1. Introduction
Openn introduces a powerful new feature that lets you customise offer forms to match your unique business processes. Previously, standardised forms with limited property-level adjustments created workflow barriers and required repetitive manual work for each listing.
Check out the release video: here
Now, both agency administrators and individual agents can create tailored offer forms that collect exactly the information needed. The redesigned "Offer form" tab (formerly "Terms") provides intuitive controls for customising each question field—hide, make mandatory, set default values, or make read-only.
Create templates at both agency and agent levels, establishing defaults that automatically apply to new listings. Agency administrators can set organisation-wide standards, while agents maintain flexibility to customise further for specific properties.
This enhancement streamlines workflows, increases platform value, and ensures Openn works for you—not the other way around.
2. Creating and managing default forms
a. Understanding form structure
The “Offer form” tab in Openn is organised into accordion sections, each accordion section represents a distinct step in the offer submission process.
b. Set up hierarchy
When creating a property, the offer form will be the
- Agent-level form: This allows agents to have a consistent form structure across all their listings unless specified otherwise.
- Agency-level form: if the primary agent has not created a default form, the system will use the form set up at the agency level. This ensures that all agents within the agency adhere to a standardised form structure unless they have created their own defaults.
- Standard Openn form: if no default form is created at either the agent or agency level, the standard Openn form will be used. This serves as the fallback option to ensure that there is always a form available for offer submissions.
3. Field customisation options
a. Mandatory fields
- Purpose: ensures that essential information is collected from buyers by making specific fields mandatory.
- Usage: enable the "Mandatory" toggle for fields that must be completed before the form can be submitted.
b. Default value
- Purpose: pre-populates fields with default values to save time and reduce errors. For instance, a default value can be set where the information is likely to be consistent across offers, such as standard terms or conditions.
- Usage: enable the default value toggle for fields and then set the value in the field directly.
- Considerations: Some fields may not have default values as they are unique per offer, such as “Document ID” or “Buyer address”.
c. Read-only fields
- Purpose: displays information that should not be edited by the buyer, ensuring data integrity.
- Usage: make a field read-only by enabling the "Read-only" toggle.
- Dependency: the read-only option is only available when a default value is set up for the field.
d. Hide Fields
- Purpose: removes unnecessary or irrelevant fields from the form to streamline the data collection process.
- Usage: hide fields that are not required for your specific process by clicking "Hide".
4. Frequently asked questions
a. General guestions
Who can use this feature?
Both agency admin and individual agents can create and customise offer forms.
Will my existing offer forms be affected by this update?
No, existing offer forms will not be impacted when the new feature is released.
b. Customisation options
What can I customise on the offer form?
You can hide fields, make fields mandatory, set default values, and make fields read-only for each question on the form.
Can I create different default form for different sales methods?
Yes, you can create separate default forms for each sales method your agency uses.
How do I access the customisation options?
Either via the "Default forms" in your profile menu or via the "Offer form" tab (formerly called "Terms") on the edit property page to access all customisation options.
c. Default form management
What's the difference between agency and agent templates?
Agency templates apply to all new properties created by any agent in the agency, while agent templates only apply to properties where that agent is the primary agent.
Can agents override the agency's default templates?
Yes, agents can create their own default templates that will override the agency templates for their listings.
How many templates can I create?
You can create one default template per sales method at both the agency and agent levels.
d. Implementation Questions
Can I make property-specific adjustments even if I'm using templates?
Yes, you can make property-specific customisations at any time, regardless the status of the property, existing offers won't be updated but new offers will use the updated form.
If I change a template, will it update forms on existing properties?
No, template changes will only apply to new properties created after the change. Existing properties will maintain their current form settings.
Will buyers see which fields I've customised?
No, buyers will only see the final form with your customisations applied. They won't know which fields are standard and which are customised.