Form settings

When you create a form or edit an existing one in your form overview, you’ll be taken to the form settings. Here you can configure how your form behaves — from its appearance and emails to the onOffice integration.

This page provides an overview of all available settings. There are separate detailed pages for the most important topics (linked below).

> The field list is located under the form settings. When you create a new form, you must first save it before the field list is displayed.

Contents

• Status & Identity
• Heading
• Access protection — Password, IP whitelist, expiry date
• onOffice activity — on opening and/or submission
• onOffice task
• Record relationships
• Edit existing records
• Multi-step
• Conditions & rules
• AI voice input
• ChatGPT text generation
• Write values — populate fields without input
• Email notification
• Submit & thank you page
• Styling
• Legal Notice
• iFrame Embedding
• Tracking — GTM, Facebook Pixel, Etracker
• Webhooks
• Create & Sign PDF
• Statistics

## Status & Identity

In the top right-hand corner, you’ll find the Activate switch and the status (red = inactive, green = active). Only activated forms are accessible via their link and count towards your form limit.

• Title (internal): Only you can see this — in the form overview, the list is sorted alphabetically by title. Use a naming convention, e.g. “🏢 Acquisition — Property Survey”.
• Note (internal): A reminder for you or colleagues about what the form does. Displayed in the overview when you hover over it.
• Form URL suffix: The last part of the form URL (slug). You can change it, provided it is unique.
• Form group: Optional grouping of multiple forms. Useful for form group copy links, which allow you to copy multiple forms at once to another propform account.

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Heading

• Heading: Displayed above the form. Emojis are allowed. Can be left blank.
• Subheading: Appears below the heading; also optional.

> Both the heading and subheading support onOffice macros — e.g. _ort (property location) or _Vorname (first name of the loaded address). When a record is loaded into the form, the macros are automatically replaced. You can find the complete official onOffice macro list here.

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Protection against unauthorised access

To prevent anyone from simply accessing your form, there are three protection mechanisms that can also be combined:

Form password

If you tick the “Form password” box, a specific value must be included in the form URL as the URL parameter ?key=. Example:

https://propform.io/form/z6YhgdCMsu95?key=geheim123

The value can also be an onOffice macro. This allows you, for example, to create one-time links where the password changes after the first submission.

> ⚠️ As the value appears in plain text in the URL, this is not a cryptographic password. Do not use real passwords.

Expiry date required

Enabled: The form can only be accessed if ?exp=YYYY-MM-DD HH:MM:SS is included in the link and is in the future.

https://propform.io/form/z6YhgdCMsu95?exp=2030-12-31 23:59:59

You can either set the expiry date statically in the link or have it calculated dynamically using an onOffice formula — e.g. “always 14 days from dispatch” via _calculate(DateAdd(now;14;days)). More under Account → Expiry date for form links.

IP Whitelist

Enter a list of IP addresses in the form settings. Only requests from these IPs are permitted. Useful for internal forms that should only be accessed from your office network.

## Create an onOffice Activity

You can have an activity (agent log entry) generated in onOffice — either upon form access (e.g. “Link Tracker”) or upon form submission (e.g. “Enquiry sent”). Both options can also be active simultaneously.

You configure the action type, action category, attribute, comment, responsible person, cost, duration, result, etc. The activity is automatically linked to the address and/or property from the form.

> In the Comment field of the activity, you can use macros — e.g. _objektart, _pfGetSearchCriteriaInformation (displays the search criterion just created), _pfGetSellingPriceOffer (purchase price offer from a prospective buyer) or _pfGetAgentslogInformation (activity just created). Complete macro overview: propform macros.

Activity on call — typical use cases

The activity on form call (in addition to the submit activity) is particularly valuable for audit trails:

• Download forms (see Download fields): The call activity documents “User has opened the document” — even if they haven’t downloaded anything. Combined with “Activity on download” + file hash, you have complete proof of access (who, when, what).
• Owner status pages: Tracking whether the owner actually reads the marketing report — valuable for reporting obligations.
• Link tracker for email campaigns: propform URL as a click tracker in newsletters/emails — every click generates an activity in onOffice with a record reference.

Dynamically control activity fields via URL parameters

Instead of creating a separate form for each activity type, you can use a single form with dynamically set action type and action category:

1. Include fields Aktionsart and Aktionstyp (from the Activity module) in the form
2. Set both to “Hide field” + “Allow pre-filling with URL parameters”
3. The URL determines which activity results:

https://formular.deine-domain.de/dein-formular?agentslog[actionkind]=ACQUISITION&agentslog[actiontype]=phone

Use case: A tracking form accessed via various email campaigns or tool links records the appropriate activity (phone call / email click / appointment request) — depending solely on the link.

> 💡 Finding key values: As with all single-select values in onOffice, you need the internal keys (e.g. ACQUISITION), not the plain text labels. See Fields → allowed values for the DevTools Inspect trick.

## Creating an onOffice task

As with the activity, except that a task is created in the onOffice tasks module. You specify the responsible person, assignee, subject, description, status, task type and priority.

Here too, onOffice macros work in the subject and description.

Record links (property ↔ address)

If your form creates or edits an address and a property at the same time, you can choose how these are linked — e.g. as owner, buyer, tenant, prospective buyer.

If you want to link dynamically (link type comes from a field or via a URL parameter), use the special field “Record Link” instead — see Record Link Field.

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Editing existing records

Tick the box “Existing property and address records in onOffice can be edited using the form”. This allows you to use the form to edit existing records, rather than just creating new ones.

You load the record using the UUID as a URL parameter:

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

You can use the macro _Uuidaddress or _Uuidestate directly in onOffice email templates or in a link field in the onOffice form. propform displays the finished links and formulas directly below this setting.

Load linked records automatically: If you load just one property via UUID, propform can automatically load the linked address as well (e.g. the owner). Conversely, the property linked to an address can also be loaded (First/Second/Third ownership, Rented, Listed, Purchased).

Filter settings: Restrict which addresses or properties can be edited using this form. Only records that match the selected onOffice filter can be loaded.

More details: Pre-filling with IDs and UUIDs.

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Multi-Step

Long forms seem less intimidating if you split them into several steps. Enable “Multi-Step Mode” and insert break fields in the form builder where a step should end.

• Progress indicator: Shows your visitor which step they are currently on.
• "Next" / "Back" labels: Customisable.
• Using a break field, you can assign a GTM step name to each step (for tracking).

## Conditions & Rules

Conditions allow you to dynamically show or hide fields — depending on the values of other fields. Example: “Only display the ‘Rental period’ field if ‘Contract type’ = ‘Rental’.”

You create one or more rules; each rule consists of:

• If-condition (field + operator + value)
• Then-action (show field / hide field / set as required / etc.)

Configurable in the “Conditions & Rules” tab of the form settings.

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AI voice input

Can be enabled if your account has an OpenAI Platform API key stored. A microphone button will then appear in the bottom right-hand corner of the form. The visitor dictates their enquiry freely, and the AI fills in the relevant fields.

Handy for lead generation forms on the go via smartphone, where typing is cumbersome.

ChatGPT text generation

You can also use your form as an AI text generator — e.g. to automatically generate a property description from entered property data.

In the “Create text (ChatGPT)” tab, you define:

• Prompt (the instruction to the AI, which can be populated with macros)
• Target field in onOffice (where the AI response is saved)
• Model (GPT-4o, GPT-4.1, GPT-5.1 etc.)
• Fine-tuning (temperature, max. tokens)

Prerequisite: OpenAI API key stored in the account settings.

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Write values (fill fields without input)

With “Write values”, you can fill additional fields in the address or property details after the form has been successfully submitted — without these fields needing to be visible in the form.

Example: You want to automatically enter today’s date into the address field “Last enquiry on” — or copy the search profile summary _pfGetSearchCriteriaInformation into an address field so that you have it available later in an onOffice PDF template.

For each entry, you select:

• Module (Address or Property)
• Target field (from the onOffice administration — internal field name, e.g. ind_134, not the label)
• Value (static or with macros)

For more information (including a sample video): see Quick Start Video “Writing Values”.

Workaround: Making activity field values available for email/PDF templates

Some activity fields (e.g. the standard field “Purchase price offer” or “Reason for rejection”) are not accessible via macros in onOffice email and PDF templates — so you cannot embed the value directly in the confirmation email or PDF attachment.

Workaround:

1. Create a custom address field (e.g. Sonstige1 or your own custom field with the internal name ind_134)
2. In the form settings, create an entry under “Write values”:
   • Module: Address
   • Target field: the custom field
   • Value: the activity field as a macro (e.g. _kaufpreisangebot)
3. After submission, propform writes the value to the address field
4. The value is then available in the email/PDF template via the address macro (_Sonstige1 or similar)

Works for all activity fields that you would otherwise be unable to reference in templates.

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Email notification

You have three independent email options that you can combine as you wish:

1. Confirmation email from propform to you

Standard notification. You receive an email with all the entries — either to your account email or to a separate address that you specify here.

> 📎 Attachment limit: Uploaded files are only sent as attachments if their combined size is less than 25 MB (standard email limit). Larger files can then only be found in the relevant onOffice record.

2nd + 3rd emails via onOffice (two separate emails possible)

Sends an email via the onOffice API — i.e. from the email address of the onOffice user assigned to your API user, using your onOffice email templates, automatically placed in the correct outbox.

You select:

• Recipient (fixed or from an address user field for the property/address — e.g. “Team Leader”)
• CC / BCC (with macro resolution — e.g. _ifEmpty(_Sonstige1;"fallback@test.com";"_Sonstige1"))
• Subject & Body (macros work here too)
• Attachments: PDF property summaries, PDF letters, uploaded files
• Document attributes of the attachments

> ⚠️ Recipient logic: propform checks whether the recipient’s email actually exists as a primary address in onOffice. If not, a new address record is automatically created with this email address. This ensures emails reach the right person — even if the email address is stored somewhere as a secondary address.

More on this: Email in propform.

Send & Thank You Page

• Submit button label: Customisable — e.g. “Send enquiry” instead of “Submit”.
• Loading indicator label: What is displayed whilst the form is being processed (e.g. “Sending…”).
• Hide submit button: Useful if the form is more of a “Linktree page” or a simple thank-you page.
• Thank-you page URL: Where the visitor lands after submission. Blank = default thank-you page in the form’s styling.

> ⚖️ Compliance note for brokerage contracts subject to commission: For forms that trigger a fee-based contract (e.g. an exclusive brokerage agreement), the generic label “Submit” or “Sign” is legally risky — the German “button solution” requires a clearly recognisable statement regarding the payment obligation. Recommended wording: “Conclude brokerage contract”, “Engage broker subject to commission” or similar. propform accepts no liability for the legal correctness of the wording — in case of doubt, consult your own lawyer.

Append IDs & UUIDs to the thank-you page

If you enter your own thank-you page URL, you can choose to have propform append the recently created or edited record IDs as URL parameters. This allows you to chain forms — the thank-you page then acts as a second propform form that processes the newly created record.

Options per module:

• Property UUID/ID + Type (Ownership / Purchased / Rented / etc.)
• Address UUID/ID + Type (Ownership / Contact Person / etc.)
• Activity ID, Task ID, Appointment ID, Search criterion ID

Auto-submit

When the form URL is called up, the form is submitted immediately (without the visitor seeing it) and redirects to the thank-you page. Use cases:

• Link tracker in emails — e.g. create an ‘Link click’ activity in onOffice
• One-click newsletter subscription/unsubscription
• Slot booking in combination with the calendar loop

Styling

• Use standard styling: Applies the settings from your account settings. Alternatively, you can set custom values for the form.
• Logo URL & Favicon URL
• Background colour + Accent colour (buttons, borders)
• Font (Google Fonts, locally hosted for privacy reasons — no connection to Google when the form is accessed). If your preferred font is missing, just drop us a line and we’ll add it.
• Design style: Square, rounded or “pill” (fully rounded)
• Background image with filter options (blur, brightness, contrast, greyscale)
• Card style: Background colour, transparency, blur, shadow, corner radius — so that your form stands out from the background image, e.g. with a glass morphism effect

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Legal Notice

Below the form, you can display the legal notice, privacy policy, homepage and contact details — either using the default settings from your account settings or customised for each form.

## iFrame embedding

You can embed the form into your own website in four different ways — propform generates a copy-and-paste code for each option directly in the form settings. Which option is suitable depends on your CMS, cookie consent tools and the desired styling.

Option 1: JavaScript embedding code (classic)

<script type="text/javascript" src="https://propform.io/form/js/DEIN-SLUG"></script>

Loads the form via JavaScript and inserts it at the location of the <script> tag. The embedding method (see “iFrame script version” below) can be switched from document.write() to document.createElement() if the classic method causes issues in your CMS.

Option 2: Web Component (Alternative, modern option)

<script src="https://propform.io/form/webcomponent/DEIN-SLUG" defer></script>
<propform-form form-id="DEIN-SLUG" dynamic-height style="width:100%;"></propform-form>

A more modern option with automatic height adjustment. Clean DOM encapsulation, compatible with most CMS. Recommended if the classic JS code does not work.

> ⚠️ form-id must be the system-side slug (found in the form settings URL or in the edit link), not the custom URL path. Otherwise, the Web Component will display “Form not found”.

Option 3: iFrame with automatic height

<script src="https://propform.io/js/iframeResizer.parent.min.js"></script>
<iframe id="DEIN-SLUG" src="https://propform.io/form/DEIN-SLUG" style="width:100%; border:none;" title="Formulartitel"></iframe>
<script>iFrameResize({log:false, heightCalculationMethod:'bodyScroll', checkOrigin:false}, '#DEIN-SLUG');</script>

Classic iFrame plus the iframeResizer library, which dynamically adjusts the height to the form content. Useful if your CMS or cookie consent tool blocks external <script> tags — the iFrame itself is “just HTML” and is allowed through; you can enable the resizer script separately.

Option 4: Simple iFrame (without JavaScript)

<iframe src="https://propform.io/form/DEIN-SLUG" style="width:100%; height:800px; border:none;" title="Formulartitel"></iframe>

Pure iFrame without JavaScript. You must set the height manually (height:800px or similar) — no automatic adjustment. Useful as a fallback if all JS variants are blocked, or for forms with a fixed height.

Additional settings for embedding

Open thank-you page in...

Controls where the thank-you page appears after submission:

• _parent (normal): Thank-you page opens in a normal browser tab/window — the iFrame is completely replaced
• _self (within iFrame): The thank-you page appears within the iFrame — the surrounding website remains visible

Select _self if the form is to be a permanent part of a landing page and the user is to remain on the page after submission.

iFrame script version

Only relevant for Option 1 (JavaScript embed code). Two methods for inserting the form into the DOM:

• document.write() — classic method, simple, works in most CMS
• document.createElement() — alternative method, compatible with modern CMSs that block document.write() after page load (e.g. WordPress with certain plugins)

If the classic code displays “nothing”, try the other variant.

Additional iFrame options

Two checkboxes for special cases:

• No iFrame border (style="border:none;") — enabled by default. Only disable this if you want a visible browser default border (which is rarely desired).
• Ignore cookie consent (data-cookieconsent="ignore") — adds this attribute to the <script> tag so that cookie consent tools (e.g. Cookiebot) do not block the form script. Enabled by default. Only disable this if you deliberately want to hide the form behind a consent banner.

> Do you need further options (e.g. sandbox attributes, custom allow list)? Contact us at hello@propform.io.

> Ensure that the form styling blends seamlessly into your website layout — transparent background, accent colour adapted to your CI. More under Design & Branding.

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Tracking

propform can communicate directly with three analytics tools:

• Google Tag Manager — pushes events form_view, form_start_input, form_abort, form_submit to the DataLayer. For multi-step forms, additional step events (step name configurable per field).
• Facebook Pixel
• Etracker

> ⚠️ Forms do not have a cookie consent banner. If you enable tracking, you, as the form operator, are responsible for ensuring that appropriate consent has been obtained (e.g. via your main page if the form is embedded as an iFrame).

## Webhooks

If you enable webhooks, propform calls external URLs after a form is submitted — different webhooks can be defined for each module (address, property, activity, task, appointment, search criteria).

Useful for custom integrations that are not intended to run via onOffice — e.g. Slack notifications, your own CRM systems, Zapier/Make workflows.

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Create & sign PDFs

A PDF can be automatically generated from every form submission — either a standard PDF containing all input values or an onOffice letter template / onOffice property description, populated with the form data.

Optionally, the PDF can be digitally signed (requires your own certificate) — relevant for legally binding documents such as powers of attorney or estate agency contracts.

Configurable:

• File name (with macros)
• Save destination in onOffice (which tab, which document property)
• Signature on/off
• Certificate data (type, encryption, name, location, reason, contact info, level)

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Statistics

• Views: Number of form views. Click the link icon → Overview of all views (with date/time), where you can also delete them to reset the counter.
• Submissions: Number of submissions. Click → Overview of all submissions with input values; these can also be deleted here.

> 🔒 Data minimisation: In Account settings → Statistics, you can completely disable the saving of form submissions or IP addresses. In this case, page views and submissions will still be counted, but no content will be stored.

Continue to Create & Edit Fields 👉