Hi!!
I’m working on a Monday board for a client in the property management industry, and I’m running into a challenge I’d love your input on.
Here’s the situation:
- I’ve created a “Master Property List” that includes around 8,000 properties.
- These properties are owned by about 3,000 different owners, each with their own management agreement.
- The management agreements are one agreement per owner, regardless of how many properties they own (e.g., one owner may have 500 properties but only signs one agreement).
- These agreements have expiration dates, and I need to track those expirations.
The Challenge:
I want to create an automation like:
“100 days before a management agreement expiration date arrives → create an item in a Renewal Board.”
However, if I were to do this using the property list, it would create duplicate renewal items for each property owned by the same owner, which I’m trying to avoid since only one agreement needs to be signed by the owner, not per property.
I’ve also tried setting up a separate “Owner List” board, but I’m struggling to connect it properly with the Master Property List. The mirror column only picks up the first match instead of recognizing all matches.
My Question:
Is there a way to avoid manually linking all 8,000 properties to their respective owners on the Owner List board?
Has anyone come across a similar situation or have any suggestions on how to:
- Effectively tie the Owner List and Property List to prevent duplicates?
- Track management agreements efficiently without overwhelming the Renewal Board with duplicate entries?
- Create a more efficient workflow to manage this setup with automations, linkages, or other features?
I’m looking to get this running for them as soon as possible, so any ideas or tips would be much appreciated!
Thanks in advance for your help! 