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The Properties management feature in the OS Property backend is the operational hub for the entire real estate listing catalog. It is the place where administrators and operations teams carry out all tasks related to property listings: creating, editing, approving, publishing, and removing properties.
This feature group allows administrators to:
This feature is accessed from:
Administrator Panel → OS Property → Properties
Purpose: Displays the complete list of properties in the system as a paginated table, giving administrators an overall view and the ability to perform bulk actions.
When to use: When you need to review, inspect, bulk-process, or locate a specific property.
Who uses it: System administrators, content managers, operations staff.
Expected result: A filtered, sortable list of properties with bulk-action controls.
Important note: Every time the property list page is loaded, the system automatically unpublishes any property whose listing end date has passed. This is an automatic housekeeping mechanism that requires no manual intervention.
Purpose: Helps administrators quickly locate properties based on multiple criteria.
When to use: When you need to find a property by name, location, status, assigned agent, or specific characteristics.
Who uses it: All users with Properties management access.
Available filters:
| Filter | Description |
|---|---|
| Keyword | Search across name, description, address, and reference number |
| Company | Filter by the agent's company |
| Agent | Filter by assigned agent |
| Category | Filter by property category |
| Property type | Filter by type (house, apartment, land, etc.) |
| Country / State / City | Filter by geographic location |
| Bedrooms | Filter by minimum number of bedrooms |
| Bathrooms | Filter by minimum number of bathrooms |
| Rooms | Filter by minimum number of rooms (⚠️ known bug — see section 5.5) |
| Featured | Filter properties marked as featured |
| Publish status | Filter by published / unpublished |
| Approval status | Filter by approved / unapproved |
| Pending approval | Filter properties awaiting approval |
| Agent type | Filter by agent account type |
| Days since posted | Filter by number of days since the listing was created |
Note: Filter state is saved in the current session, so filters persist when navigating between list pages and are only cleared when the session ends or filters are explicitly reset.
Sorting: The list can be sorted by any column header.
Purpose: Allows viewing the full information of a property and editing it as needed.
When to use: When you need to inspect, update, review content, or change the status of a specific property.
Who uses it: Content managers, system administrators.
How to access: Click the property name in the list, or select a property and click Edit in the toolbar.
Sections available to view and edit:
| Section | Contents |
|---|---|
| General | Name, reference number, URL alias, categories, type, market status, pricing |
| Status | Approved / unapproved, published / unpublished |
| Address | Street address, postcode, country, state, city, region, map coordinates |
| Property details | Video, attached documents, bedrooms/bathrooms/floors, area, energy data, panorama photo |
| Description | Short description, full description, internal agent note |
| SEO Meta | Meta description, meta keywords |
| Amenities | List of amenities included with the property |
| Neighborhood | Distance to schools, hospitals, airports, etc. |
| Extra fields | Extended data fields specific to the property type |
| Photos | Manage listing photos, ordering, and captions |
| Price & tax history | Historical sale prices and tax assessments (if enabled in configuration) |
| Open house | Scheduled open house times (if enabled in configuration) |
| Multilingual | Translated content per language (if multiple languages are configured) |
| System info | ID, view count, information request count, star rating |
Purpose: Add a new property listing to the system.
When to use: When a new property needs to be listed, or when assisting an agent or user in creating a listing.
Who uses it: System administrators, data entry staff, content managers.
How to access: Click New in the toolbar on the property list page.
Expected result: A new property is created with the entered information.
Save options:
| Option | Action after saving |
|---|---|
| Save & Close | Save and return to the list |
| Save & Stay (Apply) | Save and remain on the edit form |
| Save & New | Save and open a new blank create form |
Purpose: Controls whether a property is publicly visible on the front-end through an approval workflow.
When to use: When the system requires administrator approval before a listing goes public.
Who uses it: System administrators, content approvers.
Expected result: After approval, the property becomes visible on the front-end (provided it is also in Published status). The system automatically sends an email notification to the assigned agent.
Purpose: Toggle the visibility of a property on the front-end.
When to use: When you need to temporarily hide or re-activate a property listing.
Who uses it: System administrators, content managers.
Important note: Published and Approved are two independent statuses. A property only appears on the front-end when it is simultaneously in Published and Approved status.
Purpose: Permanently remove a property and all its associated data from the system.
When to use: When a property is no longer needed and the system needs to be cleaned up.
Who uses it: System administrators.
Important note: Deletion is permanent and cannot be undone. All related data including photos, extra field values, amenities, and history records are removed along with the property.
Purpose: Quickly create a copy of an existing property to use as a template.
When to use: When multiple properties with similar information need to be created.
How to use: Select a property and click the copy action (if displayed in the interface).
Expected result: The system creates a duplicate with similar information and redirects the user to the edit form for the new copy.
Purpose: Add, remove, reorder, and caption photos for a property.
Available upload methods:
| Method | Description |
|---|---|
| Individual upload | Upload photos one at a time with captions and ordering |
| Batch upload (ZIP) | Compress multiple photos into a .zip file and upload in one step, then select photos to import |
| Ajax upload | Upload photos without refreshing the page, suitable for adding photos while editing a listing |
Related configuration: The maximum number of photos per property and photo resizing behavior (auto-crop, proportional fit, or manual) are configured under Configuration → Images tab.
Purpose: Generate a print-ready view of a property's full information.
When to use: When you need to print or save property details as a PDF for sharing or archiving.
Purpose: Provides a quick overview of activity across the property catalog.
Available statistics:
Purpose: Automatically regenerates and deduplicates URL aliases (slugs) for all properties, ensuring SEO-friendly and unique URLs across the catalog.
When to use: After configuration changes, bulk data imports, or when property URLs are found to be duplicated or malformed.
Permission required: Requires a separate SEF permission.
Purpose: Rebuilds all thumbnail and medium-size images from originals using the current configuration settings.
When to use: After changing image size settings in the configuration, or when thumbnails are missing or corrupted.
Permission required: Requires a separate photo management permission.
1. Go to OS Property → Properties → Click [New]
2. Fill in the required fields:
- Property name
- Category (select at least one)
- Property type
- State / City
3. Fill in additional information:
- Address, price, description, photos, amenities, etc.
4. Set statuses:
- Published: Yes / No
- Approved: Yes / No (depending on your team's approval workflow)
5. Save using Save & Close / Save & Stay / Save & NewNotes after saving:
1. Go to OS Property → Properties
2. Find the property to update (use filters if needed)
3. Click the property name or select it and click [Edit]
4. Make the required changes
5. SaveNote: Each save records the editing user and the timestamp of the modification.
1. Go to OS Property → Properties
2. Filter by "Pending Approval" or "Approval Status = Unapproved"
3. Review each property
4. Select the property → Click [Approve] in the toolbar
Or: reject → Click [Unapprove]
5. The system automatically sends an email notification to the assigned agent1. Go to OS Property → Properties
2. Apply the relevant filters (keyword, status, type, location, etc.)
3. Review the results
4. Perform the required action (edit, approve, hide, delete, etc.)The system handles expired properties automatically as follows:
Example: If the configuration sets 30 active days and a 15-day grace period before deletion: a property approved on January 1 will be automatically unpublished on January 31 and permanently deleted on February 15 if not renewed.
| Field | Required | Notes |
|---|---|---|
| Property name | ✅ Always required | |
| Category | ✅ Always required | At least one category must be selected |
| Property type | ✅ Always required | |
| State / City | ✅ Always required | A new state name can be typed if not already in the list |
| Address | ⚙️ Configuration-dependent | Required when the "address required" setting is enabled |
| Short description | ⚙️ Configuration-dependent | Required when the "short description required" setting is enabled |
| Custom extra fields | ⚙️ Per property type | Each property type can define its own additional required fields |
Note: Input validation is currently performed client-side in the browser. Accurate and complete data entry depends on the user performing the action.
Each property has two independent status flags:
| Status | Value | Meaning |
|---|---|---|
| Published | Yes | Listing is visible on the front-end |
| Published | No | Listing is hidden from the front-end |
| Approved | Yes | Listing has been approved by an administrator |
| Approved | No | Listing has not yet been approved |
Visibility rule: A property only appears on the front-end when it is simultaneously Published = Yes and Approved = Yes.
Market Status (if enabled in configuration):
| Value | Meaning |
|---|---|
| For Sale / For Rent | Active listing |
| Sold | Property has been sold |
| Rented | Property has been rented out |
If the expiry management feature is enabled in configuration:
The system sends automatic email notifications in the following situations:
| Event | Recipient |
|---|---|
| Property approved | Assigned agent |
| Property unapproved | Assigned agent |
Operational note: Ensure all notification email templates (approval, unapproval) are fully configured under Email Templates before activating the approval workflow.
When the system runs multiple languages:
If social media integration is enabled, the system automatically triggers a sync to connected social platforms when a property is simultaneously in Published and Approved status.
Common causes:
Resolution: Open the property edit form → Verify and update both statuses.
Common causes:
publish down date) has passedResolution: Open the edit form → Update or remove the expiry date → Re-publish and re-approve if needed.
Common causes:
Resolution: Open the edit form → Enter coordinates manually or use the map search tool → Ensure "Show address" is enabled.
Resolution: Use the Copy function to duplicate an existing property, then edit the differing details on the copy.
Common causes:
Resolution: Clear all filters and try again with fewer criteria.
Known operational issue: The Rooms filter is confirmed to have a bug — it applies the bathrooms condition instead of rooms. Results from this filter will be incorrect. Avoid using this filter until the issue is resolved by the technical team.
Resolution: Use the SEF Optimization feature (requires SEF permission) to automatically regenerate and normalize URL aliases for the entire catalog.
Resolution: Use the Re-generate Pictures feature (requires photo management permission) to rebuild all thumbnails and medium-size images according to the new configuration.
Resolution:
.zip file.| Feature Group | Summary |
|---|---|
| List management | View, search, filter, and sort all properties |
| Create & edit | Full-featured form with multiple information sections and multilingual support |
| Visibility control | Publish/unpublish and approve/unapprove are independent status flags |
| Photo management | Individual upload, batch ZIP upload, Ajax upload, 3 resize modes |
| Auto-expiry | Auto-unpublish on expiry, auto-delete after grace period (if enabled) |
| Email notifications | Auto-sent on approval / unapproval events |
| Property duplication | Quickly clone from an existing property |
| Map & coordinates | Auto-geocode from address, manual entry, or drag-and-drop on map |
| Statistics | Quick dashboard of catalog activity |
| Maintenance | SEF optimization, photo regeneration, property print view |
| Multilingual | Content translation support per Joomla language |
| Social media sync | Auto-sync when listing is approved and published (if enabled) |