Oct 2026: Forms - Assign a form to offices as Live or Draft

What it is and why it matters security operations

Form Library Office Assignment is a new enhancement that lets users assign a form directly to one or more offices from the Form Library.

Previously, assigning a form meant choosing individual tags first. This added extra steps when the aim was simply to make a form available to an office, and it slowed down rollouts across several sites.

With this update, a form can be assigned to one or more offices in a single step, with no need to choose tags. The form can be assigned as Live, so it is ready to use, or as Draft, so the office can prepare it first. Each office receives its own copy of the form to manage independently.

This makes it quicker to roll out forms across multiple sites while still giving each site control over its own version.

When to use this

This feature is useful whenever a form needs to be made available to one or more offices.

It is particularly relevant if you:

• manage forms across several offices or sites
• want to roll out a standard form quickly
• need each site to tailor a form before it goes live
• want to prepare forms ahead of a planned launch date

For example, a new visitor induction form can be assigned to five offices as Draft. Eachoffice can then review its own copy, make any local changes and publish it when ready.

How it works at a high level

From the Form Library, a form can be assigned to one or more offices in one step.

When assigning, the form is set as either Live or Draft. A Live form is available for use straight away. A Draft form can be prepared by the office and published when it is ready.

Each office gets its own copy of the form. Changes made by one office do not affect the copies held by other offices.

Best practice tips

To get the most value from this update, we recommend the following:

• Use Draft when sites need to tailor the form: Assigning as Draft gives each office time to review and adjust its copy before anyone uses it.
  

• Use Live for standard forms that need no changes: If the form should be used exactly as it is, assigning it as Live gets it into use immediately.
  
• Preview the form before assigning it: Use the Form Library preview to confirm you have the right form before it is sent to multiple offices.
  
• Remember each office manages its own copy: Because each copy is managed independently, plan how any later updates to the form will be shared with each office.
  
• Agree who publishes drafts: Make sure each office knows who is responsible for reviewing and publishing a Draftform.