Entry
Dashboard
Contacts
Properties
Email
Calendar
Tasks
Acquisition Cockpit
Audit-proof mail archiving
Automatic brochure dispatch
Billing
Groups
Intranet
Marketing Box
Marketplace
Multi Property module
Multilingual Module
onOffice sync
Presentation PDFs
Process manager
Project Management
Property tracking
Property value analyses
Enquiry Manager
Showcase TV
Smart site 2.0
Statistic Tab
Statistics toolbox
Success Cockpit
Time Tracking
Address from clipboard
Text block
Customer communication
External Tools
Favorite links
Calculating with formulas
Mass update
onOffice-MLS
Portals
Property import
Quick Access
Settings
Templates
Step by step
You are here: Home / Extras / Customer communication / Data Collection and File Transfer
Customer communication
Data Collection and File Transfer
onOffice does not provide legal advice. We cannot guarantee legal certainty for the use of the template / sample texts. We ask for your understanding that we as a company cannot give binding legal advice. No legally binding claims can be derived from these instructions. For all legal questions regarding the design of your revocation texts and the implementation of legal obligations, the user must consult a specialist lawyer.
onOffice provides technical tools and suggested text that you must customize to suit your company. Since we are not permitted to provide legal advice, we cannot guarantee the legal validity of the templates.
Inhaltsverzeichnis
- New Contacts and Newsletters (GDPR)
- Sending Files to Existing Customers
- Brochure dispatch and revocation
- How It Works and Technical Basis
- Validity of the Links
- Group Module and Multilingualism
- The _agreementLink
- Basic procedure
- Activities and Verifiability
- Use in Processes
- Legal Documentation
- Important Information About Obsolete Macros
- Our Expert Tip
New Contacts and Newsletters (GDPR)
If you want to add new contacts or obtain consent for newsletters and callbacks, use theContact data completion feature, with the macro _Adr_Vervollstaendigung(xxx) and theGDPR settings form an efficient team. This is primarily about providing information and collecting data without directly downloading files.
Sending Files to Existing Customers
If you want to send files to contacts you already know, the _downloadLink macro is ideal. It converts large attachments into links, which makes emails lighter and speeds up delivery.
Brochure dispatch and revocation
The macro _agreementLink is the tool of choice for the classic process of (interactive) brochure dispatch, revocation policy and confirmation of general terms and conditions. It flexibly covers all legally relevant queries.
An important technical note:
Attachments are not sent as physical files via the _downloadLink/_agreementLink macros, but are provided as download links. The only exceptions to this are appointment details and contact information (vCard), so that customers can continue to import them directly into their calendar or address book.
How It Works and Technical Basis
The basic principle is the same for macros: The recipient receives an email or a WhatsApp message containing a link to a personalized web site. The necessary approvals are obtained there, after which the data is written back directly to the contact record and the activities are recorded in onOffice enterprise. Optionally, the real estate agent receives a confirmation email regarding the transaction.
Validity of the Links
The download links are generally valid for 90 days.
The link to the interactive brochure is valid for 14 days by default and can be adjusted in the interactive brochure’s basic settings.
The link for contact data completion is valid for 14 days.
Group Module and Multilingualism
If you use theGroups– and/orMultilingual Module , the system prioritizes the settings of the respective group as well as the contact’s language before falling back on the general default settings.
The _agreementLink
This macro is extremely flexible and replaces older solutions such as the _Widerrufslink macro. It can be controlled using various parameters (for details, see the macro list under Help → Macro List). If no parameters are specified, the macro uses the enabled modules from the basic settings (Extras → Settings → Basic Settings → Brokerage contract (Agreementlink)tab). Parameters are used to query the selected elements, allowing you to configure different cancellation queries individually.
For a detailed explanation, see Withdrawal.
Basic procedure
- You send the email with the _agreementLink macro (1) and the brochure as an attachment (2). You can find suitable template files under Edit → Templates / Files in the oO – Templates with Company Colorsfolder.
- Your customer clicks on the link and sees the configured queries (e.g., commission agreement, cancellation policy, early start date, contact information). The documents will not be available for download until all required fields have been confirmed (3). For properties with an external commission, you can force the download of the contract statement (4).
- When saving, the values are stored at that contact and a detailed activity entry is created. Your customer will receive (if configured) a confirmation email containing the accepted texts.
- If the early start of the service is not approved, the download (5) remains blocked. The customer is advised to contact the real estate agent (6). Refusal to approve an early start is logged as Activity (7), and the subject line of the informational email sent to the real estate agent automatically changes to provide immediate clarity.
Activities and Verifiability
Thanks to automation, all customer interactions are accurately documented in the agents’s log or in the “Activities” section. Since the system uses fixed promotion types and characteristics for this purpose, each step remains traceable.
Examples of data collection:
First access: When a prospect downloads a brochure, this is recorded with the action type and action kind “Download” and the action feature “First-time download.”
Repeated calls: Any subsequent click on the same link is automatically marked as a “repeat download.”
Details: The system stores the exact file name in the activity’s comment. You can access the original message, including the attachment, directly from the “Email” tab within the activity.
Use in Processes
A key advantage of these standardized entries is their function as triggers. Since types and kinds of action are assigned uniformly by the system, you can use them to trigger automatic follow-up processes —for example, creating a task as soon as a property listing is viewed for the first time.
Legal Documentation
For real estate transactions involving an external commission, a PDF file containing the customer’s contractual declarations is automatically archived. The customer can access this again at any time in the download section.
Important Information About Obsolete Macros
Please note that the _Widerrufslink macro no longer complies with the legal requirements for brokerage agreements (effective December 23, 2020). The old _PDFLink macros will also no longer be maintained. We strongly recommend replacing these with _agreementLink (for queries) or _downloadLink (for file transfers only).
Our Expert Tip
After each configuration or change, perform a test run from the customer’s perspective. Send yourself a test email and check whether the links, the website layout, and—most importantly—the entries in the agent’s log meet your expectations exactly.
