How it works:
GrowthZone uses an API to send a one-way sync to Flex. Because of the one-way nature of the GrowthZone-to-Flex integration, many updates (beyond the initial account creation) need to be performed directly in Flex in order to prevent duplicate records from being created.
Once live, updates are sent from GrowthZone to Flex every 5 minutes.
PROJECT KICK OFF
Overview:
The Integration Specialist reaches out to FLEX and the customer to recieve an API key that is used to both pull data, and for turning on/testing the integration. Testing is done only in Production. Delays can be caused by waiting for the API Key, and small delays have occured when switching the API from read to write.
Ticketing Process for RE Integrations (Review the below and we'll remove the red notation)
- When requesting the API key, the Integration Specialist will CC platformintegrations@growthzone.com email to create a FLEX - (Tenant Name) ticket for project visibility. That ticket will then be related to the main Migration ticket.
- All communication with the vendor, for the project, will be tracked in this related ticket. All project movement, communiation between GZ Teams, updates, date files, and meeting dates will still be placed in a private note in the main Migration ticket for the Onboarder and Migrations team.
- The purpose of the related FLEX- (Tenant Name) ticket is to allow visibility on the vendor communications for all RE Integrations staff. The related FLEX - (Tenant Name) ticket will remain In Progress until the full integration is turned on and completed. The RE Integration point of contact for the project will be the Assignee on the related FLEX - (Tenant Name).
Data Process:
Discuss whether they are a part of a Regional MLS.
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If yes, verify if another GrowthZone Tenant is a part of the Regional MLS.
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If yes, you will use the same API credentials as the current GrowthZone customer
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If no, get their Regional MLS Admin’s contact information as they will need to be involved during the process.
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Note: Daniel Jones daniel@ncrmls.com from NCRMLS needs to be involved in any NCRMLS implementations
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Customer will need to request the API Key.
If they are not part of a Regional MLS, then the Integration Specialist will email the customer and FLEX requesting a read only API through the Spark Platform. This is accomplished by the customer creating the key, and having the monthly $50 billed to themselves. FLEX customer support is included on the request if the customer needs assistance.
Example of a request:
To: api-support@fbsdata.com
cc: <customer> and OB PM
Subject: Tenant Name | <customer name>
Please provide GrowthZone with a Production API Key that is Read Only first. Then once GrowthZone and Flex both confirm we're ready for data updates, the read-only status should be removed. Please ensure the monthly $50 is charge through the Association. Thank you.
How to pull and use the data
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Integration Specialist will pull the data into GrowthZone via a read-only API, this process is completed in both Staging and Production, even though testing is only performed in Production. If this is a back-fill, this process is completed in Clone and Production.
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Once Production testing has been completed, API will need to be updated to read/write. With testing done first before pushing everyone.
Outlined process for other integrations that may be occuring simutaneously:
M1 (if applicable) - https://helpdesk.growthzone.com/staff/kb/articles/2395-nrds-implementation-instructions
Lockbox (if applicable) -
Sentrilock https://helpdesk.growthzone.com/staff/kb/articles/2392-sentrilock-implementation-instructions;
SUPRA https://helpdesk.growthzone.com/staff/kb/articles/2391-supra-implementation-instructions
Project Kick-off:
STAGING| REVIEW
- Once the data has been pulled from FLEX and all other integrations, the Integration Specialist will create a staging database.
- Verify the Import Feature Settings are on. Setup -> Import Fetures
- Verify in the Setup -> Real Estate Integrations -> MLS Tab that FLEX is selected as the MLS.
- Once all data sources are obtained, and the Staging Database is created, the Integration Specialist will move the ticket to In Review for the Onboarder to move to Migrations when ready.
Once the Staging data has been imported by Migrations, it should be reviewed by Onboarding in conjunction with Platform Integrations and the Customer to ensure that the data was being imported correctly.
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Go to Setup>Integrations>Real Estate Settings> verify Migrations pulled in the Statuses, Agent & Office Types. If not, then proceed to Setup Instructions, Step 3.
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Go to an Agent & Office record and click the Edit pencil in the MLS Information section. Validate the required fields are filled out per the vendor requirements document.
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If data is missing or not mapped over correctly, then notify Migrations.
TESTING| PRODUCTION
Due to the lack of a Staging environment in Flex, testing is completed in their live environment once the data has been imported into Production. It is important to note that Migrations will NOT set the “Sync to MLS” flag on Offices & Members until testing has been confirmed successful.
It is very important to confirm with the Association that they are not a part of a Regional MLS (Ex. NCRMLS). IF they are, we need to connect with the Regional MLS administrator so that they can be involved with the testing process.
SETUP
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Double check that the GrowthZone Real Estate API has been setup by the Integration Specialist
Go to Setup>API Key Permissions>GrowthZone Realtor Edition ***If you do not see this as an option, then the API module needs to be added via tenant settings
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Turn the Integrations on for testing
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Setup>Integrations>Real Estate Edition Settings
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Select “Sync to MLS”
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Input the API Key (Access Token) in the Password field under MLS API Key
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MLS Name - Not required (looks like if the MLS Name is populated it wont sync 12/27/2022)
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Select Actions > Save *Do not input anything else at this time
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Select Actions > Get Flex Tags
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Refresh the screen and the values will be populated
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Manually add Statuses
Email Alex at Flex to set the API key to read/write so that you can perform testing api-support@fbsdata.com and once received, move onto Step 5. Please note this process could take 2 to 3 days, therefore allow for lead time.
Set the MLS Go Live time right before you are ready to test & Save. DO NOT FORCE Kafka as we do not need all records in IIT yet
Add NEW test Office (these instructions are for the Association Staff)
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Click on Quick Actions and click on Contacts – Add Office
- Add name, email address, phone number, and physical address (optional to create an Agent at this time). Click Done.
- Click on the Real Estate tab
- Click on the Edit Pen
- Complete the fields as shown below
- Do NOT enable the Sync to MLS option yet
- Select the appropriate MLS Status from the dropdown
- Create/Enter a Login ID
- Main Office ID/Office Broker ID – optional – only fill in with 26-digit Main Office ID/Office Broker ID if they should be associated to a parent office or broker
- Select the appropriate Office Type
- Select the appropriate Broker Load Level.
- Create/Enter a ShortId
- Now that a LoginID is entered, the "Request Tech ID" button should appear. Click it to populate the Tech ID.
- At this time, the name and Tech ID should show up in Flex
- Click Done
- Click the Edit pencil again in the MLS Information section
- Enable the Sync with MLS checkbox
- Click Done. On the next 5 minute mark, the Office record should appear in Flex.
Add NEW test Agent (these instructions are for the Association Staff)
- Add a test Agent to the test Office (click on the + sign in the Contacts section)
- Fill out their name, email address, phone number, & physical address. Click Done.
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Click on their name under Agents, which will bring them to their record. Click on the Real Estate tab.
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Click on the Edit pencil in the MLS Information and complete the fields as shown below.
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Do NOT enable the Sync to MLS option yet
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Select the appropriate Office Tech ID from the drop-down list
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Create/Enter a Login ID
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Select the appropriate MLS Status
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Select the appropriate Agent Type
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Select the appropriate Broker Load Level
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Create/Enter a ShortId
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Now that a LoginID is entered, the "Request Tech ID" button should appear. Click to populate the Tech ID. At this time, the name and Tech ID should show up in FlexMLS.
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Enable the checkbox for Sync with MLS option. Click Done. On the next 5-minute mark, the record should appear in Flex.
Inactivate the test Office & Member in GrowthZone
Disable the Sync: Go to Setup>Real Estate Settings>uncheck the Sync to MLS and remove the date & time. Save We don’t want the sync on until they are ready for Go Live.
Move ticket back to Migrations to: “Set the Sync” flag for Members & Offices in preparation for Go Live
GO LIVE
Coordinate Go Live date & time with James from Flex api-support@fbsdata.com, Regional MLS Admin (if applicable) and Association Staff. Cannot go live on Fridays!
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Once Conversions has completed their task, then check the “Sync to MLS” flag and set the go live date & time. Remember to set the time for at least 2hrs from the time you are completing this to allow for all contacts to get to IIT. For example, if it is 8:00 AM set the go live time to 10:00 AM.
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Go to Setup>GrowthZone Staff Only Tools>Kafka Utilities>Force Changed Kafka
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Flex Default User Password: Flexmls The password must include at least one number, one lowercase letter, and one uppercase letter.
Troubleshooting Tips & Tricks
Customer Needing to modify files before import (Example adding NRDS ID's)
- Request Flex files to be pulled
- Change original file from CSV to TXT
- Open blank Excel file > File > Open > Select TXT data file > Open.
- Text Import Wizard - Select "My data has headers > Next >
Delimiters - "Comma" Next >
Data Preview - Select Text for the columns MLSID, OfficeID, CompanyID & OfficeBrokerMLSID > Finish. - Once the data has loaded save as a XLSX file.