If your company has been able to import old listings into Linear from another brokerage system, you will see them in the Listings section as Locked imported listings.
As the name suggests, imported listings are locked, and their details cannot be edited. However, you can copy a locked imported listing into a new listing if you want to publish it again from Linear.
NOTE: Locked imported listings contain only the publicly visible listing details. The listing’s archive and the assignment (mandate) details have not been transferred from the old system to Linear.
We go through copying a locked imported listing step by step further down, but in a nutshell we recommend the following:
- If you have access to more than one Linear environment, first check that you have selected (in the top-right corner) the environment where you want to copy the listing.
- Go to the Listings section, find the listing you want to copy from the list, and open it.
NOTE: Make sure you don’t have any other filters enabled. For example, the Mine only checkbox must be disabled first. - Click Actions, then select Copy listing from the menu that opens.
- If the listing you are copying is a housing company share apartment, add stairwell and apartment details if needed.
- The copied listing will now open in the system. Add the client(s) to the listing.
- In the listing, go to the Buyer agreement & KYC tab and archive the assignment created in the old system, or create a new assignment in Linear.
- Go to the Information tab and check the listing details. Pay particular attention to the following:
- Price details (e.g. sales price and maintenance charge details) are not copied over. Enter up-to-date details in the copied listing.
- Defects and Damages details have not been transferred from the old system to Linear. Fill in the details in Linear in the copied listing.
- Linear may include fields that didn’t exist in the old system. You can also review the brochure/description attachment and check whether there is any other information you feel should be added or updated before publishing from Linear.
- Open the listing’s Documents section. In Manage documents, you can add documents related to the listing.
- On the Marketing materials page, you can adjust the image order, if needed, by selecting Manage images. You can also prepare marketing materials, such as a sales brochure, before publishing the listing.
- When everything looks good, you can publish the listing from the Publish tab.
NOTE: If the listing is currently published to portals from another system, first hide/unpublish it in the old system before publishing it again from Linear.
Step-by-step: copying and republishing a locked imported listing
Below, we’ll go through each of the steps above in more detail. These instructions are intended especially for situations where a new Linear user wants to publish a listing via Linear that is still currently published in another system.
We always recommend working on one listing at a time to avoid mistakes. Take it slowly and follow the instructions carefully, especially with your first few listings. After a couple of listings, the process will become clear.
Tip: You can open a second browser tab where your old system is open. This way you can systematically, for example, check which listings you want to copy and download the documents you need from the old system (e.g. the assignment/mandate or the housing manager’s certificate).
1. Select the correct environment
If your company is part of a group with multiple offices, you may have access to more than one Linear environment. Before copying a locked imported listing, make sure that the environment you want to create the listing under in Linear is active in the top-right corner.
If needed, switch environments by clicking the company menu next to your name:
2. Finding a locked imported listing
In Linear’s Listings section, you can find all listings and search for them, for example, by address. When searching, make sure you don’t have any other filters enabled and that the Mine only checkbox is disabled.
Tip: You don’t need to type the full address into the search field. For example, if you’re looking for “Ratakatu 5”, you can search with just the word “Rata”. The system will then filter all listings that contain the word “Rata”.
3. Copying the listing
After opening the listing, you’ll find the Actions button next to the address. Click it, and then click Copy listing:
4. Data that will be copied
If you are copying a housing company share (apartment), the system will also ask you to fill in the stairwell/entrance and apartment number. Enter the same details as on the original listing.
In addition, the system will ask you to choose whether the new listing will be a sales listing or a rental listing. Select the same option as on the original listing and click Copy.
5. Adding client(s)
After you have copied the listing, Linear will open the new listing right away and ask you to add the client(s). We recommend adding the client(s) now, but you can also add them later when you add the agency agreement (step 6).
If customer data / the customer register from the old system has also been imported into Linear, you can click Select and search for the client in Linear’s customer register by name. If the old customer register has not been imported into Linear, or you can’t find the customer, select Create a new CRM customer. You can also find more detailed instructions for creating a customer in this article.
NOTE: If there are multiple people with the same name in the customer register, be careful to select the correct customer. If needed, you can also verify that the customer’s contact details are correct by clicking the pencil icon. Clicking the pencil opens more detailed customer information, and you can edit it if necessary.
6. Agreement and KYC
When it comes to the agency agreement, you have a couple of options. You can either create an entirely new agreement in Linear, or archive in Linear the agreement you created in your previous system. These instructions focus on how to add an existing, valid agreement to Linear. You can find more information on creating a new agreement in this article.
On the listing card, go to the Buyer agreement & KYC tab and select Own contract template and Agreement signed by hand, then click Start.
NOTE: Always choose Signed by hand, even if the agreement was electronically signed in the old system. (If you select Electronic signature, you would send the agreement again for electronic signing.)
Next, select Fill in contract details and enter the details of the currently valid agreement into Linear. There aren’t many required fields (marked with *).
Then, under Upload the signed agreement and attachments, add the agency agreement documents that were signed in the old system. Download the documents from the old system to your device in advance, so you can then upload them to Linear.
Finally, click Acknowledge the contract as signed.
7. Listing details
On the Listing details tab, you can review the listing information and archive the property description appendix created in the old system.
NOTE: Reviewing the listing details is important, because the listing information may have changed since the listing was created in Linear as a locked imported listing. It’s also good to note that for locked imported listings, only publicly available listing details have been saved.
Select Handwritten signature or own Listing Details template and click Edit Listing Details. Review the listing information and add or correct details as needed. Finally, click Completed once everything is in order.
NOTE: Pay special attention to the following:
- The listing’s pricing details (e.g. sales price, maintenance charges, rent) are not copied from the locked imported listing to the new listing. Enter the up-to-date details in Linear.
- Defects and Damages information has not been transferred from the old system to Linear. Fill in the information in Linear so that it appears on the brochure (the information is not shown in the listing publication).
- Linear may have data fields that did not exist in the old system. You can still go through the Listing Details document and check whether there is any other information you feel should be added or updated before publishing the listing from Linear.
After this, continue in the same way as with the assignment: archive the Listing Details document signed in the old system under Add signed Listing Details and click Acknowledge as ready.
8. Listing documents
Next, open the Documents tab on the listing card in Linear and click Manage documents. Here you can archive / add various documents (e.g. a property manager’s certificate or an encumbrance certificate) that you had stored in the old system and that are still relevant for marketing the listing.
Tip: If you had the old system open in another browser tab, first download all listing documents to your computer into a single folder. Then upload them to Linear.
You can read more about document management here.
9. Marketing materials and listing photos
The copied listing includes the images from your old listing in the same order they were in at the time of copying. By clicking Manage images on the Marketing materials tab, you can make changes to the images before republishing the listing, if needed.
For example, you can change the image order, add captions, or hide images from public view by clicking the eye icon in the lower-left corner of the image. You can also add more images to the listing if you wish. More information about managing images can be found in this article.
On the Marketing materials tab, you can also prepare the listing brochure before publishing. This is recommended so the brochure is ready if someone asks for it.
You can find comprehensive instructions on creating and editing the brochure in this article.
10. Publishing the listing
Once you’ve completed the steps above and everything is ready for the listing, it’s time to move to the Publish tab.
Tip: For sales listings, you can preview the publication details in the DIXU portal. Using the preview, you can double-check that there are no content or spelling errors in the actual publication. Open the preview by clicking the DIXU button at the bottom of the Publish tab.
On the Publish tab, you can also configure the publication, such as selecting sales channels and scheduling the publication.
NOTE: Before you publish the listing from Linear, it’s important that you have hidden/removed any old publication from your previous system.
If the Tarkastus feature is enabled in your company, the listing must pass the review before it can be published. Read more about the review in this article.