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Input fields

On the “Input fields” tab, you can create additional fields or activate or deactivate existing fields. First select in which module and category you want to make settings.

Ansicht Administration Eingabefelder

Field

Here is the internal field name of the field on the database. This value cannot be changed.

Type

For newly created fields, determine what type of field it should be. Should a check mark (Yes / No) be set here? Should numbers or characters be entered? This is what the field types mean in detail:

Int Integers
Float Floating point numbers
Decimal Floating point numbers
Char (20) Input up to 20 characters
Char (80) Input up to 80 characters
Text Input without character limit
Comment Input without character limit, with larger input field than for text type
Note Input without character limit, with edit mode as external pop-up
Date Date field
Boolean Yes / No. A check mark can be set here.
Link The path entered there is linked directly to the destination
User The User data type creates a field that contains the current users for selection.
File The File data type creates a field where you can upload images and documents.
Red hint The Red hint data type creates a hint in red that refers to the field below it.
Black hint The Black hint data type creates a hint in black that refers to the field below.
Dividing line The separator line data type creates a separator line at the desired position.

You can use the individual field types to structure the interface, some hints can be found in the Möllerherm Immobilien blog post .

Content

Here you specify with which name the field is displayed in your onOffice enterprise interface.

Pos

Determine the positioning of your fields by assigning the exact position, this will only be applied after saving. Alternatively, you can do this using the arrows on the far right.

Min

Specify here the minimum number of characters to be entered for text fields.

Limit

Specify here the maximum number of characters to be entered for text fields.

Filter

Here you can use the “Field Filters” to specify for which conditions / category the field should appear. The following symbols indicate the status of the field:

Icon without field filter This field always appears.
Icon with field filter This field appears only if the corresponding conditions are met.

The symbols can be clicked. In the pop-up window that opens, the different field filters can be used to specify exactly under which conditions the selected field appears.

The individual field filters vary from module to module. Various field filters can be entered for contacts, property and appointment management. You can edit them by clicking on the filter icon.

  • Contact management
    – Status (accesses status2 as long as it is active, otherwise status is retrieved)
    – Record characteristics
    – Groups (only if group module is activated)
    – Contact types
  • Property Management
    – Status (accesses the extended status (Status2) as long as it is active; otherwise, Status is retrieved)
    – Record Attributes – Property Type
    – Use Type
    – Marketing Type
    – Master Properties / Units (only when the Multi-Property Module is active)
    – Portals (fields become active when the portal is active and available for use)
    – Energy Performance Certificate Type (only for fields in the “Condition” category)
    – Groups (only when the Groups module is enabled)
  • Appointment management
    No field filters can be stored for the standard fields in the appointment management. Only newly created fields can be provided with a filter. These fields can only be restricted via the appointment type.

In addition, you can define here exactly for which groups fields should appear. This means that this field then only appears if you are assigned as a user to this group. If one does not belong to this group, these fields would not be displayed. In addition, in the drop-down menu on the right, next to the group name, you can use the “Only line” option to specify that only the group leader is to be shown the fields.

If the “Automatically activated for new groups” is checked, the settings will be applied to all new groups.

Field filters have ‘AND’ and ‘OR’ connections. Thus, the statements made in a category are ‘OR’ statements. ‘AND’ statements are settings which are made in several categories.
Another peculiarity is that if you check all or none of the items in a category, the settings are the same for the moment. If you have checked all of them, there will be no restriction until you create a new field in the category.

Administration Adressen Feldfilter

Group

You have the possibility to create groups for individual categories in the contact and property management. This allows you to assign selected fields to a specific group. However, the “Group” input field is only displayed if you have previously defined “Groups” or “Subtabs” in the respective category. How and where you can define groups, learn here in more detail.

Type

For your own created fields you can specify a type for the field depending on the type. Accordingly, output formats are adapted to the type.

Konfiguration der Feldart in der Administration.

Formula

For most fields (depends on the field type) you can specify a formula to calculate the field content. This is possible for the fields with the edit symbol or the formula symbol, if a formula is already stored:  Edit icon respectively . 
Clicking on the icons opens the formula editor, an existing formula is displayed as a mouseover at the formula icon . 

With a click on the pencil symbol in the column header you get an overview of all formulas which have already been created. Here you can control the order of the calculation as well as determine whether the field is editable or not via the “Overwrite” checkbox.

There are two cases when recalculating (“overwriting”):

  1. Checked; default setting. These fields appear grayed out in the record and are not editable. When values are changed and saved in fields used in the formula, the content of this field is updated. Of course, this will only be visible when you reload the current view.
  2. Check mark not set; These fields are editable in the record. The field shows the result of the formula as with the checkmark set, unless you have entered something manually. Then the content will not be overwritten when the calculation data changes.

Singleselect field SF

If a check mark has been placed in this column, this field is a singleselect field. Ideally, these fields should be of type Text. In singleselect fields, you can use a drop-down menu to select one value from several. The Status field, for example, is a single-select field:

Ist ein Feld in der Administration als Singleselect gekennzeichnet, wird z.B. in der Immobilie ein Dropdown mit den werten angezeigt. Es kann nur ein Wert gewählt werden.

The values that are to appear in a singleselect field can be freely entered under the “Singleselect” tab.

Multiselect field MF

If a check mark has been placed in this column, it is a multiselect field. These fields should also be of type Text. Several values can be selected here. The heating type field, for example, is a multi-select field:

Administration Multiselect

The values that should appear in a multiselect field can be freely entered under the “Multiselect” tab.

Enable / Disable field

When deactivating a field, the software asks whether existing values in this field should be deleted:

Feld deaktivieren.

Clicking the “OK” button will delete the respective field entries in all properties from the database.

If you click on “Cancel” the field entries on database level will be kept.

Disabled fields with database entry are displayed in the software with a dotted line, by clicking on the field name you will get a hint text about it:

If a field has been deactivated in the administration, a message is displayed above the field name

Once the existing entry is removed, the field will no longer be displayed.

Globe – Multilingual

For multilingual properties, all language-dependent fields, e.g. the free texts such as location, description, equipment, etc. are maintained in the desired languages, all other property fields are synchronized between the different language versions of a property.

You can set which fields should be language-dependent.

If the globe icon column is checked, the field will be saved identically for all languages. If no check mark is set, a separate content can be saved for each language.

Contact data completion/property completion

The appearance of the contact data completion can be changed here. You can use the AV column to determine which fields are displayed. The AV column exists in all categories of the contact data Completion module.

You can determine which fields are visible in the Search Criteria area using the Search Criteria tab. The AV column is also available there.

Quicksearch – QS

If there is a check mark in this column, it will be displayed in the Quicksearch box on the right side.

Mandatory field PF

If checked, this field becomes mandatory and appears in red in the contact or property mask.

Administration Eingabefelder Spalte Pflichtfeld

Master property – inheritance in units

This column is displayed to them only if you have the multi-property module. You can use these to specify which data from the master property is transferred to the units. This column is disabled for some fields. It is also not selected as the default in the “Prices,” “Areas,” and “Statistics” categories.

Brochure Short Long

You can decide individually for each field whether it should be displayed in the various property listings. To do this, select the drop-down menu in the corresponding row and choose “Short,” “Long,” “Short and Long,” or “No.”

ATTENTION: A change e.g. in PDF short affects all PDF brochures with the name suffix “short

Moving

Using the “Move” column, you can specify which subcategory a field should be moved to. Only categories that contain fields and are located in the same module are available for the move.

Help Texts

Would you like to create your own label text for your fields? You can easily do this by clicking the icon at the end of each line. Next, enter your text in the lightbox. This is indicated in the record detail view by a dashed line above the field label and appears when you hover over the field label.
For fields where the icon is grayed out, the system already displays a tooltip. If the icon is already filled in , it means that you or another admin for your version has already set a note.

Edit input fields

Create new field

The “Create new field” button generates a new individual field and inserts it at the beginning of the list of inactive fields. In the next step, you can configure the properties of this field. Note that individual fields of type “Decimal number” can output up to four decimal places. If the maximum number of custom fields has been reached, you will be notified. If necessary, you can delete individual fields that are no longer required so that you can create new fields again.

Note: Please note that no individually created fields can be transferred when transferring to the portals.

Download field list

via the “Download field list” button you can download an Excel file for better viewing and searching of all fields in the administration.

Administration field list

Delete field

You can only delete fields that you have created yourself. To do this, click the trash can icon. If you delete a field that is used in a calculation, a warning message appears: “The field is used in formulas with the following fields: xyz. Deleting the field will also remove the formulas.” If you do not want to delete the formula, please click “Cancel” and modify the formula before permanently deleting the field.

System fields can only be deactivated and not deleted.

Move field entries

You can move active fields up or down by clicking the black arrows on the right side of the table.

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