Pre-filling & loading records

Fields can be pre-filled in several ways — and existing onOffice records can be loaded into your form so you can edit them rather than creating new ones.

Contents

• Order & priority
• Default value
• URL parameters
• Load record with UUID
• Forced values
• Automatically load linked records
• Filter — which records can be loaded?

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Order & Priority

If a field is pre-filled in multiple ways, the following order applies — from weakest to strongest:

> Default-Wert ← overwritten by ← Wert aus onOffice-Datensatz ← overwritten by ← URL-Parameter ← overwritten by ← Erzwungener Wert

This means: Forced values always take precedence. URL parameters override the loaded onOffice value. The onOffice value overrides the default. If all sources are empty, the field is also empty.

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Default value

In the field settings, you can specify a default value. If the form is called up empty (no record loaded, no URL parameter), this value appears pre-filled.

Examples:

• Property field “Property type” → Default haus
• Multi-select field → separate multiple values with ;, e.g. interessent;eigentuemer

> 🔑 For single/multiselect fields, you must use the internal key names from the onOffice administration — e.g. ind_Schl_2759 instead of “House”.

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URL parameters

You can use URL parameters in the form URL to populate fields when the form is called up. Prerequisite: “Allow pre-filling with URL parameters” must be enabled in the field settings (default: on).

URL parameters are appended to the URL with ?, and subsequent ones with &:

https://propform.io/form/dein-slug?estate[objektart]=haus&estate[objekttyp]=einfamilienhaus

> 💡 You can find the specific URL parameter for each field in the field settings under the “Allow pre-filling with URL parameters” tick box as a small note.

Schema

modul[feldname]=wert

Multi-select with multiple values

For multi-select fields, you need to use square brackets and specify each value individually:

?address[ArtDaten][]=Eigentuemer&address[ArtDaten][]=Investor

Range search criteria (from/to)

For search criteria fields with from/to values, use double underscores:

?searchcriteria[wohnflaeche__von]=50&searchcriteria[wohnflaeche__bis]=80

Boolean fields (checkboxes)

Boolean fields accept only 1 (for ‘active’/‘true’) and 0 (for ‘inactive’/‘false’) via URL parameters:

?address[opt_in]=1
?address[newsletter_einwilligung]=1

> ⚠️ Values such as ?feld=true, ?feld=WAHR, ?feld=ja are not recognised as truth values — the field will then remain empty. Always use the integer 1.

## Load record with UUID

If you want to edit an existing onOffice record, load it using its UUID (universal unique identifier) as a URL parameter. UUIDs cannot be guessed — nobody can open a different record by manipulating the URL.

https://propform.io/form/dein-slug?address[ID]=f4059f75-8155-4869-b244-d036c3babfd1

Prerequisites

1. In onOffice Administration: Enable fields uuid in the Addresses module AND uuid in the Properties module
2. In Form Settings: Tick the box for “Pre-fill with UUIDs”

URL parameters per module (note that these are case-sensitive!)

UUID via email macro

If you send the form link via onOffice email, the UUIDs are accessible via the following macros:

_Uuidaddress    →  UUID der verknüpften Adresse
_Uuidestate     →  UUID der verknüpften Immobilie

For example, an edit link in an onOffice email template:

https://propform.io/form/dein-slug?address[ID]=_Uuidaddress&estate[Id]=_Uuidestate

UUID via link field in the onOffice form

You can also create a link field in your onOffice address or property form and enter the URL using a formula:

="https://propform.io/form/dein-slug?address[ID]="&[uuid]

or for properties:

="https://propform.io/form/dein-slug?estate[Id]="&[uuid]

> 💡 In the form settings under “Edit existing records”, propform displays the complete links and formulas ready for copying.

Forced values

In the field settings, you can set a forced value. This:

• Is pre-filled when the form is opened
• Overrides loaded onOffice values
• Overrides URL parameters
• Allows submission only if the field value matches this value exactly

Separate multiple values with ;.

> 💡 Example: You are building a “one-click newsletter sign-up” form. Set a forced value of aktiv for the newsletter field and combine this with “Hide field” + “Auto-submit”. The visitor clicks the link once, the form submits immediately and the newsletter status is set to aktiv.

Automatically load linked records

When you load a property via UUID, propform can automatically load the linked address — e.g. the owner.

In the form settings, you’ll find a selection for this under “Edit existing records”:

> ⚠️ Only works if explicitly only one side (address OR property) is loaded via UUID. If you load both via UUID, the explicitly specified UUIDs take precedence.

Filters — which records can be loaded?

To ensure that not just any record can be edited using the form, you can apply restrictions in the form settings under “Filter settings”:

• Address filter: Only addresses that fall within the selected onOffice filter can be loaded
• Property filter: Similarly for properties

The filters must first be created in your onOffice administration (filters are a standard onOffice feature).

> 💡 Use case: You are creating a tenant self-disclosure form that should only be usable for active rental listings. Create a filter called “Active rental listings” in onOffice and select it in the form settings — this ensures that inactive properties cannot be loaded via the form link, even if someone knows the UUID.

📖 More on filter protection: Filters per form.

Edge cases & security notes

URL parameters in the iFrame setup

If you embed the form into your website via an iFrame, the ?param=value URL parameters must be included in the iFrame URL, not in the parent website URL:

<!-- ✓ Richtig: Parameter im iframe-src -->
<iframe src="https://formular.deine-domain.de/dein-formular?address[ID]=_Uuidaddress&estate[Id]=_Uuidestate"></iframe>

<!-- ✗ Falsch: Parameter in Eltern-URL kommen NICHT im iFrame an -->
<iframe src="https://formular.deine-domain.de/dein-formular"></iframe>

If you have a dynamic iFrame setup (where parameters change depending on the data record), your website logic must dynamically generate the src attributes of the iFrame.

Security considerations regarding pre-filled URL values

URL parameters are visible in plain text — users can manipulate them at will before submitting the form:

• ?searchcriteria[kaufpreis_bis]=500000 can be changed to ?searchcriteria[kaufpreis_bis]=999999999
• ?address[Sonstige1]=info@firma.de can be changed to any other email address

Consequences:

• Do not rely on URL values for critical fields (e.g. pricing, commission rates)
• For such values → use forced values (see above) — these override URL parameters and can only be configured in one place
• For manipulated UUIDs → use filter protection (see above) to prevent users from accessing other records

“Link is deleted by email providers”

When long URL parameters (e.g. complex pre-filled links) are sent in emails, some email providers may flag links as suspicious and, for example, automatically remove or redirect them (Microsoft Defender, Google Safe Browsing).

Solution options:

• Use your own custom domain for email sending → better reputation
• Send complex links via an onOffice template, not directly in propform emails
• Maintain SPF/DKIM/DMARC properly

Continue to propform macros 👉