The onOffice import brings your existing database into DB-Leads, addresses plus activity history, and makes it searchable for the database scan. In the background, idempotent, and reliable even for very large address books.
1. Set up the connection
You configure the onOffice connection once, centrally under Settings → Integrations → onOffice, not in the tool. One connection every tool uses, kept safe in one place. Without a connection the tool imports nothing and tells you the source is missing. If you want to see the flow first, load sample data deliberately in the setup assistant: around 40 fictional contacts, labelled as such everywhere, removable with one click, and gone automatically the first time you sync against your real onOffice.
Full onOffice guide2. Map fields
Field mapping lives centrally with the onOffice integration (Settings, Integrations, onOffice): there you control which onOffice fields arrive in the central address book. The tool picks up the standard fields (first name, last name, email, phone, mobile, street, ZIP, city, customer no., contact person) from it automatically.
2b. Release your own fields to the analysis
Under Settings, Integrations, onOffice, next to the field mapping, there is an AI context section. It lists every field of your onOffice account, including the ones you created yourself, grouped by category and searchable.
Whatever you tick there is read by the analysis as well, and it may quote it in the briefing under its onOffice name. If you have a custom field "Status Vorqualifizierung", the briefing will later say "Status Vorqualifizierung: Angeschrieben".
Three things worth knowing:
- You do not pick a platform field. The onOffice name carries the meaning. A tick is enough.
- What is not ticked is never fetched. The sync only asks onOffice for fields that are mapped or released.
- Values arrive with the next sync. Save, run one sync, then they sit on your contacts.
If a field name does not explain itself, you can add one sentence describing what it holds, right below the tick.
Fields whose content IS a protected characteristic (date of birth, age, gender, origin, religion, marital status, health) cannot be released. They appear in the list with a lock and a reason. You can still map them as a regular platform field: the lock only covers what the analysis evaluates.
3. Sync
Start the sync via the Sync button on the board or under Settings → Synchronization → Sync.
After the first full import, every further sync only fetches what changed in onOffice since the last one. That takes seconds, not hours, and reports its result when done. A sync without new records says "Everything up to date" and names how many contacts and entries it checked; the inventory stays fully intact. While a run is in progress, the arrows on the sync button spin.
First page instantly
The first page is imported immediately, so you see initial results right away.
The rest in the background
The large remainder continues as a background job in batches. The display names the current step (addresses first, then activities), how many of how many records are done, how long it has been running and roughly how much longer it will take.
Completion
At the end the status shows new and updated entries, plus any failed records with their reason.
What makes the import robust
After the sync: getting contacts rated
A sync does not start a scan. If you want new and changed contacts assessed automatically, set the auto-scan under Settings, Database scan: every automatic run syncs with onOffice first and rates afterwards. A scan started by hand under Findings does the same: sync first, rate second. Details under the acquisition agent.
Automatic lead import (optional)
The option General settings → Lead import pulls incoming portal inquiries into the pool automatically, recognized by property origin. To be honest: that feature addresses new inquiries and conceptually belongs to the planned inquiries tool; you don't need it for owner mining in your existing database. Details under Settings in detail.