If your company's old listings have been imported into Linear from another real estate system, they will appear in the Listings section as Locked imported listings.
Imported listings are locked, as the name suggests, and their details cannot be edited. However, a locked imported listing can be copied as a new listing if you wish to publish it again from Linear.
NOTE: Locked imported listings only contain publicly visible listing information. The listing archive and commission details have not been transferred from the old system to Linear.
The step-by-step process for copying a locked imported listing is explained in detail below, but in summary, we recommend the following steps:
- If you have access to multiple Linear environments, first ensure that the environment you want to copy the listing to is selected in the top-right corner.
- Go to the Listings section, find the listing you want to copy, and open it.
NOTE: Ensure that no other filters are active, e.g., deactivate the Only own checkbox first. - Click the Actions button and then select Copy property from the dropdown menu.
- If the copied listing is a housing cooperative unit, add the necessary information about the building and apartment.
- The copied listing will now open in the system. Add the client(s) to the listing.
- Go to the Commission and KYC tab and archive the commission created in the old system for the listing, or create a new commission in Linear.
- Go to the Listing Information tab and review the listing details. Pay special attention to the following:
- Listing price details (e.g., sale price and maintenance fees) are not copied. Fill in the updated details for the copied listing.
- Defects and Damages information has not been transferred from the old system to Linear. Add this information to the copied listing in Linear.
- Linear may have data fields that were not present in the old system. Review the description attachment and check if there are any other details you feel should be added or updated before publishing the listing from Linear.
- Open the Documents section of the listing. You can add documents to the Manage documents section.
- On the Presentation Materials page, you can check if you want to make changes to the image order by selecting Manage images. Additionally, you can prepare marketing materials, such as a sales brochure, before publishing the listing.
- Once everything looks good, you can publish the listing from the Publish tab.
NOTE: If the listing is currently published on portals from another system, hide the publication in the old system first before publishing it again from Linear.
Step-by-step guide for copying and republishing a locked imported listing:
Below, we will go through each of the steps mentioned above in detail. This guide is especially intended for situations where a new Linear user wants to publish a listing through Linear that is currently still published in another system.
We always recommend working on one listing at a time to avoid errors. Take your time and follow the instructions carefully, especially for the first few listings. After a few listings, the process will become clear.
Tip: You can open another browser tab with your old system. This way, you can systematically check which listings you want to copy and download the necessary documents (e.g., commission agreement or property manager's certificate) from the old system.
1. Correct environment
If your company is part of a group with multiple offices, you may have access to multiple Linear environments. Before copying a locked imported listing, ensure that the active environment in the top-right corner is the one where you want to create the listing in Linear.
Change the environment if necessary by clicking the company menu next to your name:
2. Finding the locked imported listing
In Linear's Listings section, you will find all listings and can search for listings by address, for example. When performing a search, ensure that no other filters are active and that the Only own checkbox is deactivated.
Tip: You don't need to type the full address in 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 containing the word "Rata."
3. Copying the listing
After opening the listing, you will find the Actions button next to its address. Click this and then click Copy property:
4. Copied details
If you are copying a housing unit, the system will ask you to fill in the stairwell and apartment number. Enter the same information as in the original listing.
Additionally, the system will ask you to choose whether the new listing will be a sales or rental listing. Select the option that matches the original listing and click the Copy button.
5. Adding Assignors
After copying the listing, Linear will immediately open this new listing and prompt you to fill in the assignor(s). We recommend adding the assignor(s) now, but you can also add them later when creating the assignment agreement (step 6).
If customer data/customer registry from the old system has been imported into Linear, you can click Select and search for the assignor in Linear's customer registry by their name. If the old customer registry has not been imported into Linear, or you cannot find the customer, you can select Create a new CRM customer. Detailed instructions for creating a customer can also be found in this article.
NOTE: If there are multiple people with the same name in the customer registry, make sure to select the correct customer! You can also verify that the customer's contact information is accurate by clicking the pencil icon. Clicking the pencil allows you to view detailed customer information and edit it if necessary.
6. Assignment and KYC
Regarding the assignment agreement, you have a couple of options. You can either create a completely new assignment in Linear or archive the assignment you created in the previous system into Linear. These instructions focus on how to add a valid assignment to Linear. You can find more detailed information about creating a new assignment in this article.
Go to the Assignment & KYC tab on the listing card and select Own contract template and Manual, then click Start.
NOTE: Always select Manually signed even if it was electronically signed in the old system! (If you select Electronic signature, you will send the assignment for electronic signing again.)
Next, select Fill in contract details and enter the details of the current valid assignment into Linear. There are not many mandatory fields (*-marked).
Then, under Upload signed contract and attachments, add the documents of the assignment agreement signed in the old system. Download the documents from the old system to your device beforehand so you can upload them to Linear.
Finally, click Acknowledge the contract as signed.
7. Listing Information
On the Property information tab, review the listing details and archive the description appendix created in the old system here.
NOTE: Reviewing the listing details is important because the information may have been updated since the listing was created as a locked imported listing in Linear. Additionally, note that only publicly visible listing details are saved for locked imported listings.
Select the option Handwritten signature or own description attachment template and click Edit description attachment. Review the details of the listing and, if necessary, add or correct information. Finally, click the Completed button when everything is in order.
NOTE: Pay special attention to the following:
- The price details of the listing (e.g., sales price, maintenance fee details, rental price) are not copied from the locked imported listing to the new listing. Fill in the updated information in Linear.
- Defects and Damages information has not been transferred from the old system to Linear. Enter the information into Linear so that it appears on the brochure (the information will not appear on the publication).
- Linear may have data fields that were not present in the old system. You can review the description attachment and check if there is any other information you feel should be added or updated before the listing is published from Linear.
After this, proceed in the same way as with the assignment: archive the signed description attachment in the old system under Add signed description attachment and click Acknowledge as ready.
8. Listing Documents
Next, open the Documents tab on the Linear listing card and click Manage documents. Here, you can archive/add various documents (e.g., housing manager certificate or encumbrance certificate) that you had saved in the old system and that are still relevant for marketing the listing.
Tip: If you had the old system open in another tab, first download all the listing documents to a single folder on your computer. Then upload these to Linear.
You can read more about managing documents here.
9. Presentation Materials and Listing Images
The images from your old listing have been transferred to the copied listing in the same order as they were at the time of copying. By clicking Presentation Materials tab and then Manage images, you can make changes to the images if needed before republishing the listing.
You could, for example, rearrange the image order, add captions to the images, or hide images from public view by clicking the eye icon in the lower left corner of the image. Additionally, you can add more images to the listing if desired. More information about managing images can also be found in this article.
On the Presentation Materials tab, you can also prepare the listing brochure before publication. This is recommended so that the brochure is ready if someone requests it.
Comprehensive information about creating and editing brochures can be found in this article.
10. Publishing the Listing
Once the above steps have been completed and everything is ready for the listing, it's time to move to the Publication tab.
Tip: For sales listings, you can preview the publication details in the DIXU portal. The preview allows you to double-check that there are no factual or typographical errors in the actual publication. Open the preview by clicking the DIXU button at the bottom of the Publication tab.
On the Publication tab, you can also configure publication settings, such as selecting sales platforms and scheduling the publication.
NOTE: Before publishing the listing from Linear, it is important to remove any old publication from your previous system!
If your company uses the Inspection feature, the listing must pass inspection before it can be published. Read more about inspections in this article.