Data automation

 
Data automation is available to business subscriptions. 
 

 

Learn everything you need to know about data automation

Data automation allows you to connect different types of data directly to Lucidpress. You can quickly change information in a document depending on which row you select in the data.

 

How it works

Help_Center_Screenshots_-_Untitled_Page__1_.png

 

Examples of data automation:

  • A product spec sheet: the document will auto-populate depending on which product you select
  • Real estate property listing flyer: Select the property (or properties) and auto-fill a flyer with that listing’s information
  • Employee directory: quickly add an employee’s contact information to a directory

 

The possibilities are endless.

 

See it in action

Choose which data row to apply to your document and all smart fields will autofill. Quickly access images related to your data as well!
If you have multiple smart fields in a single text box, simply drag and drop a row of data into the object, and the data will auto fill.
When you update your Google sheet, the data will update throughout all of the documents that are using the smart fields.
 

 

Manage your datasets and sources

  1. Navigate to the Lucidpress home page. Click the “Data Automation” tab in the left panel. A window will open. You can add different sections of data. The example below shows a section for “Property Listings”, “Employee Directory”, and “Product Spec Sheet”.
  2. Click the “Add Dataset” button on the bottom left to add a new set. Once it’s added, you can name the set and decide if you want the data to be shown in the Lucidpress editor. You can also change the icon to make it easier to find when you’re editing a document.

You can create as many datasets as you need to and connect multiple data sheets for each set. Every source you add will be merged under the dataset.
 
Note: If you add multiple data sources to one datasets, the columns need to be exactly the same. Also, if you would like to make changes to your data sources, you should not delete your entire dataset (or that will remove all your smart fields in your documents).
Data_Automation.png
  1. Navigate to the Lucidpress home page. Click the “Data Automation” tab in the left panel. A window will open.
  2. Click the icon dropdown below the dataset name to change the icon. Not seeing an icon you want? See our section below under "FAQs".
 

 

Connect your data

Learn how to connect your data sources to Lucidpress.
If you’re in real estate, you can connect your MLS to Lucidpress. Often, MLS systems charge for creating an IDX feed of their listings to a third-party like Lucidpress. Your organization will need to cover these costs. In addition, MLS boards require various paperwork which typically takes anywhere from 3 to 9 weeks to receive and complete. Our 3rd party data aggregator, Simply RETS, uses a standard list of fields which may not include all fields available in your local MLS.


This option is good if:
  1. You create marketing content after the property is listed in the MLS
  2. You have more than one MLS system
  3. You are willing to pay for the costs of implementing your MLS systems to Lucidpress
When considering your current MLS system, keep in mind the following:
  1. This may not be ideal if you create marketing content before a property is added to the MLS.
  2. MLS systems sometimes have various listing types such as active, sold, pre-active, and private. You will need to know if the MLS can export all the listings from each category. Depending on the category, the MLS may charge different prices.
Request access from MLS
  1. Ask your CSM or contact support@lucidpress.com about how to request access from your MLS system. We can help with the correct phrasing for a contract, which will likely lower costs for your contract.
  2. Once the MLS agrees to the contract, you will also sign the contract and pay any associated fees. The MLS will work with Lucidpress engineers to set up the account. Your CSM will contact you once the MLS has been connected.
  1. Navigate to the Lucidpress home page. Click the “Data Automation” tab in the left panel. A window will open. Under the correct dataset, add a title to your data source. Make sure Google Sheets is selected from the drop-down and click “Connect!”.
  2. A pop-up will open asking you to log in to your Google account. After you log in, search for your Google Sheet and connect it to Lucidpress.

    To learn how to format your Google Sheet, click here.
If you use XML, you will need to host an XML document on a public URL and paste the URL into Lucidpress. The XML document needs to be in accordance with the 2017 Zillow Interchange Format. If you would like to see a sample XML file, click here (or see the FAQ section below).
  1. Navigate to the Lucidpress home page. Click the “Data Automation” tab in the left panel. A window will open. Under the correct dataset, add a title to your data source. Make sure XML is selected from the drop-down.
  2. Paste the URL from your XML document and click “Connect!”.

Note: You will need to add the "License Number" node as a subnode to the "Agent" node. See example below:

<Agent>
<FirstName>Alan</FirstName>
<LastName>Smith</LastName>
<EmailAddress>alan.smith@brokersite.com</EmailAddress>
<PictureUrl>http://BrokerSite.com/alanpic.jpg</PictureUrl>
<OfficeLineNumber>206-555-1212</OfficeLineNumber>
<MobilePhoneLineNumber>206-888-1234</MobilePhoneLineNumber>
<FaxLineNumber>206-555-1233</FaxLineNumber>
<LicenseNumber>123456789</LicenseNumber>
</Agent>
If you are connecting your property listings, you can connect the listing data through your MLS, XML (such as Zillow), or through Google Sheets. Below is a list of supported fields that can be pulled into Lucidpress depending on the data source method. Depending on how you connect your listings to Lucidpress, some fields might not be supported. Please email support@lucidpress.com for updates on new fields.

 

  MLS XML Google Sheets
MLS Number x x x
Address x x x
Unit x x x
City x x x
State x x x
Zip x x x
Subdivision x x x
Office x x x
Office Address x x x
Title NA x x
Status x x x
List Date x NA x
List Price x x x
Sold Price x NA  x
List Agent Name x x x
List Agent Number x x x
List Agent Email x x x
List Agent Phone x x x
List Coagent Name x NA  x
List Coagent Number x NA  x
List Coagent Email x NA  x
List Coagent Phone x NA  x
Square Feet x x x
Bedrooms x x x
Bathrooms x x x
Room Dimensions x NA x
Lot Size x x x
Foundation x NA  x
Roof x x x
Year Built x x x
School District x x x
Short Description x x x
Long Description x x x
Website x x x
Fireplaces x x x
Cooling x x x
Heating x x x
Laundry Features x x x
Interior Features x NA x
Exterior Features x NA  x
Directions x NA  x
County x NA  x
Style x x
Construction x NA x
Stories x NA  x
Lot Description x NA  x
Association Fee x x
Parking x x x
Elementary School x x x
Middle School x x x
High School x x x
Upload Images vis Feed x x  NA
Property Feature 1 NA x Coming soon  
Property Feature 2 NA  x Coming soon 
Property Feature 3 NA  x Coming soon  
Property Feature 4 NA  x Coming soon  
Property Feature 5 NA  x Coming soon 

 

 

 

Additional features

Go to your brand settings and enable/disable automatic image uploads to Lucidpress from your data feed. When a data item is selected in your document and you click "images", the images will autopopulate and give you easy access to images directly related to your listing.
If you are connecting your data through Zillow or an MLS, images might be automatically uploaded to each row. This depends on how the MLS or Zillow feed pushes data to Lucidpress, so it’s possible your images will not import. To add images to a Google Sheet data source (or if your images are not imported from Zillow/MLS), connect the data source to Lucidpress. Then, follow these steps:
  1. Navigate to the Lucidpress home page. Click the “Data Automation” tab in the left panel. A window will open.
  2. Click “View Data” next to the data source.
  3. On the right of each row, you will see the option to upload photos to the specific row.

    To learn how to access these images when you are in a document, click here.

Allow only certain users to see data items from your data source. Do this by creating a column called "User Data Restrictions" in your dataset and input the emails of the users who can access the data separated by a semicolon. Then, go to your data automation manager in Lucidpress and click the three dots next to the data set. Click "enable data restrictions". Click OK to confirm.

 

Note: leave a data row empty to allow all users to access the data. If you put any emails in the data restriction column, only the users who have their email placed in the row will see that data in Lucidpress.
 

 

How to use data automation

Once your data is connected to Lucidpress, you will need to convert plain text in your templates and documents to smart fields. Smart fields allow information to auto-fill an entire document. If your document already has custom smart fields, you may need to replace them with smart fields from your new data source.

To add a smart field, highlight or place your cursor where you want to insert the smart field. Go to the top menu and click “Insert > Smart Field” and then choose your data source and add the correct column. A placeholder will be added to your document.

To learn more about smart fields, click here.
  1. Open your file in Lucidpress
  2. If you want to populate a certain text box, select the text box first
  3. Choose the data icon in the left content pane
  4. Search for the row you’re looking for
  5. Select the row and click, “Apply to Object” or "Apply to Document" if you want it to be applied to the entire document. Your document auto-fills with the information.

To update a row, edit your Google Sheet. If you are using your MLS or Zillow, the list will automatically update with new listings.

 

A row from your data source might have images you can quickly access. Admins can upload these photos. To learn how to upload the images to a row, click here.
  1. Open your file in Lucidpress
  2. If you want to populate a certain text box, select the text box first (the data needs to be applied before you can access the images)
  3. Choose the data icon in the left content pane
  4. Search for the row you’re looking for
  5. Select the row and click, “Apply to Object” or "Apply to Document" if you want it to be applied to the entire document.
  6. In the left, click the “Images” tab to see any images tied to that row. Drag and drop to add it to your document.
 

 

FAQ

If you are connecting your property listings, you can connect the listing data through your MLS, XML (such as Zillow), or through Google Sheets. Below is a list of supported fields that can be pulled into Lucidpress depending on the data source method. Depending on how you connect your listings to Lucidpress, some fields might not be supported. Please email support@lucidpress.com for updates on new fields. 

 

  MLS XML Google Sheets
MLS Number x x x
Address x x x
Unit x x x
City x x x
State x x x
Zip x x x
Subdivision x x x
Office x x x
Office Address x x x
Title NA x x
Status x x x
List Date x NA x
List Price x x x
Sold Price x NA  x
List Agent Name x x x
List Agent Number x x x
List Agent Email x x x
List Agent Phone x x x
List Coagent Name x NA  x
List Coagent Number x NA  x
List Coagent Email x NA  x
List Coagent Phone x NA  x
Square Feet x x x
Bedrooms x x x
Bathrooms x x x
Room Dimensions x NA x
Lot Size x x x
Foundation x NA  x
Roof x x x
Year Built x x x
School District x x x
Short Description x x x
Long Description x x x
Website x x x
Fireplaces x x x
Cooling x x x
Heating x x x
Laundry Features x x x
Interior Features x NA x
Exterior Features x NA  x
Directions x NA  x
County x NA  x
Style x x
Construction x NA x
Stories x NA  x
Lot Description x NA  x
Association Fee x x
Parking x x x
Elementary School x x x
Middle School x x x
High School x x x
Upload Images vis Feed x x NA 
Property Feature 1 NA x Coming soon  
Property Feature 2 NA  x Coming soon 
Property Feature 3 NA  x Coming soon  
Property Feature 4 NA  x Coming soon  
Property Feature 5 NA  x Coming soon 
If you are connecting to a Google Sheet, you should format your Google Sheet with columns as your headers and each row will be your data. Each column will be its own smart field in your document. Below is an example of a property listing dataset:

  1. Double check that your dataset is set to display in the editor.
  2. Navigate to the Lucidpress home page. Click the “Data Automation” tab in the left panel. A window will open. Make sure the option “Show tab in editor” is enabled.
This depends on what data source you have connected. Google Sheets will sync with Lucidpress at least once or more per day.

MLS and Zillow will vary depending on when they push their data. Lucidpress will attempt to sync once a day, but it depends on their system when the data can be retrieved.
If you click the "Update Dataset Button" and get an error, it might mean that the Google Sheet is not shared with you. You must have access to the Google Sheet in order to update it in Lucidpress. You must also be an admin on the Lucidpress account.
This is a great idea! We want to add more icons in the future. Please reach out to support@lucidpress.com with ideas of icons to add.
Yes, you can add more than one data source to one dataset. However, all the columns must be the exact same in every data source for it to work. Also, it is important to note that all sources will be combined when you view the data in Lucidpress.

Having more than one data source can be useful. For example, you can have a Google Sheet for each office. They can add additonal data to the Google Sheet, but they don't need to see all the info from the other offices. In Lucidpress, the data would then combine.
You should be extra careful before deleting datasets. If you delete a dataset, all your smart fields will be disconnected (they won't work anymore). Even if you connect the same Google Sheet or XML feed, the smart fields will not work and you'll need to reconnect them.

You can delete data sources. For example, if you connected the wrong Google Sheet/XML feed, you can remove it without affecting your smart fields (as long as the columns are the exact same as your smart fields).

Data_Automation.png
When building out your XML file, be sure it follows in accordance with the 2017 Zillow Interchange Format. Below is a sample XML file. 

<?xml version='1.0'?>
<Listings>
    <Listing>
        <Location>
            <Suburb>Brookhurst</Suburb>
			<StreetAddress>520 Setliff</StreetAddress>
            <UnitNumber>75</UnitNumber>
            <City>Adrian</City>
            <State>MN</State>
            <Zip>75904</Zip>
        </Location>
        <ListingDetails>
            <Status>Pending</Status>
            <Price>14900</Price>
			<ListingUrl>http://website.com</ListingUrl>
            <MlsId>54628</MlsId>
			<ProviderListingId>23926</ProviderListingId>
            <VirtualTourUrl>http://website.com</VirtualTourUrl>
			<GSTInclusive>textvalue here</GSTInclusive>
			<LineBusiness>DivisionName</LineBusiness>
        </ListingDetails>
		<RentalDetails>
			<Availability>'Contact For Details' or date here</Availability>
			<PetsAllowed>Yes</PetsAllowed>
		</RentalDetails>			
		<BasicDetails>
			<PropertyType>Townhouse</PropertyType>
			<PropertyTypeDescription>Description here</PropertyTypeDescription>
			<Title>Beautiful Home!</Title>
			<ShortDescription>Short description here. Short description here. Short description here.</ShortDescription>
            <Description>This is a longer description here. This is a longer description here. This is a longer description here. This is a longer description here. This is a longer description here. This is a longer description here. This is a longer description here. This is a longer description here.</Description>
            <Bedrooms>3</Bedrooms>
            <Bathrooms>2</Bathrooms>
            <LivingArea>2037</LivingArea>
			<LotSize>31000</LotSize>
            <YearBuilt>1939</YearBuilt>
			<MortgageeSale>Yes</MortgageeSale>
			<LivingRooms>5</LivingRooms>
        </BasicDetails>
		<SalesInfo>
			<SoldDate>6-15-2016</SoldDate>
			<MethodSale>something</MethodSale>
			<AucTenDateTime>6-15-2016 14:12:00</AucTenDateTime>
			<AucTenLocation>Pillsbury, MN</AucTenLocation>	
		</SalesInfo>
        <Pictures>
            <Picture>
            	<PictureUrl>http://picture.com</PictureUrl>
            </Picture>
        </Pictures>
        <Agent>
            <FirstName>Jennifer</FirstName>
            <LastName>Stansfield</LastName>
            <EmailAddress>jennifer.stansfield@somewebsite.com</EmailAddress>
			<MobilePhoneLineNumber>555.555.1212</MobilePhoneLineNumber>
			<LicenseNum>239493</LicenseNum>
			<BranchRefNo>12435</BranchRefNo>
		</Agent>
		<CoAgent>
			<FirstName>Bill</FirstName>
            <LastName>Jennings</LastName>
            <EmailAddress>bill.jennings@somewebsite.com</EmailAddress>
			<MobilePhoneLineNumber>555.555.1313</MobilePhoneLineNumber>
			<LicenseNum>239494</LicenseNum>
		</CoAgent>
		<SaleAgent>
			<FirstName>Joe</FirstName>
            <LastName>Blake</LastName>
            <EmailAddress>joe.blake@somewebsite.com</EmailAddress>
			<MobilePhoneLineNumber>555.555.1414</MobilePhoneLineNumber>
			<LicenseNum>239434</LicenseNum>
		</SaleAgent>
		<CoSaleAgent>
			<FirstName>Craig</FirstName>
            <LastName>Gano</LastName>
            <EmailAddress>craig.gano@somewebsite.com</EmailAddress>
			<MobilePhoneLineNumber>555.555.1111</MobilePhoneLineNumber>
			<LicenseNum>1352738</LicenseNum>
		</CoSaleAgent>
        <Office>
            <StreetAddress>1313 South Frisco</StreetAddress>
            <UnitNumber>24</UnitNumber>
            <City>Adrian</City>
            <State>MN</State>
            <Zip>75904</Zip>
            <OfficeName>Real Estate Company Branch Name</OfficeName>
        </Office>
		<OpenHouses>
			<OpenHouse>
				<Date>6-15-2016</Date>
				<StartTime>15:30</StartTime>
				<EndTime>17:30</EndTime>
			</OpenHouse>
		</OpenHouses> 
		<Fees>
			<Fee> 
				<FeeAmount>200</FeeAmount>
			</Fee>
		</Fees>
		<Schools>
			<District>Alpine</District>
			<Elementary>Legacy</Elementary>
			<Middle>West Mountain</Middle>
			<High>Pleasant Grove</High>
		</Schools>
		<Neighborhood>
			<Name>Hansen Ranch</Name>
		</Neighborhood>
        <RichDetails>
			<ArchitectureStyle>Modern</ArchitectureStyle>
			<Attic>Yes</Attic>
			<Basement>Yes</Basement>
			<CoolingSystem>Forced Air</CoolingSystem>
			<Fireplace>Wood Stove</Fireplace>
			<HeatingSystem>Gas</HeatingSystem>
			<HottubSpa>Yes</HottubSpa>
			<NumParkingSpaces>3</NumParkingSpaces>
			<OnsiteLaundry>In home</OnsiteLaundry>
			<ParkingType>Garage</ParkingType>
			<Pool>Yes</Pool>
			<RoofType>Metal</RoofType>
			<TennisCourt>Yes</TennisCourt>
			<FencedYard>Yes</FencedYard>
			<Furnished>Yes</Furnished>
        </RichDetails>
		<Misc>
			<Item>Item 1: Some customers use this to highlight the top selling features of the home.</Item>
			<Item>Item 2</Item>
			<Item>Item 3</Item>
			<Item>Item 4</Item>
			<Item>Item 5</Item>
		</Misc>			
    </Listing>
</Listings>

 

 

 

 

 
 
Was this article helpful?
3 out of 4 found this helpful
Fill out my online form.