🎁 Template Gallery & Quick Start Patterns

Instead of building every form from scratch, it’s worth starting with one of the tried-and-tested patterns and customising it. Here are the most important templates, complete with step-by-step instructions.

Contents

• Quick Start: Form via link from onOffice screen
• Standard Form Patterns
• Configuration Form Pattern (Pre-config + Customer Form)
• Tip: Form groups for bulk setup
• Copy ready-made sample templates

Quick start: Form via link from onOffice screen

The most important pattern for integration: a link in the onOffice address or property screen that automatically opens the correct form with the correct record.

Step 1: Create a form in propform

1. propform account → Create new form → Assign a name (e.g. “Document upload for property”)
2. Activate
3. Add fields (e.g. file upload field for the property)
4. Optional: Configure action on submission, enable email dispatch

Step 2: Create link field in onOffice

1. onOffice → Extras → Settings → Administration
2. Property module (or Addresses) → create your own category, e.g. “Forms” or “Checklists and Forms”
3. New field of type “Link”, name e.g. “Document Upload”
4. Activate (column “A”)
5. Enter a formula in the field:

="https://formular.deine-domain.de/dokumenten-upload?estate[Id]=" & UUID()

→ propform provides the finished formula in the form editor under Form Settings → Further Settings → “Show Macros and Formulas”.

Step 3: Calculate the formula in all records

Formulas in onOffice fields are calculated only when the record is saved. To ensure the link works immediately across all existing properties:

1. Properties module → Action → “Bulk update properties”
2. “Property data” tab → do not change anything
3. Click “Update” — onOffice will save all records once and recalculate the formula

> 💡 Important: Check the following boxes beforehand: Enable the “Overwrite Units” and “Overwrite Master Object” columns for the formula field in the administration — otherwise some records will be skipped.

Step 4: Use the link in the form

The link now appears in your category in every property form. Click → the form opens with the correct record pre-loaded.

_Obj prefix trick for street & house number in the Property module

If you want to display the street and house number of a property in the form header or in the PDF, even if the “Do not disclose address” setting is enabled for the property — standard macros won’t work, but the _Obj variant gets round this:

This workaround is only available for street and house number in the Property module — other fields (_ort, _plz etc.) do not have an _Obj variant.

Example: Form header = Lade Dokumente zur Immobilie _Objstrasse _Objhausnummer → always displays street + house number, even if address sharing is disabled.

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Standard form patterns

Referrer form

Purpose: A third party recommends a property/owner and receives a commission upon successful completion.

Components:

• Input fields for referrer’s address (first name, surname, email, telephone)
• Input fields for recommendation (first name, surname, telephone, property address)
• Data record link: Select address:estate:tipp (referrer link) in the form settings
• Email to referrer: Confirmation email
• Email to internal address: Notification to Sales

> 💡 Important note regarding the onOffice field Tipp_ID: The referrer link is technically stored in onOffice within the property field Tipp_ID (category “Administration”). You should not include this field directly as a form field — propform automatically populates it via the data record link with the created or linked tipster address. For this to work, Tipp_ID must be enabled in onOffice under Tools → Settings → Administration → Properties (just like any other onOffice field).

Tenant Self-Declaration Form

Purpose: Tenants fill in their personal and financial details; propform creates an address and links it to the property.

Components:

• Address details (title, first name, surname, address, telephone, email)
• Income/occupation fields (Custom fields in onOffice)
• File upload (pay slips, ID card, credit reference)
• Multi-file bundling to PDF (see File upload fields)
• Data record link: estate:address:renter
• Optional: Generate PDF documentation (see PDF creation)
• Optional: Signature pad for legally binding self-declaration

Handover report

Purpose: To document the condition of the property during handover between landlord and tenant (or seller and buyer).

Components:

• Photo upload per room
• Multi-select ‘Rooms’ (kitchen, bathroom, bedroom, etc.)
• Meter readings (electricity, gas, water) as text fields or range sliders
• Comment fields per room
• Signature pad for both parties
• PDF generation with table layout for the recorded values

Request customer review (with conditional routing)

Purpose: Request a review after the transaction is complete — direct customers with a positive experience to a Google review, others to an internal feedback form.

Components:

• 3 buttons in the overview form: 🙂 very good / 😐 average / 😞 poor
• Per button: Auto-submit form sets the value in onOffice + conditional thank-you page URL
• More under Auto-Submit & Conditional Routing

Arranging a notary appointment (with multiple buyers/owners)

Purpose: Preparing a notary appointment — all buyers + owners + notary linked as addresses, plus contract texts/cancellation policy via Agreement link.

Components:

• Overview form displays all linked persons (see Linking multiple records)
• One editing form per person type (buyer, owner, notary, administration)
• Address loops using _buyerbrek_1_ / _ownerbrek_1_
• PDF generation of the notary mandate
• Email dispatch with attachment to notary

Reservation agreement

Purpose: Reservation of a property by a buyer — one-off form, should be locked afterwards.

Components:

• Buyer’s address details
• Reservation terms text (description field with HTML)
• Signature pad
• Form key via URL parameter for anti-double-submit (see Form protection)
• PDF generation of the reservation agreement with signature
• Email to buyer with PDF attached

Anti-Money Laundering Documentation (Compliance Documentation)

Purpose: Mandatory documentation of the contracting party’s identification (Money Laundering Act).

Components:

• Address details + ID card/passport upload
• Occupation, source of funds as custom fields
• PDF document with table layout (see PDF generation)
• Storage location: in the address, with document attribute “AML-doc”
• Email to accounts with address macro resolution “alternative”

## Configuration form pattern (pre-configuration + customer form)

Instead of creating a huge form for the end customer (long forms are off-putting), this pattern uses two smaller forms:

1. Configuration form (internal, filled in by an employee) — populates all known data in onOffice (property, owner, solicitor, management, etc.) and saves
2. Customer Form — opens with the UUIDs just created/updated as URL parameters (?estate[Id]=...&address[ID]=...), displays everything pre-filled; the customer simply signs and adds minimal details

Setup Steps

1. Create a configuration form with all the fields that the employee needs to maintain
2. In the form settings → “Submit & Thank You Page” → Thank You Page URL = the Customer Form, with the boxes ticked for “Append Estate UUID” and “Append Address UUID”
3. Create the customer form — fields that only the customer needs to fill in (signature, comments if applicable). Configure fields with pre-filled values (e.g. contract text) as hidden + forced value

Process

1. Employee opens configuration form → enters data → Submit
2. Employee is redirected to the customer form with all UUIDs in the URL
3. They copy this URL and send it to the customer (via email, WhatsApp, QR code)
4. Customer opens → sees a short, clear version requiring only a few entries → Submit

When is this worthwhile?

• Emergency orders (employee configures, buyer signs)
• Handover reports (employee maintains master data, tenant only adds meter readings + signature)
• Reservation agreements (terms set by employee, signature from buyer)
• Complex compliance documentation (internal classification provided in advance, customer only adds identification)

> 💡 Advantage over a large form: The customer only sees what they actually need to do → higher completion rate. The employee retains full control over the critical mandatory fields.

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Tip: Form groups for bulk setup

If you have several related forms (e.g. emergency order with an overview form and 4 processing forms), group them into form groups:

1. Account settings → Form groups → create new group
2. Assign the group in the form settings of each form
3. Account settings → Form groups → Copy URL for the group

You can use this copy URL to copy the entire group to another propform account — perfect for consultants offering standard setups to their clients.

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Copying ready-made sample templates

Some propform accounts (particularly the sample form account) contain ready-made template sets for copying:

• Sample form: Requesting customer reviews (6 forms working together)
• Sample form: Emergency service request (Overview + 4 processing forms)
• Sample tenant self-disclosure form

If you need access to these templates, please drop us a quick line at hello@propform.io — we’ll send you the copy link.

Related

• 📖 Combining multiple data records — Address loops for complex links
• 📖 PDF generation — PDF templates, tables, file storage
• 📖 Auto-submit & Conditional Routing — Review/lead routing patterns
• 📖 Form Protection — Anti-double-submit, IP whitelist, password
• 📖 Connect Records (Feature) — all available link types