Filters per form — Restricting access to records

For forms that load or edit address or property records (e.g. “Edit address”, “Edit property”, “Add data”), a user could theoretically access any records that the API user is permitted to view in onOffice by manipulating the UUID parameter in the URL. The filter per form restricts this.

When is this important?

Critical for publicly accessible forms that modify records:

Tenant self-disclosure form that updates an address record
Property handover form that writes to a property
Feedback forms to owners/buyers
Data correction forms via email link

Without a filter, anyone with the correct URL structure (?address[ID]=<UUID>) could load any record within the API user’s account view — even if they have nothing to do with it.

Setup

1. Create a filter in onOffice

Filters are a standard onOffice feature: Addresses / Properties module → Filter management → New filter.

Example filters:

“Active properties only” (Status = active)
“Search profiles from region X only”
“Addresses with contact type = Tenant only”
“Only status > 5” (for marketing readiness)

2. Activate the filter in the propform form

In the Form Editor → Address or Property fields → Filter settings → select the onOffice filter from the dropdown.

3. Effect

The form can now only load/edit records that are within the filter. If someone attempts to access a UUID outside the filter → the form rejects the request.

Best Practices

Make filters as narrow as possible: Only records that the specific form is actually intended to process
A separate filter per form: Different forms often require different restrictions
Check filters regularly: If new records are to be automatically added to the filter, the filter conditions must be dynamic accordingly
Testing: Try to access the form using a UUID outside the filter — it should be rejected

Combination with other protection mechanisms

A filter per form is a data protection layer, not access protection for the form itself. Additionally:

IP whitelist — who is permitted to access the form at all
Form password — access only with a password
Form key via URL parameter — dynamic token protection

More on this in the Form Protection Documentation.

📖 Form Protection — Overview of all protection mechanisms
📖 My form isn’t writing any data — when the API user cannot see any records at all (permissions issues)

propform.ioHilfe

Filters per form — Restricting access to records

When is this important?

Setup

Best Practices

Combination with other protection mechanisms

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