Propman Integration - How It Works

There are fundamentally two parts of integration between Fixflo and Propman.

The first part concerns entities. Entities here describes user profiles (Agents, RMCs/RTMs, Owners and Contractors) as well as address data (Estates, Buildings and Units).

This data is passed from Propman to Fixflo via a custom integration. Propman is the ultimate source of truth for all entity data. For that reason, do not attempt to edit a record in Fixflo as it will be overwritten by any data held in Propman.

The second part concerns maintenance reports. These are reported and progressed in Fixflo, but updated and stored in Propman at certain key stages of the process.

Entity Syncing

The syncing of entity data between Fixflo and Propman happens with the following frequency:

• Owner data is synced daily
• Changes to all existing entities are updated hourly
• All entities, including new ones, are updated weekly.

To reiterate, if a new record needs to be added or an existing one amended, this must be done in Propman.

Fixflo passes the data for each entity:

Buildings:

• Propman reference
• Estate name
• Address
• Property manager
• Associated Units, RMCs, Occupiers
• Associated Cost codes

Units:

• Associated Estate
• Associated Building
• Propman Unit reference
• Address
• Owners

Estates:

• Estate name
• Propman Estate reference

Agents:

• Propman username
• Phone number
• Propman reference
• Email address

Suppliers:

• Company name
• Email address
• Propman reference
• Phone number
• Alternate phone number
• Business address

 Owners:

• Company name
• Propman reference
• Email address
• Phone number
• Alternate phone number
• Correspondence address
• Associated units

 RMC/RTM:

• Company name
• Propman reference
• Email address
• Phone number
• Alternate phone number
• Associated buildings

Issue report syncing

 The syncing of issue data between Fixflo and Propman happens at the following stages:

• When an issue is assigned to a supplier in Fixflo
• From instruction to closure, each status change in Fixflo updates the repair order in Propman
• When an issue is closed in Fixflo

 This is done using webhooks. Webhooks can be thought of as event based notifications. When a specific action takes place in Fixflo, Propman is immediately notified. That notification contains information which provides Propman users with a summary of the issue in Fixflo.

 These notifications and the information they contain should appear almost instantaneously on Propman when the relevant changes are made in Fixflo. 

 When an issue is assigned a contractor in Fixflo, it creates a repair order in Propman. That repair order will contain the following information:

• Fixflo reference number (IS#)
• Issue status
• Issue title
• Issue category
• Issue details
• Issue start date
• Issue cost code
• Issue assigned supplier
• Associated Estate/Building and Unit (where relevant)

 When an issue is progressed from one status to another in Fixflo (for instance from 'Job instructed, awaiting start date' to 'Awaiting job completion'), then this triggers an update of the repair order in Propman for all of the above fields.

 When an issue is closed by the relevant user in Fixflo, then the status of the above repair order is updated in Propman and a Purchase Invoice Record (PIR) is created. This contains:

• Fixflo reference number (IS#)
• Fixflo job reference number
• Invoice amount - net
• Invoice amount - gross