Vantaca Home: Link Association Form Copies

By Shelley Labrecque Updated

Some associations have their own copy of a company-wide ARC form, so homeowners at those associations see the same form twice: once as the global form and once as the association's copy. Link association copies finds those look-alike copies and turns them into overrides, so homeowners see one form: the association's version. You choose which copies to link, and nothing changes until you click Link selected.

Important: Linking currently applies to ARC forms and requires the Edit permission for Form Management. For how overrides work, see "Vantaca Home: Global Forms, Overrides, and Hidden Forms".

Contents

 

Permissions

Navigate to Settings > Roles and find the role you want to assign the permission to. Go to Settings and click Edit next to Form Management, then select the permissions the role needs:

  • View: Shows the Form Management screen, including the Association Forms tab where you link copies.
  • Edit: Allows users to link association copies, add and remove overrides, and hide or show forms. It also covers creating, editing, and duplicating forms. They can also undo these actions while the Undo message is showing.
  • Delete: Allows users to delete forms, and to undo a deletion while the Undo message is showing.

Buttons a user does not have permission to use do not appear. For the full list of permissions, see the "Role Securities" article.

 

Use it when many associations already have their own copy of a global ARC form, for example copies that Vantaca created for each association or that were built by hand. Cleaning them up one at a time would take a long time, and deleting them is not necessary.

 

Before and After

  • Before: Homeowners at Oak Hill see two ARC forms: the company's global ARC Board Request and Oak Hill's own copy.
  • After linking: Homeowners at Oak Hill see one form: Oak Hill's version. Other associations still see the global form.

The forms in this article are examples.

 

  1. Navigate to Settings > Form Management and click the Global Forms tab.
  2. On the row of a published global ARC form, click More actions, then click Link association copies.
  3. The window lists association forms that look like copies of the global form. Review the Association, Association Form, and Why it matches columns.
  4. Select the forms to link, or use the checkbox in the header row to select all of them.
  5. Click Link selected.

A message confirms how many forms were linked, for example 3 association forms linked to ARC Board Request.

Note: The option appears only when your role has edit access to Form Management and the global form is published (Live). If the global form is in Draft, publish it first.

 

How Vantaca Finds Copies

The Why it matches column tells you why each form is listed:

  • Same name: The association form has the same name as the global form. Capital letters do not matter.
  • Named after the action item type: The association form is named after the action item type the global form creates. These are usually older copies set up for that type.
  • Unchanged seeded copy: Vantaca created a standard ARC form for each association. If no one has edited that form, it is listed here, even when its name differs from the global form.

These are suggestions. You decide which forms really replace the global form.

 

Forms That Are Not Listed

An association form does not appear in the window when:

  • It is for a different kind of request than the global form.
  • It is already an override of a global form, or it is deleted or hidden.
  • The association already has an override of this global form.
  • The association is not live.
  • Its name matches neither the global form nor its action item type, and it is not an unchanged starter form. For these, use Make Override of… on the Association Forms tab. See "Vantaca Home: Global Forms, Overrides, and Hidden Forms".

If no forms match, the window shows No association forms match this global form.

 

  • Each selected form becomes an override of the global form. On the Association Forms tab, its Source reads Override of {global form}.
  • The form takes on the global form's action item type, so submissions create the same kind of action item and reach the same workflow.
  • Homeowners at that association see one form. The global form no longer shows there. Other associations keep the global form.
  • Each linked form records a system note.

What stays the same: The association form's fields, wording, and layout. The global form itself. Nothing is deleted or copied.

What changes: The global form no longer shows at the linked associations. The linked form follows the global form's action item type. If the global form later moves to Draft, its overrides stop showing too.

 

  • More than one copy selected for the same association: Only one form per association can replace a global form. You see Choose one form per association: followed by the association name. Clear all but one copy for that association and try again.
  • A form with the same title already exists for the action item type: Linking would give the association two forms with the same title for that type. You see Another form with this title is already bound to this action item type for that association. Rename one of the forms, then link again.
  • The option is not in the menu: The global form is Draft or Blocked, is not an ARC form, or you do not have edit access.

 

Choose the Right Option

  • Link association copies (Global Forms tab, More actions menu): Use it when many associations already have their own copy of a global form. Existing forms become overrides in bulk.
  • Make Override of… (Association Forms tab, form row): Use it when one association has its own form under a different name. That one form becomes an override. See "Vantaca Home: Global Forms, Overrides, and Hidden Forms".
  • Add Override (Global Forms tab or Association Forms tab): Use it when an association needs its own version and does not have one yet. A new form is built from the global form.

Do not link a form that is meant to appear next to the global form. Leave it as an Added for this association form.

 

Right after linking, click Undo in the confirmation message, which shows for about 7 seconds. Every form linked in that batch goes back to being a standalone association form with its original action item type, and homeowners see both forms again, as before.

After the message closes, use Remove Override on the Association Forms tab to put an association back on the global form. Important: Remove Override removes the association's form. It does not keep a standalone copy. If you want to keep the association's form, click Undo right after linking instead. See "Vantaca Home: Global Forms, Overrides, and Hidden Forms".

 

Frequently Asked Questions

Q: Will linking change my form's fields or wording?

A: No. The association form keeps its fields, wording, and layout.

 

Q: Will other associations see a change?

A: No. Only the associations you link are affected. Associations you do not select keep seeing the global form and any forms they already had.

 

Q: What happens if the global form moves to Draft later?

A: The overrides stop showing to homeowners too, and they show again when the global form is published. See "Vantaca Home: Global Forms, Overrides, and Hidden Forms".

 

 

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