Adding a group for GoFileRoom security

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If you have administrative privileges, you can create groups to help manage user permissions. For example, if all members of a department in your firm require the same GoFileRoom access permissions, you could assign all members to the same group and manage security settings at the group level.

You can use groups in GoFileRoom to manage the following:

GoFileRoom includes the following default groups that are set up automatically during the implementation process. Click any of the following links to view details about each group.

The Administrators and Scan Operators groups are available in GoFileRoom by default. Members of the Administrators group will be able to access the System Administration screen to perform various administrative tasks in GoFileRoom. Members of the Scan Operators group will be able to view the filing history of all other GoFileRoom users, but will not have access to GoFileRoom administrative features.

Do not rename the Administrators group.

To add a new group, follow these steps.

  1. Choose Administration > Manage Users & Groups, and then click the Groups tab.
  2. Select New Group from the Select Group field.
  3. Enter the group name in the Group Name field.
  4. To assign a group to a specific upload location, select the location from the Upload Location field.

    Note: You can add upload Locations to GoFileRoom for your firm.

  5. If this group is authorized to view management reports, mark the Allow access to reports checkbox. This checkbox allows the user to view the Document Audit History for any document they may retrieve.
  6. Click the Reports button and mark checkboxes to allow or deny this group's access to specific reports. We recommend that you mark either the Allow or Deny checkbox for each report.

    Note: If a user inherits report security from a group and has individual report security, the user will only have the individual report security rights.

  7. Optional: Mark the Full Document Tracking Access checkbox, if appropriate.

    Note: If this option is selected, group members will be able to view the Document Tracking report for documents that belong to other staff members. If this option is not selected, the group will be able to view the Document Tracking report for their own documents only.

  8. Optional: Mark the FirmFlow Email Notification checkbox to allow notifications to be sent automatically to the group based on events in GoFileRoom. For more information, see GoFileRoom notifications overview.
  9. Select the users for the new group in the Users list and click the right arrow button to add them to the group.
  10. Click the Save button.

Related topic: Managing users and groups

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