This article covers the detailed behaviors, limitations, and field-level sync details for work order sync between HappyCo and Yardi. For a high-level overview, see the Yardi Integration Overview →.
Work Order Creation
Yardi → HappyCo
When a work order is created in Yardi, a corresponding work order appears in HappyCo within 15 minutes.
View synced fields
| Yardi Field | HappyCo Field | Notes |
|---|---|---|
| Unit / Property | Location | |
| Category | Work Category | Based on mapping config |
| Sub-category | Work Sub-category | Based on mapping config |
| Status | Status | Based on mapping config |
| Priority | Is Urgent | Based on mapping config |
| Ok to Enter | Permission to Enter | |
| Resident of Unit | Resident | |
| Full Description, Access Notes, Problem Description & Technical Notes | Description | Combined into a formatted description block with labeled sections for Access Notes, Problem Description, and Technical Notes |
| Assignee | — | Not used — defaults to Unassigned |
| Created by | — | Not used — defaults to created by "Yardi" |
HappyCo → Yardi
When a work order is created in HappyCo, a corresponding work order is created in Yardi immediately. The following fields are included on initial creation:
View synced fields
| HappyCo Field | Yardi Field | Notes |
|---|---|---|
| Location | Unit | If no unit, linked to property |
| Work Category | Category | Based on mapping config; also used for Service Request Brief Description as 'Happy Task Sub-category / Happy Task Category' |
| Work Sub-category | Subcategory | Based on mapping config |
| Status | Current Status | Based on mapping config |
| Is Urgent | Priority | Based on mapping config |
| Task Description | Service Request Full Description | Also populates Problem Description Notes if none provided in the header |
| "Access Notes" text in Task Description | Access Notes | |
| "Problem Description Notes" text in Task Description | Problem Description Notes | |
| "Technician Notes" text in Task Description | Technician Notes | |
| Permission to Enter | Has Permission To Enter | |
| Date task is created | Service Request Date | |
| Reason | Reason | Based on mapping config, if required by the Yardi status |
| — | Origin | Set to "WO" |
| — | Tenant Caused | Set to False |
| Scheduled Date | — | Not used |
| Created by | — | Not used — set as a Generic Yardi User |
Work Order Updates
HappyCo → Yardi
When a work order is updated in HappyCo, the following fields sync to Yardi immediately:
- Location → Unit / Property
- Task Description → Service Request Full Description, Access Notes, Problem Description Notes, and Technician Notes
- Completion comment → Technician Notes (appended to whatever is in the description header when a work order is completed)
- Is Urgent → Priority (based on mapping config)
- Permission to Enter → Has Permission To Enter
- Task Status → Current Status (based on mapping config)
- Reason → Reason (based on mapping config, if required by the Yardi status)
Note: Work Category and Work Sub-category are not updated after initial creation.
Yardi → HappyCo
Updates made in Yardi sync back to HappyCo within 15 minutes.
Work Order Description Format in HappyCo
After a work order is first synced from Yardi to HappyCo and back (typically within 15 minutes), the description field in HappyCo is formatted to match Yardi's field structure. If Yardi contains content for any of the following fields, they will appear as labeled sections in the HappyCo work order description:
- Access Notes
- Problem Description
- Technical Notes
Updating these sections in the HappyCo description syncs the changes back to Yardi. If the section labels are removed, the entire description syncs as the Service Request Full Description.
Technician Notes Behavior
If a Yardi status requires technician notes and no completion comment or technician notes are present in the HappyCo description, HappyCo will send "None Provided" to Yardi to satisfy the requirement.
Category, Priority & Status Mapping
Yardi uses fully customizable categories, priorities, and statuses. During setup, a mapping is configured to translate between Yardi values and HappyCo values in both directions.
Multiple Yardi statuses mapped to one HappyCo status follow these rules:
- Work order imported from Yardi with no status change in HappyCo → syncs back using the original Yardi status
- Work order imported from Yardi, status changed in HappyCo → exports using the configured export mapping
- Work order created in HappyCo → exports using the configured export mapping
Some Yardi statuses require a reason when set. HappyCo supports mapping one reason per status to meet this requirement.
Initial Import
When work order sync is first enabled, HappyCo imports all work orders created in Yardi within the last 90 days. Ongoing, HappyCo continues to check work orders from the last 90 days for status changes.
Make Ready Project Work Orders
By default, work orders that belong to a Make Ready project in HappyCo will also create a corresponding work order in Yardi. This behavior is optional and can be disabled if you prefer to keep Make Ready work orders in HappyCo only.