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Settings

Input fields

On the “Input fields” tab, you can create additional fields or activate or deactivate existing fields. First select in which module and in which category you want to make settings.

Features

Field

This is the internal field description of the field in the database. This value cannot be changed.

Type

For newly created fields, determine what type of field you want. Should a check mark (Yes / No) be placed here? Should numbers or characters be entered? This means the field types in detail:

Int Integers
Float Floating point figures
Decimal Floating point figures
Char (20) Input of up to 20 characters
Char (80) Input of up to 80 characters
Text Input without character restriction
Remark Input without character restriction, with a larger input field than the text type
Note Input without character restriction, with edit mode as external popup
Date Date field
Boolean Yes / No. A check mark can be set here.
Link The path entered there is directly linked to the target
User The User data type creates a field that contains the current users for selection.
File The data type File creates a field in which you can upload images and documents.
Red notice The Red Note data type creates a note in red that refers to the field below.
Black reference The Black Note data type creates a note in black that refers to the field below.
Separation line The data type Separator creates a separator line at the desired position.

You can use the individual field types to structure the interface, some hints can be found in the Möllerherm Immobilien blog post .

Content

Here you specify with which name the field is displayed in your onOffice enterprise interface.

Pos

Determine the positioning of your fields by assigning the exact position, this position is only taken over when saving. Alternatively, you can do this using the arrows on the far right.

Min

Specify the minimum number of characters to be entered for text fields.

Limit

Specify the maximum number of characters to be entered for text fields.

Filter

Here you can use the “Field filters” to define for which conditions/categories the field should appear. The following symbols indicate the status of the field:

Icon without field filter This field always appears.
Icon with field filter This field only appears if the corresponding conditions are met.

The symbols can be clicked on. In the pop-up window that opens, the various field filters can be used to define exactly under which conditions the selected field appears.

The individual field filters vary from module to module. Various field filters can be entered for addresses, properties and appointment management. You can edit them by clicking on the filter icon.

  • Address management
    – Status (accesses status2 as long as it is active, otherwise status is retrieved)
    Record characteristics
    – Groups (only if the group module is activated)
    – Contact types
  • Real estate management
    – Status (accesses the extended status (Status2) as long as it is active, otherwise status is retrieved)
    – record set characteristics – type of real estate
    – type of use
    – marketing
    type – base properties / units (only if the multi-object module is active)
    – energy certificate type (only for fields for energy consumption or demand)
    – groups (only if the group module is active)
  • Date management
    No field filters can be defined for the standard fields in date management. Only newly created fields can be provided with a filter. These fields can only be restricted by the appointment type.

You can also define exactly for which groups fields should appear. This means that this field only appears if you are assigned to this group as a user. If you do not belong to this group, these fields would not be displayed. In addition, you can select “Line only” in the drop-down menu to the right of the group name to display the fields only for the group leader .

If the checkbox “Automatically activated for new groups” is checked, the settings are applied to all new groups.

There are ‘AND’ and ‘OR’ connections for the field filters. Thus, the information given in a category is ‘OR’ information. AND’ entries are settings which are made in several categories.
Another special feature is that if you check all or none of the items in a category, the settings are the same for the moment. If you have checked all of them, a restriction will only be applied when you create a new field in the category.

Group

You can create groups for individual categories in the address and property management. This allows you to assign selected fields to a specific group. However, the “Group” input field is only displayed if you have previously defined “Groups” or “Subtabs” in the respective category. How and where you can define groups is explained in more detail here .

Type

For your own created fields You can determine a type for the field depending on the type. Accordingly, expenditure formats of the type are adapted accordingly.

Formula

For most fields (depending on the field type) you can specify a formula to calculate the field contents. This is possible for the fields with the editing symbol or the formula symbol if a formula has already been entered:  Edit Symbol or
A click on the symbols opens the formula editor, an existing formula is shown as a mouse-over at the formula icon

With a click on the pencil symbol in the column header you get an overview of all formulas that have already been created. Here you can control the sequence of the calculation and also use the “Overwrite” checkbox to specify whether the field is editable or not.

There are two cases when recalculating (“overwriting”):

  1. Check mark set; default setting. These fields appear grayed out in the record and cannot be edited. When values are changed and saved in fields used in the calculation, the contents of that field are updated. Of course, this only becomes visible when you reload the current view.
  2. Hook not set; These fields can be edited in the data record. The field shows the result of the formula as if the check mark had been set, unless you have entered something manually. Then the content will no longer be overwritten if the calculation data changes.

Single select field SF

If a check mark is placed in this column, this field is a single select field. Ideally, these fields should be of type text. In Singleselect fields, you can select one value from several using a drop-down menu. The Kitchen field, for example, is a single select field:

The values that should appear in a Singleselect field can be freely entered under the tab “Singleselect” .

Multiselect field MF

If a check mark has been placed in this column, it is a multiselect field. These fields should also be of type Text. Several values can be selected here. The Contact Type field, for example, is a multiselect field:

The values that should appear in a multiselect field can be freely entered under the “Multiselect” tab.

Field Activate / Deactivate

When deactivating a field, the software asks whether existing values in this field should be deleted:

By clicking the “OK” button, the respective field entries in all properties are deleted from the database.

If you click on “Cancel”, the field entries are retained at the database level.

Deactivated fields with a database entry are displayed in the software with a dotted line, with a click on the field name you will get a hint text:

As soon as the existing entry is removed, the field is no longer displayed.

Globe – Multilingual

If the check mark is set in the globe symbol column, the field is stored identically for all languages. If no check mark is set, a separate content can be saved for each language.

Address completion/real estate completion

The appearance of the address completion can be changed here. You can use the AV column to determine which fields are displayed. The AV column is available in all categories of the Address Completion module.

You can determine which fields are visible in the Search Criteria area on the Search Criteria tab. The AV column is also available there.

Quicksearch – QA

If a check mark has been placed in this column, it will be displayed in the Quicksearch box on the right side.


Mandatory field PF

If the check mark is set, this field becomes a mandatory entry and appears in red in the address or property mask.

Base property – inheritance in units

This column is only displayed if you have the multi-object module. This column can be used to determine which data is transferred from the base property to the units. This column is disabled for some fields. And in the categories Prices, Areas and Statistics not checked as default.

Brochure short long

For each type of brochure (Word, HTML or PDF), you can specify here for the variants (short / long) which fields can be displayed. To do this, please place a check mark below the corresponding symbol in the “K” or “L” column. Regardless, PDF Brochures only displays fields that have values.

ATTENTION: A change e.g. in PDF short affects all PDF brochures with the name extension “short”

Edit input fields

Create new field

The button “Create new field” generates a new field and inserts it at the beginning of the list. In the following you can determine which properties this field has.

Note:

Please note that no individually created fields can be transferred to the portals.

Download field list

via the button “Download field list” you can download an Excel file for better viewing and searching of all fields in the administration.

Clear field

You can only delete fields you have created yourself, this is done by clicking on the trashcan icon. When you delete a field that is used in a formula, a warning message appears: ” The field is used in formulas for the following fields: xyz. When the field is deleted, the formulas are also removed If you do not want to delete the formula, click “Cancel” and change the formula before you finally delete the field.

System fields can only be deactivated and not deleted.

Move field entries

You can move active fields by clicking the black arrows on the right side of the table. The arrow pointing upwards swaps the selected field, the arrow pointing above and the arrow pointing downwards swaps the field with the field below.