Queries of revocation, GTC etc.

You send an email to the interested party with the macro _agreementLink. The email then contains a link to a web page where the corresponding queries are made. The display on the website can be configured. Buttons for downloading the completed declaration or saving the completed declaration are always displayed.

If attachments (with the exception of contact data and appointment data) / links are available, these will only be made available to the interested party after the approval of the mandatory queries.

When “saving” the queries, the predefined values are set in the contact or property records and an activity entry with all queries and decisions of the customer is stored.

Unless otherwise configured, the interested party receives an email with the confirmed queries, provided that a confirmation template (email template) has been included using the _agreementLinkConfirmations macro.

An information email is sent to the original senders of the email about the completion of the queries. The recipient can be customized, possible are the sender of the email, the contact manager, the property manager, any mailbox or no mail. If the immediate start (if the query is included) was not agreed to, the subject will change from “PDF Brochure Download” to “No PDF Brochure Download”.

If the revocation is also queried, the corresponding functions (premature start, dispatch of revocation declaration and sample revocation as well as resubmission) are also carried out.

An example of revocation is given below.

Detailed instructions on the queries and their settings can be found in the basic settings – only a brief overview is given here.

The text that can be displayed for the link in the email, the queries that should appear whether it is mandatory, the position of the confirmations, etc. can be specified via parameters in the _agreementLink() macro. The details can be found in the macro list. All options that are not explicitly specified are taken over with the settings from the basic settings.

In the individual queries, you can use “Set values” to specify which values are to be set in the assigned contact or property data records – for Agree and for Disagree.

In addition to the standard queries that are available in the basic settings, further individual queries can be specified. The name of the text module – not the “Title for the customer” – is entered as a parameter in the macro. Please ask your administrator if you do not have access to Tools >> Settings >> Basic Settings >> Revoke tab .

If the macro is used without parameters, the settings specified in the basic settings and the active queries are displayed.

If you use the group module and/or multi-language module , you can create your own texts and queries. The order is valid: Texts in the language of the contact, otherwise the German texts and information from the group before the information from the basic settings. If specifications have been stored in a group for a text module, all other specifications are also taken from the group.

All activity / agent’s log entries have of course linked the corresponding contact / property. 

The sending of the email with the macro _agreementLink is noted as usual in the activities / agent’s log.

After clicking on the link in the email, an activity with type of action “Download” and kind of action “Download” and the action feature “Provision download” is stored. The name of the file provided is noted.

If the customer carries out the query (completes the queries with “Save data”), an activity/agent’s log entry with action type “Confirmation” and kind of action “Receipt” is noted. The basic setting Save IP information in Agreementlink activities can be used to specify whether the IP address, email address and date should be written to the activity.

If the prospective customer opens / downloads available files, an activity with the type of action “Download” and the kind of action “Download” as well as the action features “First download” and “First brochure download” is stored. If the file is downloaded again, an activity entry is created again, this time with the action feature “Repeated download”. The name of the file is noted in each case and the original email in which the attachment is stored can be viewed in the activity / agent’s log entry in the tab Email including attachment.

Actions such as confirmation of the GTC, contract acceptance, contract rejection, consent to immediate commencement, etc. are also documented as activities.

For properties with external commission, an activity “Confirmation >> Archiving” is created when the customer has confirmed the withdrawal form. The contractual declarations made by the customer are archived here and stored as a PDF file.
The customer can download this declaration at any time in the download area.

Here is a declaration, for the query of the revocation with early start.

You can use the macro “_agreementLink(contract, instruction, sample revocation, start, contact, mail)” for this purpose. 

The settings from the basic settings are used for the position of the confirmation texts and checkboxes.
If desired, you can add further text modules to the query.

Compose email

For example, here is an email with an brochure and a revocation query with the macro _agreementLink(introduction, contract, instruction, sample revocation, start, contact, noteconfirmation button, mail, pileupconfirm).

Link a property / contact in the email dialogue and select Brochure / Attachments. The preview then looks like this:

Email at the recipient / Web Dialog

When the email is read by the interested party, he can click on the link for the brochure / download and the following dialog will be displayed.

If the interested party confirms the mandatory fields (all except the early start), the “Save data” link becomes active.
For a property with external commission, the contract declaration can be downloaded or printed using the buttons to the right of “Save file”. In this case, the checkboxes for the declarations are locked and can no longer be changed. Everything else works as usual.

Here is an example of confirming the mandatory fields without starting early.

The customer is informed in a popup that he has not agreed to the early start and that the documents are not yet available for download. To change the selection, he can return or continue without agreement.

Downloading is not possiblewithout agreement to an early start . The interested party is advised that he must contact the estate agent for this purpose. The broker can then resend an email with a new link to the customer. It is no longer possible to change the early start at this point.

Irrespective of this, the interested party has accepted the revocation instructions and the customer is automatically sent an email containing the property, the external commission, the text of the revocation instructions and a sample revocation form. The real estate agent also receives an info email about the approval with details of the confirmations, contact and property.
A counter-submission (+14 days) is entered in the contact data record, if a current or future counter-submission has not already been entered.

If you agree to an early start , the brochure(s) will be offered for download or links to will be displayed when you click on “Next”. Without attachments, the data is simply saved.

When accepting the revocation instruction, the customer is automatically sent an email containing the property, the external commission, the text of the contractual declaration, the revocation instruction and a sample revocation form. The real estate agent receives an info email about the approval with details of the confirmations, contact and property.

Activities and actions

In the example, the checkboxes for “Callback accepted” are set in the address data record >> Basic data >> Administration category.

Activity / agent’s log entries for the revocation are stored in the address and the property, together with the queries for the contract and contact. The query for immediate start is also listed and whether the interested party has agreed or not. The list of files / links provided is also included.

After accepting the immediate start, the interested party will receive an email with the text of the revocation declaration to which he/she has agreed and the property for which the revocation was requested. This is a sample revocation form as a text attachment. The sending of the email is stored in the activities / agent’s log.

If the interested party opens / downloads available files, an activity with type of action “Download” and kind of action “Download” and the action feature “First download” is stored. If the download is an brochure, “First time brochure download” is also stored as an action feature. If the file is downloaded again, an activity entry is created again, this time with the action feature “Repeated download”. The name of the file is noted in each case and the original email in which the attachment is stored can be viewed in the activity / agent’s log entry in the tab Email including attachment.

The sender of the email with the link to the interested party receives an email with the queried elements and the result as well as the list of the provided files / links. In the email the contact and the property are assigned.

A file or an brochure can be preceded by a query of the GTC. You can use the macro _agreementLink(AGB) for this purpose. Further queries such as the callback can be added _agreementLink(AGB, Kontakt). 

A special case is the macro PDFLinkOhneAGB, which is replaced by the macro _downloadLink.

The sending of the email is noted as usual in the activities / agent’s log. In addition, the action feature “Download link” is set. If an brochure is sent out, the action feature “Brochure dispatch” is added.

After the interested party has agreed to the GTC in an activity with the type of action “GTC confirmed”, the GTC are deposited together with the GTC. The confirmation for the callback is noted and the files provided are listed.

If the interested party opens / downloads available files, an activity with type of action “Download” and kind of action “Download” and the action feature “First download” is stored. If the download is an brochure, “First time brochure download” is also stored as an action feature. If the file is downloaded again, the action feature “Repeated download” is written. The name of the file is noted and the original email in which the attachment is stored can be viewed in the activity / agent’s log entry in the tab Email including attachment.