Each property is assigned two identifiers on the property card: a Residential PropertyID and a separate LifeID. The Residential PropertyID remains constant throughout the property's lifetime, regardless of its status. In contrast, the LifeID is dynamically generated by the system each time the property is Withdrawn or Settled, reflecting the beginning of a new lifecycle for that property.

Understanding this concept is crucial throughout your use of the Vault, as we'll elaborate below. One of the key advantages of this functionality is that it helps keep your database clean, organised, and easy to navigate.

Contents:

• Video Tutorial
• History - How to view the prior history when a property has been Withdrawn or Settled 
• Filing Cabinet - How to view past added documents when a property has been Withdrawn or Settled
• Owner Report - How to view past data in the Owner Report when a property has been Withdrawn or Settled
• Advertising - How to view the past Advertising ledgers when a property has been Withdrawn or Settled
• Sales Trust - How to view the past Sales Trust ledgers when a property has been Withdrawn or Settled

Additional information

When a property has been Withdrawn or Settled and has been assigned a new LifeID, there are a few sections in the property card that will be cleared for the new life cycle of the property.

The below is a breakdown of each section affected and how you can view data from the prior LifeID.

History

When a property has been Withdrawn or Settled, the system will record all prior LifeIDs from within the History of the property (Other tab > History). Here, you are able to view all prior lifecycles, including the option to view the past sales history by clicking on more. 

All sales details are locked once the property has been settled and will only allow you to view a Read-Only version of the Sale Details. Should you need to make changes to the sales details, you will need to use the Reverse on the current lifecycle - This will revert the property back to "Unconditional" status and allow you to make updates to the sale details. You are then able to resettle the property once you have made the desired changes.

For further information on how to revert the prior settled lifecycle or publish a prior settled property on portals (off-market listing), please see the links below: 

How to revert a property back to unconditional when settled

How to publish an off-market listing on portals 

Filing Cabinet

When a property has been Withdrawn or Settled, the system will clear all added files from within the Filing Cabinet to cater to the new property lifecycle. This, however, does not delete any files that had been previously added to the Filing Cabinet from when it was previously listed. These files can be found by going into the property > Filing Cabinet tab > selecting the past lifeID from the dropdown in the top right-hand corner - This should then populate all prior files from when the property has been previously listed.

You will need to ensure that you produce all related sale documents prior to settling the property, as these documents will merge the sale data in real-time. These documents will then need to be saved in the Filing Cabinet in order to reproduce them with the past settlement data after the property has settled.

Owner Report

When a property has been Withdrawn or Settled, the system will clear the Owner Feedback Report to cater to the new property lifecycle. Prior added data can still be accessed by going into the property > Owner Feedback tab > Owner Feedback > Selecting the past lifeID from the dropdown in the top right-hand corner - This should then populate all data from when the property has been previously listed.

You will need to ensure that you update the date range above, to the date of when it has been previously listed as this will refine the data based on the selected date range. 

If you are using the QR code to check-in open home attendees, this will also reset once the property has been Withdrawn and Settled. This includes the QR code from within the Open Homes tab, Other tab > Print QR Code check in and via the VaultRE app.

Advertising

If you are using the Advertising module and the property has been Withdrawn or Settled, the system will clear the Advertising ledger to cater to the new property lifecycle. Prior advertising ledgers can still be accessed, by going into the property > Financials tab > Advertising > Selecting the past lifeID from the dropdown in the top right-hand corner - This should then populate the previous advertising ledger, including the option to Reinstate Transactions (Move the ledger to the new lifecycle) or make any changes in the ledger.

Sales Trust

If you are using the Sales Trust module and the property has been Withdrawn or Settled, the system will clear the Sales Trust ledger to cater to the new property lifecycle. Prior Sales trust ledgers can still be accessed by going into the property > Financials tab > Trust Ledger > Selecting the past lifeID from the dropdown in the top right-hand corner - This should then populate the previous Sales Trust ledger. 

Once the property has been Withdrawn or Settled, the system will not only lock the Sales Details but will also lock any prior Sales Trust ledgers. You will still have the option to produce prior receipts, however, you will be unable to add/edit any transactions in the Sales Trust.