Calculating your BoldTrail BackOffice records
This article is designed for our BoldTrail BackOffice / Google Drive integration to help you estimate how many records you have to back up, so you can choose the subscription plan that best suits your needs. Below we cover what counts as a record, how to estimate your total, and a worked example for reference.
What counts as a record
Every individual item we move into your Google Drive counts as one record. Depending on the settings you choose, this integration can create records from:
- Transactions — one record for each transaction, added as a row in your Transactions sheet.
- Transaction Participants — one record for each person attached to a transaction, such as buyers, sellers, agents, lenders, and title reps.
- Documents — one record for each PDF backed up from a transaction, plus one record for the transaction backup file saved to that transaction's folder.
- Contacts — one record for each contact in your BoldTrail BackOffice address book.
- Users — one record for each user in your BoldTrail BackOffice account.
What affects your total
Your total depends heavily on the settings you choose when you set up the integration. The biggest factors are:
- Whether you chose to sync all historical data or only new activity going forward.
- The date you entered under Sync Transactions updated since, which limits how far back we go.
- Whether you turned on Back up PDF's, which is usually the largest single source of records.
- Which Google Sheets you chose to create — Transactions, Transaction Participants, Users, and Contacts can each be turned on or off.
Estimating your records
Find your transaction count
In BoldTrail BackOffice, open your Transactions list and filter it to match what you plan to back up. If you entered a date under Sync Transactions updated since, only count the transactions updated on or after that date. This number drives most of your estimate.
Multiply by the averages below
Use your transaction count to work out how many participant and document records you can expect. Skip any line that matches a setting you turned off.
Add your contacts and users
Your contacts and users are not tied to transaction volume, so pull those totals directly from your BoldTrail BackOffice account and add them to your running total.
Averages per transaction
Looking at previous accounts, we have found that on average each transaction produces roughly:
| Record type | Per transaction |
|---|---|
| Transaction | 1 |
| Transaction Participants | 6 |
| Documents (PDF's) | 8 |
| Transaction backup file | 1 |
Contacts and users are counted separately, since they are not tied to your transaction volume.
Example
Say an account has 500 transactions, 1,200 contacts, and 25 users, and the user wants a complete backup with PDF's turned on. We would use the following calculations:
Transactions
500 transactions = 500 records
Transaction Participants
500 transactions x 6 participants = 3,000 records
Documents
500 transactions x 8 PDF's = 4,000 records
Transaction backup files
500 transactions x 1 backup file = 500 records
Contacts
1,200 contacts = 1,200 records
Users
25 users = 25 records
Adding up each section gives us roughly 9,225 records in total for the initial backup.
Good to know
- Your estimate covers the initial backup. Once that is complete, the integration keeps running and adds records only as new transactions, documents, and contacts appear in BoldTrail BackOffice.
- You can always upgrade your subscription if you reach your limit. For more information, please review our article on upgrading versus downgrading.
- Anything already backed up to your Google Drive stays there, even if you later change your plan or cancel your subscription.
Still not sure?
