How to build a Rent Roll in Spreadsheet Server

insightsoftware is a leading provider of financial reporting and enterprise performance management software. With connection to 140+ ERPs including MRI, Yardi, JD Edwards, SAP, and more, we enable the office of the CFO with tools to increase productivity, visibility and accuracy of their data.

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Sam Protzmann: Alrighty. I'm going to go ahead and get started. Thank you everyone for joining us this afternoon you a little bit more than she's ever specifically related to building a rent roll.

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Sam Protzmann: Definitely want to encourage everyone to use the functionality that zoom has to offer as we go through this webinar, both the PowerPoint and then the actual demonstration.

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Sam Protzmann: As a Q AMP a functionality that you can go ahead and submit questions through with the name of tabs or anonymously. We won't broadcast through the questions are from, but just for our own information, it's good to know.

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Sam Protzmann: where everyone's had that. And you can also raise your hand if you'd like to pose a question on your own to the group. So our agenda for today.

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Sam Protzmann: Go ahead and take you through introductions to both redirect consulting, as well as inside software company that makes spreadsheet server.

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Sam Protzmann: Give you a little bit of background via PowerPoint on how we come to work together and what we're here to show you today. And then I'm going to hand it over.

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Sam Protzmann: To our team to provide you a demo spreadsheet server and everything you can do with it specifically related to building an automatic current role.

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Sam Protzmann: So with that, my name is Sam prosper and from the National account executive with your direct consulting been with the company for about three and a half years and I've been working with

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Sam Protzmann: A spreadsheet server for the bulk of that time. My background is in commercial real estate and technology. So I've spent

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Sam Protzmann: Pretty much my whole career working in the space also joined today by Michael Wiley with inside software. He's an expert on spreadsheet server and everything you can do with it using Query Design.

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Sam Protzmann: And fries Maven on the direct side, who is one of the principles that redirect very heavily involved in the technical side of things and has done.

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Sam Protzmann: A lot of customization work with spreadsheet server. I'll let them do a little bit of further introducing once they get into their part of the presentation.

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Sam Protzmann: But for now I want to give you a little bit of background on redirect consultant. I know a lot of you have worked with us in the past, but for anyone who hasn't

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Sam Protzmann: You've been around for 21 years now working for the most part with MRI and you already we do quite a bit of

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Sam Protzmann: Other consulting work, but the bulk of our consulting comes in the form of MRI already and spreadsheet server. We've done well over 600 projects just in the last five years.

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Sam Protzmann: We work both with commercial and residential clients. We have consulting experts in both areas and some who are highly proficient on both sides of the coin.

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Sam Protzmann: We have a very high customer support satisfaction rate, we actually run our own help desk for MRI and your users. And that's where that 95 plus percent

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Sam Protzmann: satisfaction rate comes from and our consultants have an average experience of 15 plus years. And that takes me into a little bit of background on our team as a whole.

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Sam Protzmann: Like I said over 15 years average in the industry and what we think really sets us apart from a consulting standpoint is

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Sam Protzmann: Our farm folks are not just technology experts. They do have a lot of experience with them. Right. And already, but they also come from the commercial real estate industry.

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Sam Protzmann: These are people who have worked as controllers, who have CTA experience to really understand what it's like to manage the

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Sam Protzmann: Real estate assets manage the financials and build a portfolio so they can bring that accounting and property management expertise to their MRI and you already experience and combine the two. To give you a

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Sam Protzmann: holistic view of how you can use technology to meet your company operate more efficiently to read our consulting our

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Sam Protzmann: Our services really fall into three different buckets. The first would be business consulting, which, given the experience our consultants have in the commercial real estate industry allows us to come in and help

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Sam Protzmann: Companies like the ones who work at diagnose where some of the gaps are in your usage of technology to address your real estate needs and figure out what the best solution for them is going to be

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Sam Protzmann: That then flows into actual implementation of those solutions. So whether it's going from an older legacy system to your, to your MRI or adding on an additional module.

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Sam Protzmann: To your existing the earpiece system we have the folks who can actually do the dirty work and get in there and make sure you're up and running in a way that benefits your company, the most

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Sam Protzmann: Then that will flow into supporting your business on an ongoing basis via trainings. The support through our help desk and things of that nature.

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Sam Protzmann: Now for a little background on inside software. They are the leading global provider of Excel based automation solutions with over 25,000 clients globally. They do a lot of work with some of the 11 on

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Sam Protzmann: Behalf the earpiece systems out there like your SAP even Oracle's but as it relates to the real estate industry. They've done a lot of work with

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Sam Protzmann: Spreadsheet server and MRI and already. So this allows you know really great ability for

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Sam Protzmann: Time to value on getting this product up and running. It's very easy to learn and adapt to because it is an Excel based automation solution.

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Sam Protzmann: The implementation is done in less than a day. We're not talking about weeks or months, like some of the systems, you might be more familiar with.

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Sam Protzmann: And it's going to give you access to real time connection that exists in your yardy or MRI database directly into an Excel worksheet in an extremely simple life.

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Sam Protzmann: So why Excel based automation solutions and specifically spreadsheet server.

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Sam Protzmann: Given some of the data that in place software has compiled. There are three main reporting challenges that you'll find that most companies data gathering is extremely difficult. It's hard to get data into a consistent file format so that you can analyze it and use it.

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Sam Protzmann: Without having the correct numbers and presenting them in an efficient way it's going to be difficult to actually interpret what those numbers are going to me.

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Sam Protzmann: And a lot of times it's difficult to get current up to date information due to the way that data is being aggregated so we want to figure out a way to

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Sam Protzmann: Make sure all the numbers that we're using are as recent as possible. Some of the other things that come up

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Sam Protzmann: When we talk to companies pretty frequently is building these reports can take a lot of time and there's not a lot of consistency through them, especially

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Sam Protzmann: With large organizations where you have multiple people contributing to those reports, it's very expensive to outsource

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Sam Protzmann: You know, redirect. We do a lot of custom reporting for companies and it's a good approach in certain circumstances, but it's a lot better and

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Sam Protzmann: more cost effective to empower your team to do it internally that also eliminates the need for it or technical expertise, you're working in Excel. So pretty common skill for folks to have in the industry.

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Sam Protzmann: And it's going to solve some of the issues with lack of flexibility that we see with a lot of reporting solutions that

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Sam Protzmann: He really confined into a box of what that reporting solution can do, whereas what spreadsheet server. We're going to keep everything in Excel, which allows you to get pretty creative with how you want to handle your reports.

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Sam Protzmann: So spreadsheet server is going to address a lot of these issues, you're going to be able to start and fan Excel from start to finish. That includes being able to drill down into your

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Sam Protzmann: Source data, all the way down to the transactional level. So someone help with performance and provide a single integrated reporting and analytics.

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Sam Protzmann: Area for you to do your reporting to single platform. Like I said everything's in Excel. So that's going to make it much easier for business users folks who are not necessarily technology experts who are very good with numbers and financials to

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Sam Protzmann: Build these reports out. It's also going to allow you more access or data, which led to dive deeper into the numbers. What's happening from an auto anchor set here and get as far down into

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Sam Protzmann: Invoice images. So you're not going to be lacking for access to any sort of data.

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Sam Protzmann: As I mentioned a couple times before you're going to have a real time data connectivity. So as things are updated in your earpiece system, you will see that reflected directly into Excel.

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Sam Protzmann: We've also done a lot of work with insight to pre build some content that will be available for you.

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Sam Protzmann: When you implement spreadsheet server or if you've already implemented spreadsheet server and haven't taken advantage of that we can discuss how

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Sam Protzmann: You can make use of those pre built reports and queries that are available for you. There's also a great functionality to automate distribution of said reports.

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Sam Protzmann: And the installation time is about half a day, your team trained up on a couple more days and it's going to be a very intuitive tool for folks to use

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Sam Protzmann: Now for today, we're really going to focus specifically on building a rent roll report. We've heard from the industry on some of the areas that

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Sam Protzmann: They think are time consuming report to go the difficult, hard to get consistency. So you see that here.

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Sam Protzmann: And we will. This is going to be a series of webinars, we're doing on spreadsheet server. And we're going to tackle some of these other reporting challenges at a later date. And be sure to inform you one. Those are going to be

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Sam Protzmann: But for today, the focus is going to be on how to build that brand more report using spreadsheet server and the query designer tool. So with that, I'm going to hand it over to Mike and for us to walk you through the specifics of, you know, spreadsheet server and creating a rent roll report.

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Mike Wiley: Alright, well thank you, Sam. I'm going to go ahead and share my screen here.

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Mike Wiley: Now again, my name is Mike Wiley. I am a solutions engineer here with insights software.

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Mike Wiley: And just to kind of give you a little background on who I am. So I actually have a, I have a background in the software industry and working with the RPS and applications that integrate with them.

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Mike Wiley: But here with inside software. I am the functional expert on spreadsheets server. So my primary function is to help organizations, improve their reporting processes by running product demonstrations eyes as the one today.

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Mike Wiley: So now as for spreadsheet server, what we're really looking at here is Excel as Sam stated, so

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Mike Wiley: That's because we leverage Excel is the foundation for our reporting. Now you'll notice at the top spreadsheet server. All it really is. Here is an Excel add in

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Mike Wiley: Now what's great is that this ad is dynamically connected to your database. So, you know, whether you're an MRI or Yardi we connect to that database, meaning that the data you see in the report is being populated into excel in real time.

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Mike Wiley: Now the other benefit here is that since we have that connection, it doesn't matter which module or what piece of data you're trying to grab, we can grab it, pull it into Excel and make it live refresh double and even drill

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Mike Wiley: So in this first example here. This is just a rent roll summary sheet. So what we're looking at here. I've got so some given properties. Off to the left.

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Mike Wiley: There square footage is gross rent, even your increases and renewals, just to name a few here.

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Mike Wiley: But behind each of these values as I just kind of click around what you'll see is a formula. Now,

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Mike Wiley: The great thing here is that you ultimately don't need to know how to write these formulas. You don't even have to necessarily understand them just simply know that they're there to retrieve and fetch that live for actionable data.

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Mike Wiley: So now from here. What's great is also that when you see this formula. I also have the ability to drill down into it. So if I wanted to say drill down into

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Mike Wiley: The gross rents here for a given property I now have to just select the cell and then use my ribbon at the top to perform that drill down

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Mike Wiley: One of our mottos here at inside software is that we want you to be able to start an Excel and stay in Excel, and this is how we accomplish that. So what we've done here now is I can now see the breakdown of that information through that drill down

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Mike Wiley: So there's no need to necessarily flip back and forth between your earpiece system to see your data, you now have all of that access right here with an Excel to get and just keep that process consistent and make it easier to get in fence the data that you need to report off of

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Mike Wiley: So now as far as you know this given report, you know, let's say I wanted to edit this. Let's say my my company acquires another property.

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Mike Wiley: Well, now does that break the report, you know, what am I going to do, how do I get that formula back for another property.

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Mike Wiley: Well, the great thing here is that because it's just an Excel. All I have to do is simply insert a new row.

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Mike Wiley: copy the formula from a previous one. And then I'm going to paste it on top and then the next component is just to modify

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Mike Wiley: So this is, I mean, this is Excel. This is what you're already used to doing. So from here, I'm just going to plug in a new parameter. And when I hit Enter here you'll see all of those values update

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Mike Wiley: So now we've gone into the system, the spreadsheet servers looked at. Okay, now we're looking at a different business unit. Okay.

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Mike Wiley: And it's bringing back the property information here square footage is and the subsequent information that you see across. It's all linked because of this formula.

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Mike Wiley: And even further. If I put my cursor in that cell really that formula. It's a live fresh herbal formula that's referencing your business units here. So when you modify these you can get that updated information because it's that live data poll

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Mike Wiley: Now as I've mentioned here, these are summary values, you know, this is a real summary sheet.

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Mike Wiley: But even further. What I mean by summary value is that, in this case, these formulas. They are retrieving a single value and summarizing results. So it's giving me a piece of data that I can drill down into but there's a lot of detail behind that information.

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Mike Wiley: Now, the next formula that type them in the show you here is on our next tab under contract rent by year.

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Mike Wiley: And as I'm going through these just keep in mind these are examples of what you can do a spreadsheet server. These are already polished well built reports, I'm going to get into all that of how you build these from scratch.

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Mike Wiley: So definitely, you know, I'm going to get into all of that, as far as formatting and getting these charts and templates. The way that you want them to be.

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Mike Wiley: But OK. So now in this case for this given report. This is you're looking at contract rinse by year.

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Mike Wiley: But instead of a summary formula. Now you'll notice that when I click on these cells. You'll notice there's no formula behind these, these are just static values.

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Mike Wiley: And the reason being is that with detail formulas. The difference in them is that with the detail formulas, you're exploiting the drill down. So when I drill down into the information and to expose the detail.

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Mike Wiley: Another way I can do that is simply to use a different formula and have that brought into an Excel tab here.

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Mike Wiley: The benefits of that is that now I can filter on given parameters. So if I wanted to say look at

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Mike Wiley: My current residents or future ones even past or vacant. These are just built in drop downs. We even have a toolbar option here that makes data validation, a whole lot easier.

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Mike Wiley: But we also have this wild card. And what this wild card does here is this is actually a consolidation. So this is saying, hey, I want to bring in everything for this given parameter

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Mike Wiley: And I can do that for any of my parameters at the top here. So whether or not I want to bring in all of my properties. If I scroll up to the very top here.

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Mike Wiley: You'll see there's that wildcard I can even manually type it in, but that's your consolidation. So if I go ahead and rerun this report, give it just a moment.

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Mike Wiley: You see, now we're looking at all of my given property types, all the status codes. If I wanted to now go back and filter back to say my future residence list.

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Mike Wiley: I can change the description and then rerun my report. Now I did that a little bit quickly here because I have a nice fancy macro button. This is just Excel.

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Mike Wiley: But the way we do this and accomplish this is actually using this execute reports drop down

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Mike Wiley: When it comes to detail reports, there is this one additional step, since you're reloading data and refreshing all the information in the cells. You just have to go in and manually run that

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Mike Wiley: But again, it's, it's very simple. Just simply modify your parameters, you know, say, hey, I even want to look at a different property code. In this case, and then either use this drop down to run it.

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Mike Wiley: Or you can have a macro perform that same function. It's just the way that you set up your reports.

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Mike Wiley: Now it looks like in this case, I don't have any the future residence. But if I quickly change that to my current you can see here it is refreshing and fetching that information that I want. It's bringing all of that into my spreadsheet, so that I can generate any report that I need.

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Mike Wiley: Now this type of formula is really useful when you're distributing reports, we do have a distribution component

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Mike Wiley: I'm not going to focus too much on this today. But what this allows you to do is send reports out to those that need them. So if you have different property managers or, you know,

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Mike Wiley: Just property owners that only need to see specific information.

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Mike Wiley: I may be a master user and have spreadsheet server and can drill in and get live for festival data, but maybe I just need to send them some static reports.

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Mike Wiley: This distribution component makes a whole lot easier to automate that distribution piece where I don't have to go in modify these parameters, every time.

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Mike Wiley: For the given people that I'm going to send these to it takes care of that all all in the background so that I can automate that entire process as well.

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Mike Wiley: Alright, so I'm going to show you another example of a detail report here. So if I jump over to this next rent roll tab.

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Mike Wiley: When you're looking at these given reports. Just keep in mind these are just kind of a sample. These are just kind of a flavor of what you can do a spreadsheet summary of what's possible.

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Mike Wiley: Just to get just kind of gets her, you know, get the wheels rolling, get some ideas of how you want to build these reports.

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Mike Wiley: In this case I'm pulling in your property ID. I'm looking at residential here. So I've got bedrooms, they can see dates expiration dates even change codes and

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Mike Wiley: Amounts off to the side and this is just an idea of what you can do with spreadsheet server, since we're connecting you to your database of doing that live poll

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Mike Wiley: You can modify any of these queries and I'll come back to that. But you can modify these reports rather to pull in any columns of data from that module or that

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Mike Wiley: Location that you'd like and you could even say, you know, in this case, I don't really need to see the building description. I've got the property name. You could remove that and I'ma show you exactly how we do that here in just a little bit.

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Mike Wiley: But in this case, what we're looking at here. I've got, I've got just a nice example of parameters at the top. So I've got my database connection here my property IDs, the bedrooms and the statuses as well as that summary query that you're seeing here.

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Mike Wiley: Down below that one. I've also got the detail query. So what I'll do, to just filter on this really quick. So I'm going to say, you know, I want to look at property 200

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Mike Wiley: So I can hit enter and you'll see here when I enter the summary value updates automatically. And that's because the summary is exactly that. It's a summarized value. So it's looking at the parameters and updating based on those given changes.

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Mike Wiley: And then if I wanted to say drill down on those amounts. I can, and it's exposing the same detail information that I can generate with a detailed query. So I'll show you that as well.

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Mike Wiley: But ultimately I wanted to come here just just prove to you that, you know, just to kind of give you an idea of what we're actually pulling in, so now we're summing the rent roll amounts. So if I scroll off to the far right.

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Mike Wiley: This last column, the amounts of those given those given rents in the properties. That's the value that total value is what we're returning in this summary quarter.

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Mike Wiley: Now, as I stated with the detail queries as you see down here.

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Mike Wiley: The only differences is I have to manually go in and refresh that report. So I haven't done that yet. But if I go in perform that now, again, we're only looking at property 200 and yeah I have the subsequent information.

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Mike Wiley: And I can get as granular as I like. So if I want to say, you know, now I want to filter this on on only one bedroom.

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Mike Wiley: I can put that in. Again, this one monitor updates updates accordingly. But then this next one. Just one more step refresh that report. And again, we're now condensing the data that we're retrieving with these different formulas

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Mike Wiley: So hopefully, at this point, that whole process of using reports is making sense. But now I'm going to kind of take a just kind of

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Mike Wiley: Step back a second and say well you know aren't that's great, but how do we actually get these formulas into the spreadsheet. You know, I understand here how you're modifying and using them. But, you know, let's let's start from scratch. How do we get there.

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Mike Wiley: So I'm just going to open up a new spreadsheet here. This is just a blank tab. And what I'm going to tap into here is now is the formula builder. So this is how you bring in those formulas from scratch.

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Mike Wiley: Now, in this case we separate with spreadsheet server there's there's kind of two halves to the discussion. So we have

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Mike Wiley: The financial piece. So that's anything inside your general ledger. So if you're needing to generate

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Mike Wiley: Things like your, your balance sheet, income statement of cash flows, anything like that. And you even run into trial balance, you're going to use these formulas at the top. That's what they're for.

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Mike Wiley: But if you're going to be fetching any other sort of data. So things like rent rolls tenant info you know property IDs anything outside of the GL if it's just in a different module. All we have to do is just use these different formulas to fetch that information.

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Mike Wiley: Now what we've talked about so far. These GX EQ formulas. Those are summary values and Gx Ed formulas, your detail ones these other ones down below. They build off the top two these are going to be your friends. They're going to be the ones you most commonly use

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Mike Wiley: But now, as you notice I now have to go out and select the type of report that I want to put into my spreadsheet.

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Mike Wiley: But if I'm going to select a report, there has to first be a report to select

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Mike Wiley: And so that's where as Sam was talking about. We do provide a lot of pre built content for for, you know, the residential space or the real estate space.

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Mike Wiley: And where we can tap into that is through this query exchange. So if I open this up now.

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Mike Wiley: This is just a place where we can go in and say, you know, these are some pre built queries that I want to access that way I don't have to start from scratch for all of them, but I'm going to show you how to start from scratch, as well.

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Mike Wiley: But if I select MRI, give it just a moment. These are all the pre built queries that you can go ahead and go down the list and select the download, so if you want your building listing your leases.

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Mike Wiley: You know, some some AP AP invoices you're building lists cash receipts. This is just to name a few. Ultimately you select what you want, download them.

00:23:58.620 00:24:11.430
Mike Wiley: And then it's just going to place them into a folder path. So it's going on my PC, all the way down through my users just through my public documents folder through spreadsheets server down into ultimately this queries folder.

00:24:12.420 00:24:21.600
Mike Wiley: Now this is just a folder path. You can manage this. You can create a whole new folder, own it, place it in a different location. It's up to you how you want to manage that.

00:24:22.950 00:24:34.320
Mike Wiley: And then from there I can now as a end user browse out to those given queries. So in this case, you know, I've got lots of connections we talked to lots of different you know earpiece.

00:24:34.920 00:24:42.390
Mike Wiley: But in this case, I'm gonna just select MRI, for example, and I'll recreate that same RM rent roll that that we looked at just a minute ago.

00:24:43.830 00:24:59.130
Mike Wiley: And so when I bring this in now. Now I've got my query. I've got the location. I'm not return that query. And so right now I'm selecting a one. That's what we're looking at here and I'm going to some the amounts of the rents in that query.

00:25:00.360 00:25:10.080
Mike Wiley: So in this case, we also can change this to say count given value. So maybe you want to count your rent your leases, maybe you want to take the average, you know, do any kind of min

00:25:10.560 00:25:22.680
Mike Wiley: Max, maybe even use them embedded formula you select from the drop down and you can even change the column that you want to filter on. So if I don't want to look at amounts, I could say you don't want to count my bedroom. So I'm going to count.

00:25:23.370 00:25:31.650
Mike Wiley: Or something else, or I want to take the average of my amounts or my rents whatever it is that you're trying to accomplish, you select from your options list here.

00:25:32.490 00:25:39.510
Mike Wiley: And then you use your parameters. These are going to be your on screen parameters that you can refresh to retrieve different results.

00:25:39.960 00:25:50.700
Mike Wiley: So if I want to do instead of looking at all my properties because that was a wild card, I can say, I'll just look at property 100 and the last step here is just to insert that into my spreadsheet.

00:25:52.770 00:26:03.030
Mike Wiley: So now what we've done is we've grabbed a pre built query saved it to a folder and brought and modified it and then brought it into Excel.

00:26:04.110 00:26:16.770
Mike Wiley: So that's kind of the process of their first has to be a report that you then grab as an end user and bring into Excel and then you can simply modify from there. So photo. Now look at 200

00:26:17.190 00:26:25.650
Mike Wiley: I can change it if I want to say, you know what I want to make this accounting format that's just Excel, that's up to you how you want to view the information, how you want to format it

00:26:26.700 00:26:28.470
Mike Wiley: That's just really using Excel.

00:26:29.970 00:26:41.460
Mike Wiley: And now, just to give you an idea as well. So I've talked about summary queries like this one, but there's also that detail query. So if I go down into my g x default formula type

00:26:42.090 00:26:53.760
Mike Wiley: Again, all I do is browse out through the same folder path. So right here, we're looking at this is all the way down into that queries folder so anything saved into that folder. This is what I can bring into the formula builder.

00:26:54.870 00:26:57.480
Mike Wiley: So I'm going to just grab that same one that are enroll.

00:26:58.770 00:27:05.580
Mike Wiley: And then from here. The only differences. Now we're going to explode and expand out the detail information.

00:27:06.390 00:27:14.190
Mike Wiley: And so I need to specify how I want to view that information whether I want to send it to a cell, a named range or even a table.

00:27:14.850 00:27:21.120
Mike Wiley: But as you can see in my report, I don't have any of that built in already. And so, that's okay. I'm just going to select a cell for now.

00:27:21.810 00:27:33.810
Mike Wiley: And I'm just going to kind of guess and say, you know what I know my parameter is going to bring in. I'm going to just drop that detail on, say, a team will just take that as kind of a just a safe guests here, for example.

00:27:34.320 00:27:46.710
Mike Wiley: You can modify it later. I'm just kind of giving you an idea and then since I use property 200 above. I'm going to go ahead and just use that same one there and then insert it into my fridge.

00:27:48.030 00:28:02.640
Mike Wiley: Alright, so now again. You may be wondering, Okay, where's the detail why where to go. Remember, there's that one additional step if I go into my execute reports, I have to run that G SD that detail for now.

00:28:03.450 00:28:15.900
Mike Wiley: I've got some other options here. I can either run all the detail reports in my entire Excel workbook so that refreshes all of them. And all of these different tabs or I can just select to run that specified one

00:28:17.190 00:28:29.640
Mike Wiley: But then now what we're looking at. As you can see, there's my detail, it's it's it's expanding on row. A or 18 here, just like I told it to. And we're bringing in all of that data.

00:28:31.350 00:28:39.600
Mike Wiley: Now, the other thing that I'll mention is that ultimately these formulas. Notice it just references. These cells.

00:28:40.080 00:28:51.660
Mike Wiley: These are just cells. So if I wanted to say go in and clean this up a little bit and say, you know, I want that to reference this top query. I don't want to have it. I don't want my parameters on there twice.

00:28:52.230 00:29:00.120
Mike Wiley: All I'm doing is just dragging the reference up I'll hit Enter. And now when I look at that we're looking at the parameters above

00:29:00.960 00:29:08.160
Mike Wiley: So great. The great thing here is I can now remove that clear it out. I can even say, you know what I want to drag that query up

00:29:08.970 00:29:20.880
Mike Wiley: And, you know, clean this up even further will say, in this case, I want to go back and edit that cell location where that the that data gets brought in. But you know what, even further, I want to throw in a table.

00:29:21.450 00:29:34.410
Mike Wiley: So I'm just going to go up. I've got a little shortcut here, I'm just going to dump in a blank table. That's fine. I'm going to give it a name and call this my my rem or we'll just call this my lease.

00:29:35.880 00:29:39.690
Mike Wiley: And we'll, we'll just call it rents actually just make it simple.

00:29:41.160 00:29:46.020
Mike Wiley: Alright. So all I've done, I've just added a table of blank table. You're giving it a name.

00:29:47.130 00:29:54.690
Mike Wiley: I'm going to go back to my spreadsheet server ribbon. We're going to edit this formula again. So I'm selecting the formula going into my formula builder.

00:29:55.230 00:30:03.300
Mike Wiley: But in this case, I don't want the detail down in these cells anymore. I want it to go into this table. So now I can drop it into the table.

00:30:03.960 00:30:13.830
Mike Wiley: I've got that table name called rents and I want to make sure I clear that table. Every time I refresh my prayers. So now I can update it.

00:30:14.490 00:30:24.300
Mike Wiley: And then guess what all I've got to do from here. You know what, I don't even need this information anymore. I'm gonna just delete it really quick and then I'm going to run that report. One more time.

00:30:26.970 00:30:40.710
Mike Wiley: So now I've taken that formula referenced it back to the parameters above, put it into a table and you know what even further. I'ma just copy some of the, the, I'm gonna just copy some of the formatting here or

00:30:42.270 00:30:53.520
Mike Wiley: Not copy the field rather use our format painter. That's just Excel here paint that on top and I'll take this other one as well. Just to give us some some nice coloring

00:30:54.480 00:31:04.020
Mike Wiley: But this is ultimately how I built out this previous rent roll report. You'll notice they're basically they are the same, the same report.

00:31:04.350 00:31:17.730
Mike Wiley: I've just put a little bit more time into the parameters here. But ultimately, that's how you can modify build out reports even polish them up clean them up and on top of that use two different formula types in the same report.

00:31:20.880 00:31:29.940
Mike Wiley: Now I'll show you one more report in this workbook before jumping into that that query designer and how you can design your own reports and queries from scratch.

00:31:30.750 00:31:38.580
Mike Wiley: But this last one here, this weekly leases sign this just shows me some given properties their units, the square footage, the rents.

00:31:39.390 00:31:44.700
Mike Wiley: You know, as, as far as you know what I'm trying to grab is that total net info here.

00:31:45.630 00:31:59.730
Mike Wiley: And then down below. I can look at it against the market. So here's some additional detail. We're pulling. I've got charts in here. So if you're trying to make dashboards, maybe even want to look at your top 10 residents or top 10 risk properties.

00:32:00.090 00:32:10.380
Mike Wiley: It's just using formulas to grab the information that you want to wear, then you can modify parameters and the entire dashboard is going to update accordingly.

00:32:11.040 00:32:19.470
Mike Wiley: So the, the charts updating all of my given information. It's looking at a different week number here to update for all those reports.

00:32:20.250 00:32:26.610
Mike Wiley: Now even further. These are summary formulas, so I can drill down into these as well to get some more detail.

00:32:26.880 00:32:42.360
Mike Wiley: It's all accessible there. This is how spreadsheet server can then kind of bridge that gap of you've got data you need to report off it. But let's make that simple and refresh double in a repeatable process by combining the benefits of Excel with live data.

00:32:44.850 00:32:50.520
Mike Wiley: So now just to jump into the last bit to kind of kind of connect the dots on everything here.

00:32:51.570 00:33:02.430
Mike Wiley: I'm going to open up a separate application called our query designer. This is where you can modify queries that are pre built and even create queries from scratch.

00:33:03.930 00:33:13.530
Mike Wiley: So before a report can be brought into Excel, there must first exist a query a query is really just a pre built report that then you bring into Excel.

00:33:14.130 00:33:29.880
Mike Wiley: So from here. This is that same queries folder where all my previous crews restored. So I can go into my MRI queries list and you know what if we want to look at that red roll report, I can open that up and then modify it from here and make it my own

00:33:31.620 00:33:41.250
Mike Wiley: So how the query designer works is it's broken up by four quadrants in the top left are the tables that I'm using in this report.

00:33:41.880 00:33:49.680
Mike Wiley: So you can see I've got the master table here it's connected to these three separate tables which is even connected to some of these off to the side.

00:33:50.640 00:34:02.130
Mike Wiley: Now, the thing to note here is that, you know, reports, they can be as complex as simple as you want. Sometimes all you need is one table, you can grab you can scroll through grab all the fields that you want and you're good to go.

00:34:02.610 00:34:16.890
Mike Wiley: Sometimes, it requires just one more table rent rolls, we found you know they can just get a little complex. And that's because your roles can just be different. There's a lot of information that you want to grab. There's a lot that you need to pull into the report to analyze it.

00:34:18.450 00:34:32.370
Mike Wiley: But now from here down below are the columns of data that I want to return. These are my fields. So I've got down here, like the bedrooms building descriptions property IDs property names, you know, things like that.

00:34:33.600 00:34:42.240
Mike Wiley: Then in the top right, are my query parameters. These are those parameters that you refresh inside of Excel. So if I jump back to my rent roll report.

00:34:42.780 00:34:59.700
Mike Wiley: These parameters here database name property ID even further. If I go into the formula builder these parameters that you modify here. Those are SMART parameters. So going back to the the pre designer here. These are those smart parameters that you can modify

00:35:01.260 00:35:04.920
Mike Wiley: Then what's great is in the bottom right, this is your sequel.

00:35:05.190 00:35:18.720
Mike Wiley: Now the best part about this product that all say, because I am not a sequel guy. I do not write sequel, I can kind of read it but I definitely do not use it on a daily basis. I'm not somebody that would be able to go in and write this

00:35:19.650 00:35:30.540
Mike Wiley: And that's good because here I can have this checkbox automatically checked here to auto generate the SQL. This is all spreadsheet servers using to return all of this information.

00:35:31.380 00:35:41.280
Mike Wiley: It's simply there for those that like to look at sequel, for those that really want to get into it. They can uncheck the box, you know, modify it from there.

00:35:41.850 00:35:46.230
Mike Wiley: You see here. Now I can go in. This is just a free text field, I can edit it.

00:35:47.010 00:36:00.120
Mike Wiley: That's what you can do, or you can check the box and have it automatically generated for you. So if you're a sequel guy you'd like to write and live in sequel, you can do that. You can make it your own, or you can use this path that we've got in these other products.

00:36:01.860 00:36:12.360
Mike Wiley: Now ultimately what I have to do now to modify this query is I can go in first and foremost, and say, You know what, I don't, I don't really I don't really care to look at this change code.

00:36:13.380 00:36:22.050
Mike Wiley: So what I can do is I can right click on it. I've got a couple options. I'm just going to delete it. I don't need it. I'm just going to remove it from this this this query.

00:36:22.800 00:36:28.380
Mike Wiley: But then you know what I need to scroll down and I'm going to bring in some of these other fields like my user ID or

00:36:29.580 00:36:40.530
Mike Wiley: Going down into the beginning month or even, you know, this status field here. All I did to bring in those fields into this lower section is double click on what I want

00:36:41.370 00:36:52.650
Mike Wiley: Notice how they get brought in the sequel continues to write it. So, and then the last piece is then saying, you know what I want to be able to filter and change that that as a query parameter

00:36:53.160 00:37:01.050
Mike Wiley: For smart farm. So all I gotta do is right click on that and add it as a smart parameter that adds it up to the top right.

00:37:01.740 00:37:09.150
Mike Wiley: I can modify it. You know, I can throw in a parameter, I'ma just leave it as a consolidation, but I'll say, you know, let's look at property ID 200 here.

00:37:09.780 00:37:19.350
Mike Wiley: And then the last step is just to test that to make sure the query. Make sure the data is coming in the way that you want. So you can see here's all the information that we were used to seeing.

00:37:19.830 00:37:31.230
Mike Wiley: But then down at the very back here, these last three columns. Those are what I brought in. These are what I brought in from these selected values I double clicked brought those into the report.

00:37:31.830 00:37:40.710
Mike Wiley: And added those here. So now I can see the status. I can filter on beginning months and now I've got kind of a reference. So I can say, you know, let's let's start in January.

00:37:41.520 00:37:49.050
Mike Wiley: And that's just changing the amount of results that we're retrieving here. That's just print being able to modify that information.

00:37:51.240 00:38:07.770
Mike Wiley: So this is how you can modify queries. Ultimately, the next step is just to save it, go back into Excel update it, and you're good to go. Now you'll have that new field value to filter against you've got more columns you can bring in. That's how you modify

00:38:09.990 00:38:18.390
Mike Wiley: But now, let's say, you know what I want to start a query from scratch, you know. All right, that's great that you can modify them but you know let's let's take it from this. The first

00:38:18.990 00:38:34.950
Mike Wiley: You take it from the top here. So first step is just to go into File, New, just like opening like a new document and then I'm going to give this may this query name. I'll just call this my my leases and I must say underscore MRI because I'm going to use my MRI connection.

00:38:36.150 00:38:42.690
Mike Wiley: You can add in a description. You know, I could even say for this case, this is going to be my webinar test value.

00:38:43.980 00:38:57.780
Mike Wiley: This is optional them and then you just have to select your connection types. So I can either choose to use my MRI connection. I could bring in yardy if I'd like I know we've got more data in our MRI section. So I'm just going to use that one here.

00:38:59.340 00:39:10.980
Mike Wiley: And now this is truly and just doing it. This is the hardest part of using the query designer. It's not modifying what you want to grab. It's knowing which tables to bring into your reports.

00:39:12.000 00:39:20.790
Mike Wiley: Now fortunately with MRI. We have a handy database schema here that this is just a document we can send this to you.

00:39:21.510 00:39:33.390
Mike Wiley: And what this shows you is all the tables inside of MRI. So now if I wanted to say, you know, I want to find all my my my lease my leases tables. Oh, great. So I did a search here.

00:39:33.930 00:39:43.830
Mike Wiley: And now I can see. All right. So if your commercial. Here's the the different tables that you're going to want to focus on your residential here's the ones you might want to look at

00:39:44.850 00:39:55.320
Mike Wiley: In this case, I want to I want this table. That's the information on one. So I'm going to just change my filter my search here to look at say RM lease.

00:39:56.040 00:40:05.400
Mike Wiley: And then there's of course my first instance I'm gonna jump down you know that's not quite it yet. And then here we go. Now I'm under residential management.

00:40:06.150 00:40:22.200
Mike Wiley: Here's all the table names their descriptions and look at this down here. Here's your map. Here's your database dictionary, if you will, on how your these different tables above our joy. So this is just there to give you an idea of where to start.

00:40:24.000 00:40:36.450
Mike Wiley: But ultimately, now if I want to then go into the query designer, all I'm going to do is search for that RM lease table, double click on it and it adds it into my query designer.

00:40:37.530 00:40:48.150
Mike Wiley: Then from here, this is the fun part. Once I've got the table. And now I can say, you know what I want the property ID. The building code. I want all of this information or the occupant to see dates. Let's see. I want

00:40:49.980 00:40:55.170
Mike Wiley: See, maybe some of these past do information will be able to track that maybe that user ID again.

00:40:56.100 00:41:06.960
Mike Wiley: You know expiration dates those statuses whatever it is that I want to bring but then maybe there's another piece of information in this table that you know it's not in this table. I need something else.

00:41:07.950 00:41:19.380
Mike Wiley: What you can do is go into add another table and then search for another one. So I just happened to know off just from using this that I want to bring in this summary field here.

00:41:20.790 00:41:33.090
Mike Wiley: And I'm just going to drag this across expanded a little bit. But what you'll notice is there's this doing so the query designer automatically looks for common fields and creates a join

00:41:33.690 00:41:41.550
Mike Wiley: Now this doesn't always work 100% just you know perfectly because the tables do need to you. They do need to be joined correctly.

00:41:42.570 00:41:44.490
Mike Wiley: This is definitely a great starting point.

00:41:45.240 00:41:53.490
Mike Wiley: And then from here I can either add in additional join. So I may go up and say, you know, I've got some other fields here. Let's see. Maybe name ID.

00:41:53.760 00:42:00.810
Mike Wiley: Property I don't I don't actually think there's any here that are going to immediately connect so maybe we'll just leave that with these writing

00:42:01.500 00:42:08.700
Mike Wiley: If there was a connection to draw create another joint, you simply just drag from a field release where you want to connect it

00:42:09.240 00:42:24.570
Mike Wiley: And ultimately, you can make that a Left Join or right join in and get as fancy as you'd like with your joints. I'm just going to delete that for now because I know that's not going to work. But then now that this is connected. I can bring in all of this additional info.

00:42:26.040 00:42:35.610
Mike Wiley: And then the last step is just to add the feet, the values here that I want to be a smart farm and ultimately test this to make sure it's retrieving what I want

00:42:35.970 00:42:52.620
Mike Wiley: So I've got the information. Okay, good. I can continue modifying it or just you know if that's all I need. I can save it, it's going to save it into that queries folder path. So this is just going to go into my MRI queries bucket. I'll save it there. Right.

00:42:54.060 00:43:03.750
Mike Wiley: Now what's great is I can go back into Excel, maybe even go off, you know, let's create a whole new sheet here or maybe I'll have some room off maybe off to the side here.

00:43:04.560 00:43:17.250
Mike Wiley: And the last step, I just have to refresh inside of spreadsheet server. So this is refreshing my query. So it's looking to that folder saying up. I found a new one. Let me bring that in, make it available. Great.

00:43:18.150 00:43:26.700
Mike Wiley: And then just go into that formula builder will browse out through that MRI folder and there's that Lisa's query, we just created.

00:43:28.080 00:43:29.250
Mike Wiley: So then from here.

00:43:30.870 00:43:34.290
Mike Wiley: I can insert that in and then modify the parameters.

00:43:36.210 00:43:45.900
Mike Wiley: And it looks like I may may not have the quite the right data, but that's okay. We can continue just testing this a little bit by drill down, give it just a moment.

00:43:48.420 00:43:53.400
Mike Wiley: This is pulling in all the data, just to kind of give you some reference here so may take just a second.

00:43:56.070 00:44:07.710
Mike Wiley: I may have to go back to that query designer and make sure I'm pulling in, I just wanted to look at the property ID 200 yeah so should be bringing those values in here.

00:44:10.620 00:44:19.110
Mike Wiley: Ultimately, this is how you bring in those formulas. So I think I've actually gotten this case too much data. So I'm actually going to have to close Excel here.

00:44:19.440 00:44:27.390
Mike Wiley: But ultimately, this is how you can bring in those results. It's just good to, again, know your data. So know that this is going to be a lot of information.

00:44:28.770 00:44:32.910
Mike Wiley: But this is how you can bring in and generate those reports.

00:44:41.610 00:44:50.130
Mike Wiley: Alright. So I think at this point we can jump into I'll pass the mic back to for AWS insane and we can get into some of the questions.

00:44:51.720 00:45:09.150
Sam Protzmann: Thanks, Mike. That was awesome. One of the question that popped up in the hat was how do you handle historic occupancy. If you want to run a role for prior dates. I know we've only got about 10 minutes left here, but then something that either you or frog can touch on

00:45:13.410 00:45:24.840
Mike Wiley: Sure. So, so as far as pulling in those dates. It's just bringing in the date parameter. So you need to have the date field to filter on but then you can connect

00:45:25.230 00:45:25.740
Mike Wiley: And

00:45:26.280 00:45:27.690
Mike Wiley: Filter that parameter

00:45:27.720 00:45:29.370
Sam Protzmann: To retrieve that information.

00:45:30.060 00:45:31.080
Mike Wiley: So I don't know that I have

00:45:31.080 00:45:49.170
Mike Wiley: Maybe some given date parameters here. But ultimately, it's a parameter. If the data exists in the system, we can bring it in to the to your to spreadsheets or to excel rather make it live or professional, it's just a matter of changing the parameters that you're trying to grab

00:45:55.500 00:45:57.450
Sam Protzmann: Our bang, we have

00:45:59.460 00:46:05.370
Sam Protzmann: Another one just more generally about how you could use distribution manager to automate the

00:46:06.690 00:46:11.760
Sam Protzmann: Rent roll distribution, especially for various properties. Yes.

00:46:12.660 00:46:21.120
Mike Wiley: So as far as the, the distribution managers concerned, essentially, not everybody that receives a report.

00:46:21.150 00:46:22.830
Sam Protzmann: Necessarily has to have

00:46:22.860 00:46:35.010
Mike Wiley: Live refresh double data, you know, for for say property owners, they may only need to see the data that you send them and they may not even need it you know all that often there's kind of that that point of

00:46:35.550 00:46:39.510
Mike Wiley: You know how how much information do they need. Are they really going to be able to

00:46:39.930 00:46:52.350
Mike Wiley: Are they really going to need live for freshman and reliable data, oftentimes, it's not a lot of times you can get, you know, get by with just sending them the information they need. And just to talk very briefly about how that's done.

00:46:52.980 00:46:55.110
Mike Wiley: The first steps just to create a control sheet.

00:46:55.740 00:46:58.710
Mike Wiley: And give me just a second. So it's going to create a new tab.

00:46:59.940 00:47:06.900
Mike Wiley: And it's going to open up this next option that maintain specs and this is where you can send it in whatever format type you want

00:47:07.260 00:47:22.830
Mike Wiley: You can either send it to a file save or even send it to that user through his email up to you. But what I mean by specifying the information is if I say, you know, I want to send him that contract rent your report, this, this one down here.

00:47:23.850 00:47:26.070
Mike Wiley: I can then go in to that report.

00:47:27.090 00:47:32.100
Mike Wiley: And modify what he sees. So in my case, I am a master user

00:47:33.150 00:47:40.320
Mike Wiley: I can view all the information. So I can look at the consolidation, but maybe in my property managers.

00:47:40.410 00:47:45.120
Mike Wiley: Case I only want them when they receive that report to see property five

00:47:46.110 00:47:49.080
Mike Wiley: So I can pre load their parameters.

00:47:49.140 00:47:52.770
Mike Wiley: Even though I'm looking at a consolidated report, I can preload their

00:47:52.770 00:47:57.030
Mike Wiley: Parameters, and then add their user into this report.

00:47:57.030 00:47:58.020
Mike Wiley: So I'm just going to

00:47:58.620 00:48:05.220
Mike Wiley: Just push that user in and it may give me a yeah so I had the wrong line selected, but that's okay.

00:48:05.640 00:48:16.740
Mike Wiley: I'm gonna just grab that taste of below you can clear it out above and then I can send in put in a folder location or his email address, even if the file and name.

00:48:17.040 00:48:22.590
Mike Wiley: But then, ultimately, you just create a list of locations and users paste that down modify it.

00:48:22.920 00:48:24.510
Mike Wiley: And you can automate it from there.

00:48:24.960 00:48:26.730
Mike Wiley: And then ultimately distribute it out.

00:48:33.990 00:48:34.140
Sam Protzmann: I've

00:48:35.190 00:48:42.480
Sam Protzmann: Got another one for you. How do you get to the query exchange see a list of the queries that are available. Sure, so

00:48:42.510 00:48:44.220
Mike Wiley: To get to the query exchange.

00:48:45.570 00:48:47.580
Mike Wiley: I think you need to have

00:48:49.080 00:49:02.010
Mike Wiley: I believe all you need actually is just access to this formula builder. So the query exchange is located inside the formula builder. If you go down to these formulas. It's this little arrow icon off to the side.

00:49:02.850 00:49:16.470
Mike Wiley: It can also be found in the query designer up in the search online. So this is the home section of query designer. If you search online here that's that same query exchange. So there's a couple different ways you can reach it.

00:49:17.310 00:49:26.250
Mike Wiley: But that's how you can then go browse out to filter on MRI or yardy or you know whatever your system of references and download those pre built reports.

00:49:32.700 00:49:38.520
Sam Protzmann: Perfect. Um, looks like that is the

00:49:40.170 00:49:44.190
Sam Protzmann: follow some questions we had. So I'm going to

00:49:45.450 00:49:54.300
Sam Protzmann: Go back to our PowerPoint real quick just to give you guys some final information before we wrap up here.

00:49:55.680 00:50:04.260
Sam Protzmann: Just kind of continuing education for everyone and a little bit of information on the license types and what you can do with them.

00:50:07.230 00:50:09.330
Sam Protzmann: You don't go

00:50:14.700 00:50:23.430
Sam Protzmann: Alright, so as we were just discussing, there's two great functionalities that we looked at today that you can use to get around or or

00:50:24.210 00:50:36.720
Sam Protzmann: You've got to create change which might just covered as well as cleared center. Oh, my grill credit cards are under this just got one more question. Can you build a monthly CF using the rents from the rent roll.

00:50:40.800 00:50:49.080
Mike Wiley: Is I mean yes as long as the data is there we can connect it and bring it in. So it's just there needs to be a query first

00:50:49.380 00:50:58.950
Mike Wiley: But that's just going in greeting connecting the tables for the type of information you want and then if you need to look at that side by side with other queries you can bring multiple

00:50:58.950 00:51:00.270
Mike Wiley: Crews into a report.

00:51:00.630 00:51:01.860
Mike Wiley: And view that information.

00:51:05.340 00:51:13.890
Sam Protzmann: Thank you very much. So as I was saying, you've got the query exchange with over 75 queries that are automatically shared that had been

00:51:14.460 00:51:22.410
Sam Protzmann: Previously built and then query designer will change how you can actually go in and read the queries without actual sequel knowledge.

00:51:22.950 00:51:29.970
Sam Protzmann: To access that non financial data and getting KPIs get a grant more information job cost budget information.

00:51:30.390 00:51:40.020
Sam Protzmann: Things like that. Now, by utilizing this functionality you have the ability to reach every data point that exists in any of the tables in your MRI or

00:51:40.380 00:51:54.840
Sam Protzmann: You already RP, you're not going to need any IP development because you don't have to have a prior or existing knowledge of sequel creative designer really simplifies the query writing process and you're not going to need to outsource the actual

00:51:56.310 00:52:08.640
Sam Protzmann: Writing and the queries we can empower your team to learn and do things on their own. This is really powerful, especially given the current situation to help enable your remote workers.

00:52:09.870 00:52:17.880
Sam Protzmann: It's a tool that is pretty easy to use working from home makes it pretty simple to do search and sharing with reports and to

00:52:18.480 00:52:26.460
Sam Protzmann: Work in reports and the collaborative group and you know have secure access to those reports and keep your workflow centralized

00:52:27.150 00:52:32.880
Sam Protzmann: Then the last slide, I want to share with everybody is the different license levels. I know some of the folks who joined us today.

00:52:33.300 00:52:41.310
Sam Protzmann: Are on staging server, but may not be utilizing the platinum functionality. Some of the people on the call aren't on staging server so

00:52:41.850 00:52:51.030
Sam Protzmann: Everything you've seen today, especially with the query designer tool that's going to require a platinum license to actually get in there and

00:52:51.570 00:53:00.090
Sam Protzmann: Write those queries and be able to design the cafe and access to your data points. Everything else that was done outside of query designer.

00:53:00.510 00:53:04.650
Sam Protzmann: To be handled with a gold license, which is pretty much the standard license level.

00:53:05.610 00:53:16.260
Sam Protzmann: To write those queries. You'll need at least one platinum user, but you won't need more than one necessarily and everyone else can be on the gold license that's going to give you access, not only to the interactive spreadsheets.

00:53:16.620 00:53:24.450
Sam Protzmann: But the distribution functionality as well as the formula system and the builder template. There is a third lower license level limited

00:53:25.230 00:53:38.490
Sam Protzmann: User and that essentially enables you to be able to open the spreadsheets and view the interactive data and manipulate some of the parameters so that you can get updated information, but it's not going to come with the

00:53:39.030 00:53:50.670
Sam Protzmann: Additional distribution manager template building and toolbar query functionality. Danielle has put up a next steps pole in the zoom

00:53:51.180 00:53:58.110
Sam Protzmann: The online arena response in there just so we can get some feedback on how you think the webinar went. And then finally,

00:53:58.650 00:54:02.700
Sam Protzmann: I want to thank fraud and Mike for their time today, thanks for

00:54:03.120 00:54:17.430
Sam Protzmann: Coming to the webinar. And if you have any additional questions or want to explore this topic or any other related to spreadsheet server more or discuss what you need to do at your organization to utilize some of the functionality and queries that we've

00:54:18.630 00:54:28.050
Sam Protzmann: Gone over today. My contact information is available on the screen. And I really encourage you to reach out with any question, big or small.

00:54:28.860 00:54:41.280
Sam Protzmann: You know with that. Thanks again, everyone, for coming. I think was pretty informative webinar, especially on like side and look forward to having you guys at any future webinars that we have on the spreadsheet server topics.

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