Workspaces—PEXA Projects

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One main benefit PEXA Projects offers its subscribers is the ability to upload bulk data to the project. This saves time and reduces potential errors that manual data entry may present. You can import two kinds of data to PEXA Projects:

• Bulk Upload or Update Workspaces Data—bulk upload workspaces data (such as lot number, child titles) and create new Workspaces.
• Manually Adding Workspaces - PEXA Projects allows the Proprietor on Title to manually add Workspaces to a Project without having to upload a spreadsheet at any time.
• Bulk Withdrawal of Workspaces—ability to Bulk Withdraw their participation.
• View Upload Reports — view a report of the data that has been uploaded in bulk.

Bulk Upload or Update Workspaces

The Bulk Upload Workspaces tool lets you efficiently import bulk workspaces data from an Excel file to PEXA Projects via a wizard.

Mapping data

Your file may include new workspaces (for creation) and existing workspaces (for update). The file must also include a Workspaces tab with specific columns (Subscriber reference, Lot number, and Child title if a plan of subdivision has been registered). It may include optional columns (Incoming proprietor representative, Purchaser and Gross consideration).

The template can be downloaded from PEXA Projects for your reference.

You may use the wizard to import the following data to your project:

• Subscriber reference (required)
• Lot number (required)
• Child title (optional; required only if a plan of subdivision has been registered)
• Incoming proprietor representative (optional)
• Purchaser (optional)
• Gross consideration amount (optional)

The data in the file will be mapped and once uploaded, new workspaces will be created in your project and existing data will be overwritten.

Uploading Workspaces data

1. Log in to PEXA Projects as Proprietor on Title.
2. Open your project and navigate to Manage Workspaces > Bulk Upload Workspaces.
3. The Bulk Upload Workspaces screen will allow you to upload your own file with all your Workspace information or use the PEXA Projects Bulk Upload Workspace Template. To use the PEXA template, click Download a sample template with your Project's information here.
   
   
4. The spreadsheet columns will be auto mapped else you can map your data
   

   After your file is uploaded, map your fields (right column) to PEXA line item fields (left column).
   

5. Confirm your Workspaces.
   

   After mapping is complete, review and confirm your workspaces.

   Any errors, such an incorrect format or incoming proprietor representative name that cannot be matched to a PEXA subscriber, will be highlighted on the screen and must be rectified.

   You can also add and delete records within the Review Workspaces table. Added workspace records will be validated on-the-fly with an ability to edit them as required.
   

   At the bottom of the screen you’ll find a summary of your workspaces to be uploaded: total number, how many to be created, how many to be updated, how many on the parent title, and how many on child titles. When all errors are rectified, click Commit to confirm the upload. All new workspaces to be created in the project and any workspaces marked for update are updated in one bulk action.
   
   

   In addition to creating and updating your workspaces and prior to committing your changes, you may also choose the following:

   • Review before proceeding—will be displayed if at least one workspace has a child title to be uploaded, and will include reminders of frequently represented parties to be set and common data information to be updated.
     
   • Export—export workspaces to a spreadsheet for reconciliation purposes.

   
   Results

   Upon committing your Workspaces upload, you will be redirected to the Uploaded files reports page.

   When navigating back to your Project Dashboard, all successfully created workspaces will be present and your existing workspaces will be displayed updated with successfully processed changes.

Manually Adding A Workspaces

PEXA Projects allows the Proprietor on Title to manually add Workspaces to a Project without having to upload a spreadsheet at any time.

Adding the workspaces

1. Log into PEXA Projects and locate your project from the Home Dashboard. Click on the Project Reference hyperlink to launch the Project.
2. From the side navigation menu, click Manage Workspaces, and Add Workspaces. 
   

   

3. Answer Has the plan of subdivision registered:

   • Yes
   • No
     
4.  If YES, complete the following fields:
   • Subscriber reference,
   • Lot Number
   • Child Title
   • IP Rep
   • IP Parties
     

5. If NO, complete the following fields

   • Subscriber reference
   • Lot Number
   • IP Rep
   • IP Parties
     
6. Additional Workspaces may be added by selecting  + Add another Workspace or you  CREATE WORKSPACES.
   

Bulk Withdrawal of Workspaces

In case where the Practitioner on Title mistakenly creates bulk Workspaces for the Project, there is the ability to Bulk Withdraw participation.

Steps to Bulk Withdraw from Workspaces

1. Log into PEXA Projects using your credentials. Find the project in the list (use the search function above to help you). Click on it to open the project. From the PEXA Project Dashboard locate the Project you wish to withdraw from and select the Project Reference link to enter the Project.
   

2. On the side navigation panel, select Manage Workspaces and Bulk Withdraw Workspaces

   

3. On this screen you can select which Workspaces you would like to withdraw from. You can go through the list or use the search function. Select the check boxes
   next to the Workspace you'd Like to withdraw from. From the Bulk Withdraw screen, Workspaces can be withdrawn from individually or all Workspaces within the Project can be Withdrawn from in Bulk.

   • To Withdraw from all Workspaces select the Checkbox beside WORKSPACE ID title column 
   • This will automatically check all Workspaces in the list
   • To Withdraw from individual Workspaces use the check box beside each individual PEXA Workspace reference to manually select the Workspaces

         

    4. Once you have selected the Workspaces you want to withdraw from, click BULK WITHDRAW in the right-hand corner.

    5. Select YES from the  Do you wish to proceed with the change? question to complete the participation Withdrawal.

    6.  After you click YES, you will be taken back to the main Dashboard with a message confirming the withdrawal. 

View Upload Reports

You can view a list of all the files you have uploaded and its upload status. You can download a report detailing the upload status for each Workspace.