Creating Master Groups

How do I Create and Use a Master Group?
A form group is a set of forms that are typically used together and contain common information. The Administrator is the only one that can create the master groups. The agent can only use the Master Forms Groups for their Real Estate transactions.
Each Master Forms Group contains one Primary Form and several Secondary Forms. The common information from the primary form can be transferred to the secondary forms. Your office can create as many Master Forms Groups as is necessary.
A user may have several Real Estate transaction forms groups based on the same Master Forms Group. As a user changes the information in the primary form of a group, the secondary forms need to be re-linked to get the new information.
Before creating a Master Forms Group, you must decide which forms belong in a group together. More importantly, you must decide which of those forms will be the primary form. Only the information contained in the primary form can be transferred to the other forms in the group, therefore choose your primary form wisely. 
Example: A Master Listing Group could contain "An Exclusive Right-to-Sell Listing Contract", A Property Disclosure Contract, A Lead Paint Base Disclosure, Closing Instructions. Etc....
NOTE: Be advised that you will not be able to edit the Master Forms Groups, once created. 
NOTE: If any of the forms in the Master Forms Group are updated by your Association/Board/Commission, you will have to re-create the Master Forms Group from scratch. 
I. To create a Master Group:

  1. Logon to Realfast as the Administrator by using ADMIN for the logon name AND for the password and click OK.
  2. Click Utilities at the top and click on Create/Edit ADMIN-Master Forms Group.
  3. The " Forms Groups" window opens.
  4. Click on New Forms Group.
  5. Type in the name of the new group template in the 'Group Name' box. (Example: "Master Listing Group".)
  6. Click on >Next Screen.
  7. The 'Select Primary Form for <name you gave it>' window will be displayed. 
  8. Double click on the group template's primary form in the list of available forms. Or click on Switch Form Selection which lists the various form packages available and select the desired form package. The selected form will appear in the primary form field.  

NOTE: You may notice some forms have the word "Primary" next to them. Those are some forms that we suggest that you use as the primary form.

  1. Click on >Next Screen. The 'Select Secondary forms for <name you  gave it>' window is displayed.
  2. Click on a form to add to the group template in the list of available forms. Click on Add Form. This contract appears in the Group List at the bottom of the window.
  3. Repeat the steps to add as many secondary forms to the group template as is necessary. If a form is mistakenly added to the list. Click on the form and then Click on Remove Form.
  4. Click on >Next Screen and the 'Change Forms Group Names' window is displayed. The forms are already named, however, you may rename them if you would like. Click Finish. 
  5. The Enter Master Data window is displayed. Click on Enter Data Now to begin entering the Master Data or click on Enter Data Later to enter the Master Data at a later time or to not have any saved data in the forms at all. 
  6. The group template is now available to all users. The data may be entered by user when creating the group forms.

     II. To open an existing Master Group and create your own Group from it.

  1. Logon to Realfast with your logon name/password.
  2. From the Realfast menu, select File, New Contract.
  3. Click on Use ADMIN Master Forms Group (bottom right).
  4. Select the Contract Group you wish to use from the Master Forms Group List.
  5. Select Create Contract Group and name the new group. (For example: user client's name OR the property address.)
  6. Choose either use ADMIN Master Form with Data or use a Blank ADMIN Master Form.
  7. The default names for the forms can be confusing, you may want to re-name them from this screen. 

NOTE: The set of forms for this group will now be saved in the user's logon name folder under the appropriate file name(s). 
         
II. To Switch to Another Form in a Group

  1. Select Open Grouped Form from the File Menu. Or Click on toolbar icon Open Group button. The 'Select a Form in the Group' window is displayed. This window shows the primary form of the group at the top and a list of the secondary forms.  If a form has been created and saved for this group, there will be a filename at the far right of the window.
  2. Click on the form you want to switch to. Click Re-link to open the form and to transfer the Buyer's and Seller's Information to the new form.

IV. To Edit a Form within a Group

  1. From inside of Realfast, click on the File menu and click Open Group.
  2. Select the file name of the group you wish to edit. Click OK.
  3. The primary form will be opened and can be edited.
  4. Select Open Grouped Form from the File menu.
  5. Click on the Open Group button or select a form in the group window.
  6. Highlight the form you wish to edit. Click OK.
  7. Make your changes and select Save from the File menu.

V. To Re-link Forms in a Group
When a user edits the primary form and changes information that is also in the secondary form(s), the secondary forms DO NOT automatically get the updated information. It must be Re-linked.

  • Select Open Group from the File drop-down menu. The 'Open' window is displayed.
  • Click on the file name of the group you wish to open. Click OK. The Open Window closes and the primary form is opened.
  • Select the Open Grouped Form tool bar button. The 'Select a Form in the Group' window will be displayed. Click on the file name you with to Re-link. Click on Re-Link. The Buyer and Seller Information windows will come up, showing you the linked parties to the transaction information. Unless you have changes to make here, simply click Done.