How to Bulk Update Existing Records (Land Investing)

You may find yourself in the situation that you need to update a lot of records that are already in your system. However, doing this one by one would be extremely time consuming.

This is why we have a feature to ‘Update Existing Records’, in which you will Import a List (.csv), and all the records already on the system will be updated with the information inside the List.

To do this, you want to go into ‘Land > Import > Upload Import CSV File > Update Existing Records’.

Note that by default, the Status of the record in the system will be overwritten by the Status you choose here (which is ‘Prospect’ by default). If you don’t want this to happen, make sure you check the ‘Don’t Update Status’ box.

Once you have chosen the List, simply click the ‘Upload List’ button and wait until the Import Process is completed. Once it is completed, it will show up a screen detailing the process:

Note that the ‘Update Existing Records’ option will Update Existing Records in your system, but also add any brand new records that are not already in your system.

How To Prevent Importing Duplicate Records from Outside Data Service

You may be familiar with how to Load a Saved Criteria from this article here. Let’s take the time to now show you how you can prevent duplicate records from your next import.

Using our new Wizards you can click on the Find Deals wizard and click on use Integrated 3rd Party Data Service. You can see once you click on the drop-down menu for load criteria there are two sections to be aware of.

  1. Saved Criteria
  2. Auto Saved Criteria

A Saved Criteria is one that you have saved and named yourself before you imported your Criteria. This is gone over on this article here.

An Auto Saved Criteria is one that Investment Dominator will create automatically every time you import a new Criteria. This format will be presented with the County, State, Date, and Time.

As a side note *Please do not change any of the Criteria options that were preselected in order to prevent duplicate records into your account when importing from a saved Criteria*.

You will see that there is an option that needs to be selected before importing again called “Exclude Previously Imported Records” Please make sure to click Yes.

Also, keep in mind the Estimated Record Count will not reflect the amount imported from previous records imported. You also have the ability to tag these records with a Tag before importing.

Since you are using a Saved Criteria or autosave criteria you do not need to save your Criteria. Just import as normal and then you’re all done.

Find Deals Wizard

With the introduction of the new wizards coming to the Investment Dominator we wanted to provide a step-by-step solution to help with Finding Deals.

Let’s break down how this will impact how you use the Investment Dominator.

Right, when you click on the Wizard you will see you are presented with two options:

  1. Import CSV List
  2. Import using our Third-Party Data Service

Let’s take a look at both options.

1. CSV List

You can either locate the specific CSV file on your computer or drag and drop the file into the appropriate section.

Once uploaded you will get a summary report of your records if you have any questions about your import please refer to the item highlighted in blue: Click here to view more details.

2. Outside Data Service

Now if you would prefer just to have your records directly imported into your Investment Dominator you might be interested in our Outside Data Service Integration. In order to see this screen, you will need to be already signed up for our monthly subscription. If you want to sign up, review the FAQ, or learn how to import please refer to our article here:

This part of the Wizard will have the same functionality as our previous Outside Data Service Integration. But if you have more questions refer to the article listed above.

Is the Export .CSV File Structured The Same As The Import .CSV File?

The column headers do differ from the Import to Export file. You can also Export more data than you can import into the system.

NOTE: If you would like to import more data points into the system than what is currently allowed in our .CSV import option, please click here to learn more about how to import via our API.

Currently, import file headers include:

Import File Headers
Type
First Name
Last Name
Company
Address
City
State
Zip
APN
Property County
Property State
Owner’s First Name
Owner’s Last Name
2nd Owner’s First Name
2nd Owner’s Last Name
3rd Owner’s First Name
3rd Owner’s Last Name
4th Owner’s First Name
4th Owner’s Last Name
5th Owner’s First Name
5th Owner’s Last Name
Email
Phone
Phone 2
Fax
Address 2
Property Address
Property City
Property Zip
Property Size
Zoning
Short Legal Description
Offer Amount
Option Amount
Offer Accept By
Option Accept By
Offer Expires On (Close of Escrow)
Option Expires On
Market Value
Assessed Value
Repair Estimate
Back Taxes
Tags

For the Export file headers include:

Export File Headers
p_id
or_id
u_id
c_id
p_type
p_status
p_state
p_county
p_apn
p_price
p_price_option
p_acres
p_sqft
p_liens
p_backtaxes
p_improvements
p_power
p_access
p_owned
p_aquired
p_est_value
p_agent_name
p_agent_phone
p_seller_agent_name
p_seller_agent_phone
p_comments
p_legal_description
p_listing_status
p_headline
p_sub_headline
p_short_description
p_description
p_custom_html
p_address
p_city
p_terrain
p_average_temperature
p_short_legal
p_zoning
p_average_dimensions
p_base_tax
p_market_value
p_repair_estimate
p_sale_price
p_assessed_value
p_hoa
p_close_notes
p_plat_map_link
p_zip
p_offer_accepts_date
p_option_accepts_date
p_option_expires_date
p_offer_expires_date
p_purchased_on
p_purchase_amount
p_purchase_closing_costs
p_sold_on
p_sold_amount
p_sold_closing_costs
p_beds
p_baths
p_occupancy
p_situation
p_urgency
p_repairs
p_vandalized
p_water_damage
p_foreclosure
p_rent_value
p_min_acceptable_offer
p_highlighted
p_status_create_time
p_status_last_updated
tag_ids
p_listing_order
p_datatree_id
p_assigned_to
o_type
or_fname
or_lname
or_greeting
o_fname
o_lname
o_2fname
o_2lname
o_3fname
o_3lname
o_4fname
o_4lname
o_5fname
o_5lname
o_company
or_email
or_phone
or_secondary2
or_fax
m_address
m_address2
m_city
m_state
m_zip
o_other_owners
m_street_name
tags_ids2
tags
p_every_note

2021-06-17 Live Training Call

Questions answered on this call:

  • 6:23 – Can you go over Ring Central information (Ext 2)
  • 11:00 – General Introduction with Zapier Automation
  • 13:00 – Articles we have on Zapier integration
  • 15:15 – Connecting Investment Dominator to Ring Central with Zapier
  • 28:00 – Going over importing records using our integration with Datatree
  • 31:45 – Troubleshooting records from Datatree integration import
  • 35:00 – How to turn on your zap made within Zapier
  • 36:36 – Connecting the Investment Dominator to Google Sheets
  • 44:00 – How to add your API credentials into Zapier from ID
  • 47:00 – Seeing how Zapier automation can update a spreadsheet for you

2021-06-10 Live Training Call

Questions answered on this call:

  • 3:10 – How can we sort and filter contacts after import into ID
  • 12:45 – How to split records into smaller uploads for organization
  • 15:10 – Can you use your cellphone as your company phone.
  • 19:00 – Ring Central Explanation as to what numbers are used for
  • 10:28 – Reminder on the company address field
  • 23:10 – How to customize our selling site theme
  • 29:50 – How do we upload a large CSV file into the Investment Dominator
  • 35:00 – Does Investment Dominator include options to add payment buttons
  • 38:30 – Going over the Selling site merge fields
  • 40:30 – How do I record an issue properly for Ticket Support (Tech Smith)
  • 45:45 – Using Techsmith for capturing online pictures of a property
  • 49:00 – How to do an advanced search within the Investment Dominator
  • 53:25 – Can you help explain the optin page and what information is taken
  • 56:50 – How to process a new offer request

How to Remail To The Same County

There could be a lot of reasons why you would like to remail to a county again that was already processed in mailed letter one status, but what about if we wanted to issue another mailing with an updated list of records.

Lets first identify what we are trying to accomplish

  1. Update records
  2. Create a new status
  3. Create a custom document
  4. Import updated records
  5. Send out mailed letter 2

From these steps we will begin to create an idea of everything we need and this tutorial will take everything step by step to ensure you can follow along easily.

Please note if at any time at all within the Investment Dominator you have made a mistake you can undo most actions made within the application, review our article here about this: https://user-guide.investmentdominator.com/how-to-undo-actions/

Step 1: Update records

We want to ensure that we do not mail to a person we already have mailed to in our mailed letter 1, people we made an offer to or purchased property. In order to do that you can scrub through your list which was previously uploaded and delete the contacts with which you do not want to work with.

A helpful tip with organization as well when updating the records you want to work with is adding a new tag to associate all the records with your mailed letter 2. For this demonstration I have chosen ML2 you can do whichever works for you and if you need more information on tagging review this article here: https://user-guide.investmentdominator.com/how-to-tag-records-and-execute-advanced-searches/

Then once you are done with filtering through your list just keep in mind the APN make sure this matches with the previous information before this is essential to ensure everything imports properly if you notice discrepancies please review this article here: https://user-guide.investmentdominator.com/how-to-properly-format-apns-and-zip-code-values-in-excel/

Step 2: Create A New Status

We have an article chain which goes over everything in more detail located here: https://user-guide.investmentdominator.com/how-to-manage-offer-campaign-part-2/ . This will explain how to create a new status but in this article I will highlight the key information.

Go to the Customize section of the Investment Dominator then click on ‘Custom stages and Statuses’

Then click on Add Status

From there click the appropriate settings like shown above Then once done click Add.

Then sort your status like so the most important part of this is to ensure prospect is at the top and your new mailed letter 2 comes after mailed letter 1. Then hit Save.

Step 3: Create A New Custom Document

Just like the example before we have an article that goes over this in detail which can be found here: https://user-guide.investmentdominator.com/how-to-manage-offer-campaign-part-3/

Proceed to the customize section of the Investment Dominator then go to ‘Custom Documents’ then click ‘Add Document’.

For more detail on the creation of the document you can review the article listed, but follow what’s on the picture above and make sure to turn on allow ‘Bulk Update’ this will prompt the Move To section from that select ‘Mailed letter 2‘.

Step 4: Import Updated records

So going back to what we did on step 1 the next step after creating this document is to take our CSV and upload it into the Investment Dominator, but there are some things we want to change from our normal process.

Go to the import section of your Investment dominator and this time take your updated list and click on ‘Update Existing Records’. this short prompt in yellow will also highlight some key items that need to match in order for this to work. Go ahead and upload your list then you should be good to go to our last step.

Step 5: Send Out Mailed Letter 2

So now that you have completed the following the last thing to do to complete your second mailing is to send them out and the key for this step is to not generate a campaign. Since you are using custom documents you are going to need to use the generate documents button within the land tab.

The reason for this is so we can use our custom documents the way we intended to have them work so we can send them straight to mailed letter 2.

It will ask you to choose the records which you want to work with so if you did our tagging earlier you should search for tag then click all records within it.

Then because of the step we did earlier for our custom documents then the bulk update happens after sending out mailing they should be pushed to Mailed Letter 2 instead of 1.

Why Are There fewer Letters In My Campaign Than The Number of Prospect Records In My System?

You may have noticed some strange things when you first start using the Investment Dominator system. For example, you might upload 1000 prospect records, but when you go to generate your mailing under ‘Land> Campaigns> Prospect Neutral Letter‘ you see that instead of 1000 letters in your mailing you have 958.

Why is this and what is going on?

Here’s what is happening: See out of 1000 Prospect records some of them are situations where the owner owns multiple properties and in that case, we only generate and send one letter to that owner.

So for example If one of the owners in the import file of 1000 prospects owns 5 properties then when we go to generate the mailing we will generate 996 letters. One letter for each owner that owns one property and one letter for the owner that owns five.

How To View Imported Records From Outside Data Service

NOTE: If you would like to know How To Generate A New Land List Via Our Outside Data Service please click here.

When you import records into the system through our optional Paid Data Service the records will display under the ‘Land‘ tab of your system typically in the ‘Prospect ‘status:

NOTE: When you import records via our Paid Data Service we import more than the 11 required fields typically used in a CSV file import.

If you would like t to analyze the imported data further simply click on the ‘Edit‘ option to the right of an individual land record that was imported to review all the owner and property data that was given by DataTree:

DataTree typically provides information like all owners on record, as well as property geolocation data (longitude and Latitude of the property) which we add to the ‘Property Address‘ field for mapping.

You should also see the ‘Short Legal‘ description as well as the size of the property in acres as well as both Assessed and Market Values:

How To Load Saved Criteria For Our Outside Data Service

NOTE: If you would like to know How To Generate A New Land List Via our Outside Data Service please click here.

In order to Load Your Saved Criteria first, navigate to the ‘Land’ tab then click on the ‘Import’ option.

Click the ‘Get Data From Our Outside Data Service’ option, this will allow you to see the options below like ‘Load Criteria’:

Select the saved criteria that you would like to load, then click the ‘Load Criteria‘ option:

From this point, you will get a new pop-up screen that contains your previously saved list criteria.

How To Save Your List Criteria For Our Outside Data Service

NOTE: If you would like to know How To Generate A New Land List From Our Optional Outside Data Service please click here.

After generating your land list record count, the screen will display the number of records that meet your criteria along with the option to ‘Save Criteria’. This option allows you to save your data filters and selection settings for future use.

Click The ‘Save Criteria‘ button then simply enter in an identifying name for the criteria then click the ‘Save Criteria‘ button again to the left of the input field to save it in the system:

A message will display once the criteria have successfully been saved in the system.

For more information on How To Load Your Saved Criteria refer to this article:

How To Generate A New Land List With Our Optional Paid Outside Data Service Option

We are excited to announce our new Investment Dominator Paid Data Service Option which allows you to generate a filtered and formated land list directly from one of the leading property data companies in the Nation and import that data directly into the system with only a few clicks.

With this integration, you will not need to filter, scrub, or manually import land records into the system!

Let’s take a dive into this step by step to understand what our Paid Data Service is and how to use it.

First, log into your Investment Dominator CRM and navigate to the ‘Land‘ tab, then click the ‘Import‘ option.

By default, the standard ‘Upload Import CSV File‘ option will be preselected, so for the purpose of this article go ahead and click ‘Get Data From Our Outside Data Service’ option. This selection will change ‘Step 2‘ of the process and look like the following:

NOTE: Notice the ‘Select Criteria…’ dropdown and ‘Load Criteria’ button, these options can be used after you first define and save a list’s criteria. More information about that process can be found here.

STEP 1: Generating Your New Land List – Selecting List Criteria

To start the process, select the State you want to generate your list in.

A list of Counties for that State will then load.

Select the County that you would like to focus on.

For this example, I choose to do the State of Colorado and the County of Adams. (Please note you can do whichever location you want).

Please note if you are trying to exclude previously imported records you must save the criteria of the data being pulled.
For more information on saving Criteria within datatree please click here:

You will notice how once we enter the County information we see Market Value pop up allowing us to set the range for properties we want to look for within the selected area. This can come in handy later when if we want to expand our generated list for more properties.

Click the ‘Get Record Count‘ button to find out how big your land list is and then generate your list (Skip to STEP 2 of this article), or we also have some neat ‘Advanced Filters’ which can help you adjust your list criteria further…

Advanced Filters

Click the ‘Advanced Filters‘ section to expand it.

Under this section you can adjust the ‘Property Size Range‘, allowing you to adjust your list to only contain properties within the range of acres you select.

Next is the option to Include Owners with Multiple Properties this is selected by default to ‘Yes‘ in order to provide ease of access when working through your list. If you so choose you can set this to ‘No‘, however, this means you would have to manually input the other properties of that owner to your list in the event they want you to make an offer on all of their properties that they own.

You will also see an option that can be clicked called “import only one property per owner”. This has been a much-requested feature that will limit the import to just one property per owner.

We have the option to Exclude In-state Owners which by default is set to ‘Yes‘. As well as the option to Exclude owners on “do not mail lists”, by default this is no but if you want to select yes for this option. We are trying to add the most customization to prioritize your search as much as we can.

You will notice Ownership Type in case you did not want to get any “company records”, and you can Filter by Improvement Value. Also, keep in mind when you edit more filters this will change how many records you will be able to pull from a county.

Now that we have gone over the advanced filters let’s click the button called ‘Get Record Count’ to continue.

STEP 2: Getting Your Record Count

After clicking the ‘Get Record Count’ button some new options will pop up as well as information about your generated list.

Let’s start with the top ‘Exclude Previously Imported Records’ option. This option is preselected to ‘Yes‘ which comes in handy when we are loading the same Criteria again to perform another search. You don’t want to pay for the same leads more than once right? This option allows you to exclude those.

Note: This option will only show up if you load a ‘Saved Criteria’ or ‘Previously Saved Criteria’. Changing any criteria will disable this filter.

If you change any of the information above while you are in this step you can hit the button ‘Refresh Count‘ button to see what the updated list size is.

Next, we have the ‘Limit Size of Mailing’ which is followed by a text box and an indicator in brackets notifying you how many records you have left in the month from our Paid Data Service.

For example, if there are 10,000 records in a county but you only have 500 records left in your Paid Data Service monthly allotment you will need to enter in 500 to only pull 500 of the 10,000 possible records for that county. The system will then pull a random set of 500 records out of the 10,000 records and import only those into your system.

NOTE: For the field ‘What status would you like to move the records into’ since we are importing a new list it is recommended and by default set to ‘Prospect status’.

Lastly, we have the ‘Tag Records’ option which allows you to add tracking or segmenting tags to all the records generated in this list. You can add as many tags as you wish.

NOTE: If you would like to save this list of criteria in the system for future reference, see this article:

After reviewing all of the options hit the ‘Import List‘ button to continue.

You will then get a notification that your list has been imported and you should notice your new records appear under the ‘Land‘ tab.

How To Convert AgentPro247 Data To Import Into Investment Dominator

AgentPro247 is a 3rd party self-service research and lead generation tool for Real Estate Investors to utilize in order to pull specific County data for importing into the Investment Dominator CRM. The data coming from AgentPro247 is extracted in a specific format and data fields must be added and modified to successfully import the records into Investment Dominator for processing.

The following steps can be executed to accomplish this task:

Step 1) Access AgentPro247 Data For Download

AgentPro247 is sent and must be downloaded as follows:

Note: Once file is downloaded onto your computer save the file in the appropriate file location for future access.

Step 2) Open Saved Excel File And Add Column Headings

Open up the saved Excel .CSV (Comma Delimited) file from Step #1, add and modify column headings appropriately.

Note: It is common for AgentPro247 data to be missing ‘Mail Address’ along with a missing ‘Type’ and ‘Company’ field information. The ‘Type’ and ‘Company’ fields must be added to the .CSV file as shown:

Modify the existing column headings based on AgentPro247 Data Investment Dominator Field Comparison as shown:

Any unnecessary columns should be deleted from the Excel file such as PZip, PZip4, MUnitNumber, MUnitType etc.

Step 3) Save Newly Modified Excel File For Import

Save the newly modified Excel .CSV (Comma Delimited) file from Step #2 as an appropriately named file for importing into Investment Dominator.

Note: Any Optional fields can be added and imported based on Optional Fields list in How to Import your List (for Land Investing) Article in Investment Dominator.

The newly saved Excel .CSV (Comma Delimited) should have 11 mandatory data fields for successful importing; as well as, any optional fields as shown:

How to Delete the last Import of Land Records

Occasionally, you may have imported several records into Investment Dominator, (in error) and you need to delete all records in that recent import. The following illustrates how to identify and delete all Land records from a specific import.

Step 1 – Identify all records in the last Import

Select [Team] function from the top level menu in Investment Dominator

Once inside the “My Team” function, select the [Activity Log] function

All Activity Log transactions are displayed in the most recent functions completed first, as indicated in the Date column.

In the Action column, the specific action you need to identify shows as “Add (By Importing List)“.

The Land record’s property ID range of that import will display, (in this case records #377 – 380).

This example shows only 4 Land records; however, depending on the size of the last import, this range could represent 500, 10,000 or more Land records.

Note: Write this property Id range down as you will need to enter these numbers in the next Step 2.

Step 2 – Selecting all records in the last import transaction

Go back to the Land records display in the Investment Dominator by selecting [Land] function

Select “Property Id Range” in [Search By] drop-down list to enter property Id range identified in Step 1.

Enter the property Id range as shown, (in the FROM and TO boxes) as search criteria to select all records in the last import.

Press the blue [Search] button to select/display all records in the property Id range.

Step 3 – Deleting all records identified and displayed in the last import

Once all records have been identified and displayed from the last import, Select All the records for deletion.

Once all records from the last import have been selected and displayed, (based on property Id range in Step 2) select the Delete function to process and confirm the deletion of all records.

System will ask you to CONFIRM the deletion

Once you CONFIRM the deletion of selected Land records and press OK, this last import is deleted from Investment Dominator.