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Vault API

This article will walk through the API between The Hub and Vault.

Bryn Humble avatar
Written by Bryn Humble
Updated over 4 months ago

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

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