Assign Form Libraries and Groups to Offices - Rooms for Real Estate v6

If your company's offices are under the same Rooms account but run independently, we recommend mapping your association form libraries to the offices that use them. Contact your Account Team to enable this functionality for you.

Once enabled, a forms administrator at your company needs to map form libraries to your offices (see steps below). Users can't see forms until you map them.

When form libraries are mapped to offices, working with forms is easier for both administrators and Rooms users.

For administrators:
  • When creating form groups, administrators only see libraries that apply to the offices they manage. This prevents them from having to page through potentially hundreds of libraries to find the forms they need.
  • Administrators can only create form groups for the specific offices they belong to.

Once administrators have assigned form groups and libraries to offices in the FORMS tab, it simplifies the workflow for users:
  • When adding forms to a room, users only see libraries and groups for their offices.
  • When viewing forms in My Docs, users only see libraries and groups for their offices.

Note: Administrators need the Manage form groups permission assigned to their user role to create form groups. Also, Manage form libraries permission is required to make library-specific office assignments.

Making the Assignments in Form Administration

You will have to make the form library to office assignments manually in Forms administration. However, once it is set up, users benefit from the filtered form lists right away.

There are a couple of different ways to assign form libraries to offices, depending on where you'd like to start (with the office, or with the form library/group).

Assign Library/Group to Offices

Use this procedure when starting with a form library or group. You can assign multiple offices to a library or group this way.
  1. Log in to your Rooms account.
  2. In the upper right, click your profile picture, then click Admin.
  3. Click the FORMS tab.
  4. Use the filters at the top of the page to show Libraries only, Groups only, or Libraries and groups.
  5. For a form library or group in the list, click the 3-dot icon, then click Edit offices.

    Note: If you are starting with a library, another way to start this workflow is to click Add > Assign Library, then select the library name.

  6. Click Edit to select the offices to assign to the library or group.
  7. Select the offices to map to the office/library, then click USE SELECTED.

  8. Click SAVE.

Assign Offices to a Library

Use this procedure when starting with an office. You can assign multiple libraries to an office this way.
  1. Log in to your Rooms account.
  2. In the upper right, click your profile picture, then click Admin.
  3. Click the FORMS tab.
  4. Click Add > Assign Office.
  5. Click SELECT, then select the office you'd like to work with.
  6. In the Libraries field, click EDIT, then choose the libraries to assign to the office.
  7. When you are finished, click ADD.