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Room Data Sheets in 10 Easy Steps

Learn how to easily perform one of Layer’s core workflows, Room Data Sheets.
Stop losing important information in your inbox. Accurately capture valuable project data in one place with Room Data Sheets that are easy-to-create, manage, and edit in Layer. Use Layer’s team communication tools to coordinate and share the best possible solutions for finishes, FF&E, and MEP-related equipment.

Here’s how to get started:

1. Layer and create a new Project
Log in to Layer or create a new account here. In the dashboard, select New Project.

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2. Create a Category
Categories are the top level containers for organizing Elements within a Project. If you started with a Project Template, you will already have several sample Categories (including Rooms) and Elements in your Project Dashboard. To create your own Categories, click the + button in the Categories section.

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Enter a Category name and click Create Category. Be sure there is a Category for Rooms and for Equipment

Tip: We like to do this initial set-up in the office, but Layer’s flexible platform also lets you do this on the fly and in the field.

3. Create new Room and Equipment Elements
Select the Create an Element button in the bottom navigation bar to create a new Equipment Element. Assign this Element the Equipment Category. Repeat the process for the Room Elements.

Tip: We like to create different Categories for different groups of furniture and equipment. Form fields only need to be set up once in an Equipment Element since these fields will propagate to all Elements within that Category.

4. Create new form fields for each piece of equipment
Within the Equipment Element, select the Edit Fields button, then the + button to create new form fields. Populate the fields as needed.

Tip: Form fields only need to be set up once in an Element since these fields will propagate to all Elements within that Category. We like to include a File type form field so when a piece of equipment has been approved, we can upload the final approved cut sheet to this field. 

5. Create new form fields for the Room Elements
Navigate back to a Room Element and select the Edit Fields button, then the + button to create new form fields. Make sure to create a field called Equipment to link relevant equipment to individual rooms for quick reference. Populate the fields as needed.

Tip: Form fields only need to be set up once in a Room Element since these fields will propagate to all Rooms within that Category. Create different types of templates by assigning each its own Category.

6. Invite Team Members
Click the Project Team Members button in the lower right corner to invite users to view and collaborate on the collected photos and data. Choose from three permission levels: Owner, Editor, or Viewer. Owners and Editors can invite other users and create new Categories, Elements, and form fields. Viewers cannot invite users or make edits within Layer. 

Tip: We like to invite our consultants to a project so that they can upload equipment cut sheets. This allows them to share different options with the team and for us to comment back. Like we mentioned in the #6 Tip, we then move the approved equipment cut sheet to a File type form field labeled Final Equipment Selection.

7. Add Files
Navigate to Files and select the + button in the lower right corner to upload equipment cut sheet files or photos, take photos, or create Layer docs.

Tip: Need to redline a photo, PDF, or DWG file? Select the file to open it directly in Layer and use the mark-up tools in the top navigation bar to redline as needed.

8. Make Notes
Navigate to Notes to chat and coordinate with team members instantly either project-wide or within the context of an Element. Layer’s automatic syncing means that teams can work in different places on different devices and still see everything instantly as long as they are connected to WiFi.

Tip: Know when you’ve been mentioned in a note by selecting the Notifications button in the upper left corner to receive push notifications either project-wide or specific to an Element.

9. Assign Tasks
Navigate to Tasks to assign additional Tasks with due dates within an Element.

Tip: We like to manage our equipment cut sheets efficiently by assigning due dates to Tasks for when consultants need to upload equipment information. Users who are assigned tasks will receive a notification that they were assigned a Task with a due date.

10. Export the Room Data Sheet
Select the Reports button in the lower-left corner to export a report.

Tip: If you attached a Revit model, you can instantly see the files and building data as you click through the model. The information you need to design is now connected to the tool used to produce the design.

Layer makes creating and managing Room Data Sheets more efficient by keeping every piece of information and every team member exactly where they need to be: in the context of the building. Say goodbye to busy work.

Do you want to create and share Room Data Sheets more efficiently?
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