in Table B | Related_Property | Link |
Properties -> Arrears
Data | Field Name | Field Type |
Id of Table A | Record_Id | Text |
Id of Table B | Related_Property_Id | Text |
Link in Table A | Arrears | Link |
Link in Table B | Property_Address | Link |
Properties -> Tasks
Data | Field Name | Field Type |
Id of Table A | Record_Id | Text |
Id of Table B | Property_Id | Text |
Link in Table A | Tasks | Link |
Link in Table B | Property | Link |