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Electronic Revocation

Please note that this documentation is expressly subject to change and may be modified at any time.

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.

PLEASE TEST the settings and all areas by going through the cancellation process yourself!

Electronic revocation function (revocation button) & online form

Terms of Use

External commission: The electronic cancellation notice is available only for real estate properties for which an external commission has been recorded. This feature behaves in the same way as the checkbox “Require the contract declaration to be downloaded before the contract is concluded”.

Configuration

This feature can be managed at two different levels: Centrally via the basic settings or individually for groups. Please note the different menu structure in the settings:

  • Basic settings: Navigate to Extras → Settings → Basic settings. Click here to open the Revocationtab. This is divided into two sub-tabs: Brokerage Agreement (AgreementLink) and Electronic Notice of Withdrawal. Click here to go to the sub-tab Electronic declaration of Withdrawal.
  • Group Settings: Go to Extras → Settings → Groups and select the desired group. Unlike the default settings, there are no sub-tabs here. Instead, the topics are divided into two separate main tabs: Brokerage Agreement (AgreementLink) and Cancellation. Click here to open the Withdrawaltab directly.

Note: The settings in the groups take precedence. If a user is assigned to a specific group, the values stored in that group take precedence. However, if the configuration fields in the Revocation tab of the group settings are left blank or set to their default values, the fallback logic takes effect automatically: In this case, the system applies the global values from the default settings.

To set up the feature (after opening the corresponding tab as described above), follow these steps:

Activation

Activate the Checkbox “Activate electronic withdrawal function for borkerage contract (agreement link)”.

Grundeinstellungen - Widerruf - Elektronische Widerrufserklärung

 Language-Dependent Settings (Multilingualism)

Configure the text here to suit different languages (e.g., German, English, Spanish). The system automatically displays the language version that corresponds to the Agreementlink being used to the end user.

  • Note text & button label: Define the text pattern for the information text that is displayed to consumers in the download area and the labeling of the button (default: “withdraw from contract”).
  • Page Title & Introductory Text: Specify the name and opening text of the actual online cancellation form.
  • Confirmation template: Link the desired email template that should be sent automatically to the customer after a cancellation has been processed.
    You can use the “Confirmation – Cancellation Notice” email template from the “oO – Templates in Company Colors” folder as a basis for your customizations. If you are using your own templates, please keep in mind that only email templates from the “Revocation” category can be used here.

Language independent options

To the right of the language-specific texts, you’ll find the general sending settings for informational and confirmation emails. These apply across the board to all languages:

  • Send confirmation to customer: Use the “Send ‘Confirmation of Cancellation’ template to customers” checkbox to enable automatic email delivery to the end consumer. If this option is enabled, the customer will automatically receive the email template you have linked as a confirmation of receipt after canceling.
  • Sender email address: Select whether this confirmation email to the customer should use the email address from the global master data or, dynamically, the email address of the original sender of the cancellation notice.
  • Copy to User (CC)  
    If you enter a recipient here, they will be added to the CC field in the email sent to the customer.
  • Confirmation to user: Control who is automatically notified internally when a message is received. IMPORTANT: A recipient MUST be listed here so that you can be notified of the revocation.

Permanent Link

At the very bottom of the settings page, you’ll find the “Permanent Link to the Electronic Notice of Withdrawal.”

  • Function: This link opens the online form as a blank form, with no reference to a specific agreement link.
  • Applications: You can use this link to permanently embed the “revocation” button in a clearly visible location—for example, in the footer of your company’s website.
Permanent Link

Preview

Just as with the brokerage contract settings (Agreement link), you can use the button in the lower-left corner to preview your settings. This opens the form—already filled out with sample data. After entering the date in the “Contract concluded on” field, you can review your custom settings for the landing page.

Procedure for the consumer

A consumer can access the cancellation form in two different ways:

  • Option 1: As soon as a customer has concluded an online brokerage contract via the AgreementLink
    , they will see the button and information text in the subsequent download area. Clicking on it will take him directly to the cancellation form.
  • Option 2: Via the permanent link (e.g., on your website)
    If the consumer clicks on the link that you have placed on your website, the cancellation form will open.

Fill out the form and submit it

  • The standardized online form is titled “Notice of Withdrawal” (unless otherwise configured in the language settings) and requests all relevant information. These include required fields such as name, address, and email address. The real estate agent data is automatically displayed in the footer of the form.
  • The consumer completes the process by clicking the “Confirm withdrawal” button. During processing, the status is displayed transparently, followed by a redirection to a confirmation page (or, in the event of an error, to a corresponding information page for direct contact).

Automated processing in enterprise

After submitting the form, onOffice enterprise carries out the following steps fully automatically in the background:

  • Create PDF: The system generates a PDF document of the cancellation declaration containing all customer entries and an electronic time stamp (cancellation.pdf)
  • Notification to the real estate agent: The real estate agent receives the declaration of revocation by e-mail with all the form data in the text and the PDF file attached.
    • Hint: In the Language-independent settings in the Electronic revocation declaration sub-tab, you can set who receives the confirmation. By default, the confirmation is sent to the real estate agent at the e-mail address stored in the Basic settings → Basic data .
  • Confirmation to the customer: The consumer will receive confirmation of receipt of his declaration of revocation by e-mail as proof for his records, including the PDF file (cancellation.pdf)
  • Activities: The email containing the cancellation that you received does not include any reliable information about a property or a contact record. 
    NO assignments or activity entries are created.

The macro _cancellationLink

The macro _cancellationLink is available for integrating the electronic cancellation function outside the standardized AgreementLink process. This means that the function can be flexibly integrated into your own email templates or used in combination with the onOffice API from external systems. 

Properties and parameters

  • How it works: The macro generates a link that calls up an empty online withdrawal form.
  • Parameter Title: Allows the link created to be stored behind a freely definable text.
    • Syntax-Beispiel: _cancellationLink(Titel: Please click here)
    • Note: No commas may be used within the “Title” parameter.
  • Parameter callbackurl: Allows you to define your own landing page to which the consumer is automatically redirected after successfully submitting the withdrawal form (e.g. back to the homepage of your website).
    • Syntax-Beispiel: _cancellationLink(callbackurl: https://www.ihre-homepage.de)
  • External web query (API): The macro can also be queried via the API command get macro resolve in order to integrate the generated URL directly into external website structures

The confirmation macro _cancellationLinkConfirmation  

After the customer has filled out the online form and clicked the confirmation button, the system sends an automatic confirmation email. This email uses the macro _cancellationLinkConfirmation, which displays the customer’s cancellation in the same way as the _agreementLinkConfirmations macro. 

  • Location:  The “Confirmation – Notice of Withdrawal” email template already contains the macro.

  • The macro can be used in your own email templates to confirm the revocation. These email templates must be assigned to the “Withdrawal” category.

PLEASE TEST the settings and all areas by going through the cancellation process yourself!

Settings