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The general settings are used for the fine tuning of your property and portals.

Portal actions

Action “Update properties in all portals” refers to

All checked portals: Properties are updated only in the portals that are marked
All portals: Properties are updated in all available portals

Address for import reports

If you have transferred a property to a portal and the postcode does not match the location, for example, then the portals cannot import your property correctly. Enter an email address to which the import report for failed imports should be sent.

Additional property title:

The text entered there is placed in front of the property title when exporting to the portals.

Settings for pictures / site plans

Picture Frame

You would like a colored frame around your pictures? Simply click on color palette and choose your preferred color. You can also specify the width of the picture frame – we recommend not more than 5 pixels. Activate the picture frame function and all pictures will have the desired frame.

Picture format

The width of your set images should not be less than 600 pixels, otherwise the display could become too blurred or distorted.

With the option “Save images in higher quality” you can use higher quality images for PDF brochures. In order to use higher image qualities in Word Brochures, the option “Use original images for image macros in Word Brochures” must also be selected.

Hint: When images are saved in higher quality, more memory is used. The maximum width is 5000 pixels.

You should only activate the “Image quality when converting image files” option if you need to save on the file size of the images. Afterwards, please check with sample images whether the image quality still meets your requirements after uploading.


You can protect your images from misuse by adding a watermark . Click in onOffice enterprise in the intended field and enter your name or similar, in the Pro version you can enter a second line.

If you want to have a watermark integrated in your images, for example your company logo, you have to store the image in the basic settings for the Imageuploader. Watermarks in file form are only integrated via the image uploader. If you use the group module, you can also store a separate watermark in groups under Basic data and make all the settings accordingly.

  • Save watermark: Here you can upload the desired picture as JPEG into the system.
  • Distance from the edge: Here you can define the distance of the watermark from the image border in percent
  • Position: With the position you define at which position the watermark should appear in the images (e.g. “top right”)
  • Opacity: Here you define the transparency of the watermark in the images
  • Landscape / portrait format: Maximum percentage width/height to the original image in landscape or portrait mode
  • Force watermark: This setting allows you to specify that all images are watermarked with the uploaded watermark.
  • Standard for new images: Depending on the Force Watermark setting, this setting is either active or inactive. With this setting you can determine whether the option “Embed watermark” is active or inactive by default in Imageuploader.

activate newly set images (file types)

Whether for portals, your own homepage or for brochures: You can also basically determine the destination of your upload for your images and files in advance – this way you will save yourself additional mouse clicks in the future when you post your properties.


Brochure and cover letter

Select whether the cover letter and brochure are to be opened or saved in a separate document or in a single document.

Mark inactive address in red

Enter the period of time when your inactive address data records should be marked red. This means that if no activities have taken place in their specified time period, these data records are displayed in red.

Automatic search criteria

If an email, a task, a agents log entry or an activity is assigned to an address and a property, a search criterion is created in the address data record. The corresponding checkbox for the search criteria is also displayed in the property search under the tab “Manual assignment”. The values of the search criterion correspond to the data of the assigned property, for numerical values a range of +/- 15% is entered. The figures are rounded up or down. Particularly in the case of area specifications, the “10” values are always rounded. In the search criterion, a radius search around the assigned property with a radius of 15 km is entered. You can adapt these values to your requirements.

Interpret “No” value as “No specification”” If there are fields with the value “No” in the property, “No specification” is entered in the search criteria for this, example field “Basement”.

“Set parent region as search criterion” If the regional suffix is used, this option allows the parent region to be set as the location for the search. So if a district is specified as the location for the property, the city is entered here in the search criterion.

“Create automatic search criteria (checkbox in assignment popup)”. This determines whether the Create Search Criteria checkbox is checked when assigning/creating an address record from an email. Hint: If the checkbox is set, a search criterion is generated for each incoming email with address and property link.
The search criteria that are created from the CSV import, from web pages created by onOffice or if the checkbox “Create automatic search criteria” is present in the assignment popup and has been activated are considered “automatic”.

Search criteria – automatic process

It can often be assumed that an interested party is only of interest for a certain time. Especially in the area of letting, it can be assumed that the interested party is no longer actively searching after a certain period of time has elapsed. You should therefore set an expiry date. After this period, a search criterion is automatically deactivated and the interested party is no longer considered as actively searching in the system.

The settings can be used to determine how long different search criteria are valid. A distinction is made here between prospective buyers and prospective tenants. You can specify an expiration time in days and whether an address is archived after the expiration time.

Address completion

Via the address completion you can ask a contact to check and if necessary update his data. In the case of an interested party, you can also do this for the search profile. See the address completionpage for more information.
Which and how many search profiles are shown to the prospective customer can be set up here.

  • Send all search profiles (max. 5 pieces)
  • Send only the first search profile

If you have selected “Send all search criteria”, a maximum of five search criteria will be sent. Manually created search criteria are displayed first and then – if activated and available – the automatically created ones. The “most recent” ones are always in front.

With the option “Send only manually created search profiles” you can specify whether automatically created search criteria are also excluded. Automatic search criteria are created, for example, when you create an address in a portal query and the corresponding option is set in the dialog.

User passwords

If required, enter a value here that marks the desired expiration of your passwords. Upon expiration, users will automatically receive a message and can change their password.

For increased security, you can also assign defaults for the composition of the passwords.


Here you can activate the use of the Double-Opt-In procedure for newsletter ordering and define the necessary texts and email templates.
You can enter the texts for the “simple” newsletter order in the fields “Order” and “Unsubscribe”. If the checkbox in front of “Unsubscribe” is checked, there is only one option for the newsletter in the address completion, which does not have to be confirmed by the customer. If it is not confirmed, the newsletter field in the address data record is set to “Cancellation”.

Email settings

The check mark “Address assignment at … force” you can prevent the moving or deletion of corresponding mails from the inbox. Not only is the warning shown, but editing is forced.

With the checkbox “Force signature” you can define a text or HTML standard signature for the email transmission. You can also access the macro list directly via the “Macros” hyperlink.

Portal requests

Here you can specify which email templates are available for direct response to a portal request . Optionally, PDF brochures can be specified to be attached to the individual emails.
In doing so, the proposed template for the reply can be adapted using a property filter. The templates – and the corresponding brochures – are checked in the order of the levels. The first filter, which contains the property in the result, results in the template.

Automatic brochure dispatch

Here you can set how the automatic brochure dispatch should look like. You can determine when the dispatch takes place or from which email address the dispatch should be sent.

MLS page onOffice

Here you can choose the email template for MLS offers. The representation of the selected properties from the onOffice MMS is inserted via the macro “_MLS”.

Calendar and appointments

Grundeinstellungen für den Termin-Slot-Finder

Holidays of different countries in the calendar

Here you have the possibility to display the holidays for the countries Luxembourg, Netherlands, Italy, Austria, Switzerland, Spain and Germany in the calendar. To display these, simply select the relevant countries and then save your selection. Public holidays are then displayed in red in the calendar.

Appointment reminder

Under “Email Template” you can set the default email template to be sent by email in case of an appointment reminder.

You can also set the default text for the appointment reminder via SMS.
Please remember, users and addresses that are linked in the appointment will receive an SMS. There are costs for sending SMS.

Date slot finder

In the settings for the Appointment Slot Finder you can define the start and end of the working time. How the appointment slot finder works is explained in the appointment basic data in the section Appointment Overlaps & Appointment Slot Finder.

Settings for property

External property number


Please remember, the external property number can have a maximum of 20 digits. If the number becomes longer, an emergency number is assigned as a substitute, following the pattern ERROR_XXXXX. This is already shown in the configuration popup.

Here you can determine the structure of the external property number.

At the top of the page is an example of an ext. Property number is displayed, which was assembled according to the current configuration.

With the link “Configure external property number” below it you open the configuration popup.

The top line contains 5 selection fields with which the various components of the property number can be selected.

  • User data
  • Group data
  • Free text
  • Year 2/4 digits
  • Various counters

You can assign the free text as you wish. Please remember not to exceed the maximum length of 20 characters.

For the counter you can specify the start number, the number of digits and whether leading zeros should be inserted. The counter can additionally be configured individually for each group.

The set separator is inserted between each block.

What does the finished property number look like then? An example of the configured external property number is shown in the preview at the very bottom. Every change is displayed directly.

If ERROR_XXXXX is displayed there, the total length of the property number is over 20 digits.

Via “Save” you can accept the set configuration.

If you use the multi-object module , you can also specify a uniform numbering scheme for the units of a base property. These numbers are assigned to the units when they are created/assigned. Existing numbers will only be changed upon request – only published properties will not be changed.

Automatic field calculation / formulas

Activate formulas

This setting activates “Field formulas”. These can be stored in fields via the administration. More information about formulas.

Automatic field calculations

With this setting, fixed calculations are activated (such as the automatic calculation of service charges, warm rent and square meter prices from property management fields). This function can only be activated in conjunction with formulas.

The following applies, for example
Service charges = heating costs + operating costs (calculation only if both are stated)
warm rent = cold rent + service charges + parking space rent (calculation only if heating costs are included in service charges)
rental price per sqm = cold rent / living space
purchase price per sqm = purchase price / area (whereby area is either living space + commercial space, usable space, storage space or land area).
The x-fold field is included and calculated.

Please note that e.g. for Austria, different calculations may apply.

Overwrite filled fields (standard setting for new formulas)

Calculation fields are overwritten by new values. However, this can be controlled per field in the administration .

Archiving property

Enter a text here that provides information about the archived property. This text is displayed as a pop-up window when the property is archived.

Property Other information

Enter the other information on property here. It is then displayed in the free text field of the properties.

“Edit image”

Traffic light system for properties and addresses

To check the status of your property/address records at a glance in the list view, a traffic light status can be activated. Thus, at first glance it is clear which properties and addresses have not been processed for a long time. The status is displayed as a circular symbol in the corresponding color. After the time period specified in “Phase 3”, a red triangle with an exclamation mark is displayed instead of the red traffic light. Which fields control the traffic light color can be set.

If you check the box “Warning symbol for missing resubmission”, a blue exclamation mark will be added to the traffic light symbols in the address management.  This then symbolizes that no resubmission is set for this address record.

Last contact

Here you can specify which activities set the date in the ‘last contact’ field. Click on the button ‘Configure last contact’. A popup appears in which you can create a combination of promotion type, promotion category, promotion characteristic, characteristic and contact origin. Please note that the indication of the type of action is mandatory. Click the ‘Add Action’ button to add the combination to the list. The combinations are only released for the assignment of the last contact when the popup is saved by clicking the Save button in the action bar.

Default values of the address release

Here you can define which address releases are to be set to yes by default when marketing the property.

Block marketing

If you tick the box for one of the points, the Marketing tab will be blocked if there is no entry. The Marketing tab is only activated when the respective field is filled in.

Mandatory fields Address management

Here you can specify whether an address data record cannot be saved if no mandatory entries are made in the basic data. You can define the mandatory fields yourself in the administration . Mandatory fields are displayed in red letters.

Attention, if you activate this option, this will also affect address records that have already been created but not completely filled in.

Further settings


When you enter address data, the system will suggest the cities belonging to certain postal codes, for example, to make it easier for you to enter the data correctly.

openimmo import

OpenImmo import settings


property can be transferred to onOffice from another side. For the import/import interface these access data must be stored.
If you use the group module, another setting is displayed. With ‘Restrict import to specific providers’ you can specify in the group settings which provider numbers are allowed for the respective group.
‘Import linked contact persons as’ determines whether the address records of imported property that are delivered with the system should be linked as contact persons or owners.

Advanced settings

Advanced Import Settings

The following settings are available for the openImmo import via “Advanced settings”:

  • Publish via “Own website”:
    Imported properties are automatically published via the “Own website” (onOffice website or iFrame)
  • Treat imports as partial matching:
    If the option is activated, affected properties are updated (partial matching). If the option is deactivated, all affected properties are first deleted and then the properties to be imported are added (full comparison). Both options only take into account properties that were transferred with an identical vendor number.
  • Automatic portal publishing:
    Imported properties are automatically published in all active portals.
  • Mark imported properties for active portal:
    Properties are automatically marked for publication in active portals and then taken into account in the next full comparison.
  • Archive instead of delete:
    Properties are not deleted by an import action, but archived.
  • Generate external property number if no property number has been assigned.
    If no property number was sent, a new property number is generated. It follows the procedure that was set under “Configure external property number”. User abbreviations etc. are entered as “empty”.
  • Active status for imported property:
    Here you can specify which status should be given to the imported property in case of extended property status.
  • Exceptions: Imports of the following channels are not automatically published.
    Properties from the senders listed here are imported inactive and cannot be published automatically. Please ask the sender for the “sender identification” and please pay attention to upper and lower case letters –
    . You can specify which status should be given to the imported properties in case of extended property status.


If you use the multi-language module and have activated this function, all properties are automatically created in the activated languages. EXCEPTION: If units are created for a base property, this setting is ignored and the languages are based on the base property.


Group leaders thus have access to the user administration of these users for the members of their own group. The exception to this is changing the authorizations.

Activities/Broker’s Book

Action type and action type as mandatory fields. If the information is missing, a note is displayed and the activity cannot be saved.
Number of characters in activity/agents log list: Here you can specify the maximum number of characters that can be displayed in the comment in the list view.

Social networks

On a web page created by onOffice, buttons for social networks can be displayed, the data displayed there are stored here. Here you only have to enter the URL of the social network with your user ID.

Search for interested parties/properties

For fields with the content “no specification”, you can define here whether the data record is found when searching for suitable interested parties or properties or not.

property tracking

In these fields you can store a mail template that is used to send the access data. The user name and password are only inserted into the sent email and cannot be viewed via the activities in the address record. Please use the macros for the access name (_ObjecttrackingUsername) and the password (_ObjecttrackingUserpassword).

In the field of the preview URL, please enter the address of the registration page for property tracking. If the broker has the appropriate user rights, he can use it to view a preview of the agents log entries released for the owner.

ATTENTION: The preview shows the brokerage book entries of all properties assigned to the owner. No read rights check is carried out for the broker.

GDPR & “Save To Date”

Deleting agents log entries when deleting an address

When an address is deleted, activities linked to a property remain by default in the respective agents log. If this option is activated, the entries in the brokerage books of the linked properties are also removed.

Save to date

When archiving a property, the “Save to” date is automatically set for all interested parties who are not linked to any other active property or who belong to the cases listed below.

Interested parties are considered who are (exclusively) linked to the property to be archived and for whom (at least) one activity related to the property has been booked: Revocation confirmed, brochure sent, appointment, follow-up of appointment. Please note that the “Save to date” is automatically entered when automatically archiving or archiving a property via the process manager.

Here you can define how long this prospect data is to remain stored after the property has been archived.

The date is not set automatically if:

  • The address record is owner/buyer/tenant of a property.
  • The person has allowed the storage (GDPR status “storage approved”)
  • The address data record has the title “Company” and a company name is entered
  • The address record is assigned to a user
  • The “Save to date” was set/changed manually