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Property search – Details

Properties with the current address as owner and without the marketing status “open” are not displayed during automatic assignment.

Detailed information on search profiles, function, results and further steps can be found here, in addition to the Overview and Tutorial.

With the “property search” you can check properties and interested parties for “matching pairs”. This is based on the search profiles managed in the “Property search” tab. For existing search profiles, the “Property search” tab is highlighted in the system color. A training video is available.

Immosuche bei Adressen

The detailed information on the properties can be displayed at the bottom or on the right, or on the right-hand side for long lists. The search profile bar can be reduced.
Actions are possible with the result of the property search, e.g. direct dispatch of offers.

Search profiles Representation

Search profiles (set of search criteria) are displayed grouped in the search profile bar (manually, then automatically), the most recent/last edited first. Each profile has a tile with main properties. The magnifying glass preview shows further details/criteria when moving over the tile. Icons for editing, deleting and “pinning” are explained.
Rights determine which search profiles users see (e.g. write permission missing -> edit icon grayed out).

Search profiles can be active or inactive (gray font). Status changes are made manually, via the validity or by interested parties via e-mail macros (_AdrSearchCriteriaDeactivate(), _AdrSearchCriteriaUpToDate()) or the address completion. Automatic inactivation via validity requires activation of the “Search criteria – automatic expiry” option in the “Automation” / “General” tab.

If there is a lack of space, the bar can be collapsed to show only the data of the most recent/pinned profile and the number.

Create search profiles manually

Create via “Add search profile” (on the right in the bar) or action bar > search criterion (from anywhere in the address data record).
A lightbox for entering criteria opens (corresponds to pop-up). The criteria are listed in the “Search criteria” tab (field name/field value). The “KO criterion” column influences the search result (explained later).

The standard criteria can be adjusted in the Administration . Search profile templates can also be created and used/exchanged there.

Individual criteria can be added via “Select new field” and “Create new field” (all active real estate properties possible) or removed via the trash can symbol.

Erstellung eines neune Suchprofils

Example with KO criteria: Interested party wants apartment with pets allowed and bathtub. Create “Bathroom” and “Pets” fields, tick the KO criterion column.
Important: By default, properties without the KO criteria information are still found. For a stricter search (only properties with stored and suitable information), this can be set in the basic settings under “Search for interested parties/properties”.

Some points on search criteria

  • Regional Addendum: Alternative geographical assignment to the radius search. Must be activated and configured .
  • Required fields: Mandatory entries are possible (highlighted in red) and can be configured in Administration .
  • From– To information: Possible for numerical values (areas, number of rooms, purchase price). For example, take into account the information “divisible from” for commercial spaces.

In addition, “Administrative information” (creator, date, supervisor, status, validity) and Features (automatically created, changed via address completion) are recorded.
The Remarks tab is used for public (if “Tenant / buyer finder” is booked, possibly on website) and internal comments on requirements/requests.

Change search profiles

Clicking the search profile tile opens the search profile in a lightbox. This allows you to edit the search profile. The lightbox also has the “Delete” and “Duplicate” actions in the Actions bar >> Other actions . With onOffice-MLSparticipation, “MLS search” appears for direct search in the MLS.

Delete search profiles

Delete via the trash can symbol when hovering over the tile or in the lightbox via Action bar >> Further actions >> Delete.

Create and edit search profiles, further options

Further ways to create/edit are noted in the search profile.

  • Interested parties can enter/edit search profiles themselves using the address completion .
  • Automatic creation when assigning a property to the activity of an address (if activated in Basic settings , the checkbox “Automatically create search criteria” appears, e.g. in e-mail, task, agent log entry, or in Property search in the “Manual assignment” tab).

Search profiles Settings

  • Lightbox criteria: Administration > Search criteria (templates for specific objects possible).
  • Search profile tile: Administration > Lists > Configure from: Lists ; Module: Property search ; List: Profile tile.
  • Automatic search criteria and validity: Basic settings > General > Automatic search criteria.

Find targeted properties in MLS-onOffice with search profiles

onOffice-MLSparticipants can search for suitable MLS properties via the link under “External search:” in the magnifying glass popover.

Use property search

The property search (results list and detailed view) searches for suitable properties based on the search profiles and displays the results in a table list, by default in the “Automatic assignment” list tab. List tab and table are customizable as in the Property module. A property filter at the top right narrows down the results for all list tabs. You can find a practical example in the tutorials.

Search versus display

Important: The search result is stored in the background. Changing the match (e.g. from 90% to 75%) rebuilds the list view, but does NOT redefine the search result. Last update (date/time) is displayed at the bottom left. The search result is updated via the refresh button (top right), except when the property search tab is opened (one-time update).
The automatic update on opening can be deactivated in the user settings via “Automatically update search results when entering the property search”.

The update takes place the first time a list tab is opened with “automatic assignment” mode and the property status set there. If there are two list tabs with different status specifications for the automatic assignment, the update for this status is only triggered when the corresponding list tab is opened.

How do you search?

The property search compares all properties with the active search profiles. A percentage value for the match is calculated for each pair (100% for full match, deviations reduce the value). Conclusion on deviating property is not possible, detailed view shows partial deviations (e.g. higher purchase price lowers the value).
KO criteria must be fully met, otherwise the property will not be included in the results list. If all criteria are KO criteria, only fully suitable properties are found. KO criteria prevent properties with minor deviations (e.g. €10,000 above the asking price) from being found.

Geänderte Ergebnisliste bei einem angepinnten Suchprofils

If several search profiles are stored in an contact, the property search is carried out for each profile. However, sometimes you want to limit the search to a specific search profile. For this purpose, a search profile can be pinned. The pinned search criterion is highlighted and selected for all result list tabs. Clicking on the pin symbol again or closing the “Property search” tab will unpin it.

Result list, what is output?

The results list contains more or less matching properties that can be further filtered and narrowed down.
Pay attention to the number of properties displayed and the “Match” column. The list can be narrowed down by filtering according to your own properties or property filters. If the result is unsatisfactory, the minimum percentage value can be lowered or the display can be extended to not only own properties.
Important: Only properties with marketing status “open” are displayed with automatic assignment.

Sorting and property filters are used to narrow down the list. Further options are set via the list tab configuration.
List tabs can be configured for specific filtering (e.g. own properties, “active marketing” status, match > 80%).

Colored markings/symbols:

Color/symbol Meaning
Green Interested party already contacted
Red Interested party has cancelled
viewing appointment arranged
Visiting appointment canceled

Results list, what next?

If there are fewer than 100% hits, the property can be checked more closely. A click on the entry shows details of the property below/right. The type, prices, areas/rooms, owner and caretaker are displayed. Deviating criteria are highlighted in red in the details.
Clicking on an image opens a gallery of property images, double-clicking opens the property data record.

Click on the hover icon “Enter purchase price offer” next to each list entry to open a lightbox in which you can manually enter a purchase price offer for the current address for this property. Older, possibly existing purchase price offers are overwritten. When a purchase price offer is changed, an activity is written to the address and property concerned. The purchase price offers can be configured as a separate column “Purchase price offer (interested party)” for the list on the tabs Property search for addresses and Interested parties for properties. In the property feedback via the “Activate purchase price offer” option, you can also directly request purchase price offers from your customers, e.g. after you have carried out a viewing.

Aktionenleiste markiert anzeige der Details einer Immobilie. Wohnfläche passt nicht zu den Suchkriterien

You can use the list actions below the results list to carry out further actions with the result or a selection from it. For example, you can send an email with brochures, create an appointment, create an activity (e.g. not reached on a call), create work lists or send an brochure directly via the “1-click brochure” entry.
Compared to the action bar in the property data record, the list actions have the advantage that the selected Property are already transferred as a link become addressee, e.g. in the email composer.

Use the list actions from “Contact” to define a relationship between a contact record and a property record. The status of this relationship is noted as“advisory level” and explained below.

As a participant in the onOffice MLS , you can also always search for properties by clicking on the magnifying glass icon in the note at the bottom of the list.

Results list, other properties

Only properties with read permission are displayed. With User right (“Display third-party properties”), further suitable properties are displayed in encrypted form. The supervisor can be contacted by e-mail via “Request access”.

Manual Assignments” and “Previously Offered” list tabs

Reiter "Manuelle Zuordnung" in der Immosuche einer Immobilie
  • Manual assignment Keep a list of potential properties that were not found automatically. List view is customizable via filter and tab configuration. The properties are listed, regardless of their status, which you have added to the manual list using the list action.
  • Previously offered: List of all properties for which an activity is linked to the address. Columns “offered on” and “offered for” can be configured to read out important details from the activities.

Advisory level

Describes the stage of the sales process (A to G).

Advisory level

Explanation

Font color

A

Rental/purchase agreement signed

Green

B

Written rental/purchase commitment

Green

C

in intensive conversation

Green

D

Interested, but still examining

Green

E

Receive documentation

Green

F

Documentation ordered

Green

G

Cancel

Red

The consultation level can be set manually (e.g. via list actions, Activities).

It is also set automatically :

  • E: When sending a letter/mail with an address/property reference or file/exposé from the property (if previously F or empty).
  • C: With positive feedback in the Immofeedback.
  • G: In the event of negative feedback in Immofeedback.

Automatic actions can depend on the consulting level (e.g. automatic brochure dispatch checks whether an offer with A, B, C, D, E has already been created).

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