Managing Group File Sharing as an Admin

Take a look at the instructions below to learn all the essentials to start using file sharing in SkySlope Forms today!

Brokerage Management

To start managing file sharing in SkySlope Forms for your brokerage, you will start by navigating to the Brokerage Management section. From SkySlope, click the Apps icon in the upper-right, and then select Forms. Once in Forms, click on your name in the upper-right, and then select Brokerage Management.

NOTE: If you don't see the Brokerage Management option in your Forms account, that means your broker has not granted you access. If you need access to the Brokerage Management page to help manage file sharing, please reach out to your broker.

People & Groups

Managing People and Groups in SkySlope Forms will allow you to easily designate which users will be able to work on behalf of others.

People Tab

On the People Tab, you will see a list of all active users within your brokerage, no matter their role. To find people, you can use the Search bar to search by name or email address, or filter by existing Groups.

Enabling Administrator Access

If you currently have access to the Brokerage Management section in SkySlope Forms, you will have the ability to grant access to other administrators as well. On the People tab, navigate to the user to whom you wish to grant access. For that person, you will click the Actions Menu icon ( ... ), and then select Grant Administrator Access. This will allow that person to access and manage the Brokerage Management section in SkySlope Forms. With access to that section, they can create new groups, and grant Group File Management access to users in those groups.

Groups Tab

On the Groups Tab, you will see a list of all user groups that have already been created for your brokerage. 

Creating a Group

To grant a particular person file sharing access (Group File Management Access), you have to first start by placing that person in a group with the other people you want them to be able to complete work for. For example, if Terri works as a transaction coordinator for agents Oscar, Andreas, Helen, Amy, and Brett, you would need to add Terri and those five agents into a group.

Let's take a closer look at creating a group...

1. Navigate to the Groups tab.
2. Click Create New Group.
3. First you will be prompted to name your group. We'd recommend selecting a name that will make it easy to identify that group's function (perhaps the TC's name, the Team name, or the region).
4. After naming your group, you will be prompted to add people to your group. Use the search bar to find people by name or email address, or filter by a group to view people already assigned to a group. After locating the person, check the box to the left of their name to select them.
5. Continue searching for and selecting all of the people you need to add to this group. Don't forget to add the TC/Co-Agent!
6. Click Add to Group.

At this point, you have created the Group and (hopefully) added all of the necessary people. Don't worry, you can still add/remove people at any time! After the Group has been created, the most important step is granting access!

Granting Access

After creating your Group, the most important step is manually granting access to the individuals who need it.

Open the Group to view the list of users in that group. Locate the person or people that you want to be able to manage files for everyone else in the group. For that person, you will click the Actions Menu icon ( ... ), and then select Allow Group File Management. This will allow that person to access and manage Forms files and envelopes for every other person assigned to the same group. 

This functionality is not limited to users who have Limited TC accounts within SkySlope; Group File Management can be enabled for any user.

There are endless ways to configure file sharing in SkySlope Forms. Take a look at the file sharing capabilities below to determine the best setup for your brokerage.

TC & Five Agents

Two TCs & Five Agents

Co-Agents

Teams

Any users with Group File Management Access will be represented with this icon next to their name. This will allow you to easily determine at a quick glance who has File Management Access within that Group.

Once a user has been granted Group File Management access, they will be able to create and manage Forms files and envelopes for all of the other users in their group. If you'd like a closer look at the functionality available to those individuals, take a look here. 

Removing File Sharing Access

If you need to change a user's access, you can do so in just a few steps.

Removing Group File Management

If a user currently has Group File Management Access, and you need to remove it, follow these steps:

1. Go to Brokerage Management.
2. Navigate to the Groups Tab.
3. Click on the Group you need to change.
4. Locate the person within that group whose access you need to remove. 
5. Click on the Actions Menu ( ... ).
6. Select Revoke Group File Management.

Once you have revoked access, their access will be disabled immediately. At this point, they will no longer be able to access other users' files, or create files for other users. However, any files that individuals worked on when they did have access will not be impacted; all files, forms, and envelopes will remain intact.

Removing a User from a Group

If you need to remove a user from a group, follow these steps:

1. Go to Brokerage Management.
2. Navigate to the Groups Tab.
3. Click on the Group you need to change.
4. Locate the person within that group you need to remove. 
5. Click on the Actions Menu ( ... ).
6. Select Remove from Group.

This will remove that one particular user from the group so that the users with Group File Management will no longer be able to create/manage files on their behalf. However, the rest of the Group will remain intact, and no other access level is changed.

Renaming and Deleting Groups

From the Groups tab, you can also use the Actions Menu ( ... ) to rename a Group or to delete a Group entirely.

Ready for more? Sign up for our "on your time" SkySlope Forms training!