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Direct contact data completion – Settings / Dispatch

General defaults for contact data completion can be found in Basic Settings >> Automation (tab: General, Category: Contact data completion). There you can set whether one or more search criteria are to be seen in the contact data completion and whether automatically created search criteria are also displayed. Automatically created search criteria have been created via a property or contact assignment, e.g. for portal queries.

Configuration

When you select Contact Completion in the Actions bar of an contact record, a pop-up window opens. Here you can specify email address, text, combination of the information (mode) and some options.

Address completion popup

Here is a list of the individual fields and options:

Email

The email address from the contact record is automatically inserted. If the contact has multiple email addresses, you can select here to which the completion link will be sent.

Text

You can customize the text that appears in the email above the link to suit your needs. Macros contained therein, such as the letter salutation, will be replaced when sent.

Signature

Here you can select which email signature should be sent with the contact data completion.

Mode

Here you can select whether the customer should complete only his contact data, only his search criteria, or both.

If you have the category Anti-Money Laundering Act (AMLA) active in your contact records and if input fields for contact data completion have also been activated, you can extend the contact data completion to query the data for the AMLA. Please select the queries with the addition AMLA.

  • Contact
  • Contact with search criteria
  • Search criteria only
  • Contact with AMLA
  • Contact with search criteria and AMLA

Search criteria

If your prospect already has search criteria on file with you, you can decide here whether to edit the existing search criteria (and also create new ones), or just create new search criteria to add to the existing ones. Here the mandatory field settings are taken into account in the search criteria. If these fields are not filled in, a corresponding warning message appears. If search criteria are changed or removed (edited), this is stored in the remarks of the respective search criteria.

In the Basic Settings >> Automation >> General >> Contact data completion Category you can select “Send all search profiles (manual first, max. 5 search criteria)” or “Send only the first search profile”. In the “Edit” mode, either the first 5 or only the first search profile is then sent to the customer for editing.

Template

When the recipient enters a new search criteria, you can specify which fields are displayed to him. If it should not be the standard fields for search criteria , please select the appropriate template here. For example, you can query different criteria for apartments than for houses. This is also useful if you want to enter search criteria for commercial properties.

Options

You can set some options and ask the customer questions, which he must confirm.

  • Save text as default: The text in the email cover letter can be edited by you. If you want to save the text so that the same text will be used in the next cover letter, you can activate this option.
  • Consent to be contacted by telephone or email: Do you need the prospect’s consent to call them back or send emails? Herewith you can obtain this consent. The prospect, before sending the data, must give this consent, otherwise the sending will not be possible. This consent is stored for you in the activities.

Notice:

Consent is no longer mandatory if the option “Ask for consent data storage” was activated at the same time and the prospect does not agree to the storage.

  • I would like to receive a confirmation email when the data record is completed: You will receive an email after completion. This email is sent to the sender of the contact completion. The system sends the mail to the email address that is stored in the user data.
  • Request consent data storage/Show all personal data: This allows you to show the query for storing personal data according to GDPR, including the display of all stored personal data and the corresponding notice form. The decision is stored in the activities and sent to the real estate agent by email. If selected, all existing data will be displayed for the default data .
  • Subscribe to newsletter: If this option has been activated, the prospect has the option to sign up for the newsletter mailing with a check mark. If he has registered for the newsletter, the “Newsletter” field is also set to “Yes” in the basic data of his data record. You have the option to filter by newsletter subscribers and write to the customer in the future.
  • Enter comment (only displayed for search criteria): If this option was activated, the prospect has the possibility to enter an additional comment to his search criteria.
  • Accept GTC: You can only include the item “Accept GTC” in the contact completion if you either upload your GTC as a PDF file or enter a legal notice in your basic settings. The PDF file will be prioritized.
    To upload your GTC’s as a PDF file, please proceed as follows: Click on Extras >> Settings >> Basic Settings, under the basic data you will find the option to upload a PDF file in the bottom right corner.
Einstellungen für die AGB-Datei in den Grundeinstellungen
  • If you use groups, you can define your own terms and conditions for each group in the group management under Extras >> Settings >> Groups . The GTC is stored as a file in the basic data , you can store a text under the information on the withdrawal .
  • Automatic brochure dispatch If you have activated the additional module“automatic brochure dispatch“, you can ask the customer here whether he would like to be offered suitable properties automatically.
  • Landing page: Under the ‘Landing Page’ option, you can store a URL to which your customers will be redirected after completing the contact data completion. If nothing is entered in this field, the URL from the user’s basic data is used for forwarding.

Language

You can choose the language in which the contact data completion will be sent. By default, the language stored in the contact record is adopted. If you use the multi-language module , the email and the data entry form can be displayed in the selected language.

Preview and dispatch

What does the prospective customer get to see? Detailed examples can be found in the chapter“Contact data completion – What does the customer see?“.

Here in the configuration you can use the “Preview” button to see which fields and data the prospect will see. Only the prospect can save data. It is not possible to preview the email to the prospect.

The prospect is contacted directly via the “Send link” button. If the customer follows the link in the email, within the validity of 14 days, he will get to the form to complete his contact data.

Standard list of personal data

The following data – if filled – will be displayed as saved data when a request for storage is made.

List of personal data

Field Category
AMLAbirthdate Money Laundering Act
AMLAWbplaceofbirth Money Laundering Act
AMLAWbdateofbirth Money Laundering Act
AMLAWbcity Money Laundering Act
AMLAWbpostcode Money Laundering Act
AMLAWbstreet Money Laundering Act
AMLAWbnationality Money Laundering Act
AMLAmembersoftheadministrativebody Money Laundering Act
AMLAregisternumber Money Laundering Act
AMLAlegalform Money Laundering Act
AMLAcontractpartner Money Laundering Act
AMLAmaidenname Money Laundering Act
AMLAbeneficialowner Money Laundering Act
AMLAissuingauthority Money Laundering Act
AMLAsuspiciousactivities Money Laundering Act
AMLAnationality Money Laundering Act
AMLAIDnumber Money Laundering Act
AMLAtypeofID Money Laundering Act
AMLAplaceofbirth Money Laundering Act
AMLAWbname Money Laundering Act
AMLAWbfirstname Money Laundering Act
LanguageContact Contact
Email Contact
Homepage Contact
Postcode City2 Master data
LKZ-Postcode-City Master data
door number Master data
Salutation2 Master data
Date of birth2 Master data
Plz_postfach Master data
Postcode Master data
employer Master data
jobTitle Master data
jobPosition Master data
salary Master data
workContract Master data
Postcode2 Master data
City2 Master data
LKZ Master data
staircase Master data
immocard_id_at Master data
immocard_firma_id_at Master data
Co Master data
Salutation title Master data
Title Master data
Name Master data
First name Master data
Addition1 Master data
Addition2 Master data
Addition3 Master data
Street Master data
Postcode City Master data
City Master data
District Master data
P.O. Box Master data
Country Master data
Gender Master data
Phone1 Master data
Phone2 Master data
Fax1 Master data
Fax2 Master data
Date of birth Master data
Title2 Master data
First name2 Master data
Name2 Master data
Street2 Master data
account number Administration
bank code Administration
nameBank Administration
iban Administration
bic Administration
Contacts