How to share view-only desk assignment drafts

Overview

Easily share seating arrangement drafts across your organization using the Share & View-Only Mode or the export draft option. These sharing options allow leadership teams to collaborate, review, and approve drafts without the risk of unintended edits happening.

Share draft in view- only mode

1. Navigate to the Office tab > Edit floor menu in the web dashboard. 
2. Select the Assignments-Scenario planning tool to locate your draft.
3. Select the draft you want to share.  
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4. Click Share in the top right corner.
5. Search for colleagues by name or email and add them. 
   • The view and edit permissions are linked to user role permissions.
6. Click Invite or use the Copy link option to share a link with co-workers instead of sending an email invite. Only users with access to view or edit this draft can open the link.
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7. They'll receive an email notification with a link to open the draft in Robin that looks something like this: 
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8. If, for whatever reason, you need to resend an email invite, open the Share menu > select the 3 action dots next to their name> Resend email. 

Export draft as a CSV 

Export your proposed desk assignment changes in CSV format to share with stakeholders, such as third-party movers and facility managers. The export includes the:

• Building 
• Floor
• Assignee's first & last name
• Previous (desk) location
• New (desk) location

1. Navigate to the Office tab > Edit floor menu in the web dashboard. 
2. Select the Assignments-Scenario planning tool to locate your draft.
3. Select the draft you want to share.  
4. Select the 3 action dots in the top ribbon.
5. Select Export CSV.
6. A CSV is downloaded to your device.

Sharing drafts with edit access

If the user you're sharing with has view-only access and you want to give them edit access, their user permissions need to be edited under Manage > Roles. 

The user needs the following permissions: 

• • • Assign Desk permission for the building/floor
    • Desk Delegation permission

All users collaborating on the same draft will see the same queue and can work on it simultaneously.