Adding a group for GoFileRoom security

Alerts and notices

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.

For example, you can use groups in GoFileRoom to manage the following:

  • Drawer access permissions (Clients, HR, AP, and so on)
  • FirmFlow permissions (edit FirmFlow Folder header, custom fields, and so on)
  • Routing pools (preparers, reviewers, and so on)
  • System accounts

Default system groups

GoFileRoom automatically sets up the following default groups during the implementation process.

  • Homepage Users

    Members of this group can access the GoFileRoom Home screen, in which users can set up to view notifications for specific GoFileRoom events, view My Work assignments, visit frequently accessed web pages, and access documents that they have previously viewed. The Home link is available in the GoFileRoom toolbar for members of this group.

  • Administrators

    Members of this group can access the System Administration screen to perform various administrative tasks in GoFileRoom. The Administration link is available in the GoFileRoom toolbar.

    Do not rename this group.

  • Records Management

    Members of this group can set up firm-wide policies for archiving and purging documents in accordance with your firm’s retention policies. They will also have access to the Administration screen, but administrative privileges will be limited to managing RecordsFlow only.

  • Scan Operators

    Members of this group can access the Scan Reconciliation report and the Print All feature for printing barcode cover pages. They can view the filing history of all other GoFileRoom users, but will not have access to GoFileRoom administrative features.

    You can add members to this group to help you track trained resources related to the scanning process.

Group naming conventions

You should establish group naming conventions to ensure the smooth setup and administration of your firm’s GoFileRoom permissions settings. We recommend the following naming convention:

<GROUP TYPE>-<DRAWER NAME> [<DRAWER PERMISSIONS>]

Examples

For the group D-CLIENTS [RAE]:

  • D indicates that the permissions for this group will be for a drawer.
  • CLIENTS is the specific drawer for which permissions will be set.
  • [RAE] indicates that the group has Read, Add, and Edit permissions.

The following table includes other examples of group names that follow this convention.

Group name Drawer permission
D-CLIENTS [RAED] Read, Add, Edit, Delete documents in the Clients drawer
D-CLIENTS [RAEDL] Read, Add, Edit, Delete, LookUpList Rights in the Clients drawer
D-HR [R] Read documents in the HR drawer
D-HR [RAED] Read, Add, Edit, Delete documents in the HR drawer

Notes

  • Enclosing drawer permissions with brackets will help you distinguish them from FirmFlow permissions, which differ in functionality.
  • If a user is assigned to multiple groups for the same drawer and the group permissions overlap, GoFileRoom assigns the most restrictive permissions. For example, if a user is assigned to groups D-CLIENTS [RAE] and D-CLIENTS [RAED], GoFileRoom will restrict that user to the activities allowed to members of the D-CLIENTS [RAE] group.

Adding a group

  1. Choose Administration > Manage Users & Groups, and then click the Groups tab.
  2. Select New Group from the Select Group field.
  3. Enter the name for this group in the Group Name field.
  4. In the Comments field, describe the purpose of the group (for example, Drawer Permission Group or Routing Pool or License Group).
  5. To assign a group to a specific upload location, select the location from the Upload Location field. If necessary, you can add upload Locations to GoFileRoom for your firm.
  6. To give this group permission to view management reports, mark the Allow access to reports checkbox, and then click the Reports button to specify access permission for specific reports.

    For each report in the grid, mark the checkbox in the Allow column to give this group access to the report or in the Deny column to prevent this group from accessing it.

    Notes

    • If a user has both individual and group security for a report, the individual report security rights will apply.
    • Many firms recommend the best practice of providing users with access to a few specific reports.
    • As long as the Allow Access to Reports checkbox is marked for an end-user or group, the Document Audit report will always be available, even if permission is denied for all other reports.
    • If a user has individual rights to access a report, those rights override the rights for any groups that are denied access to that report. Note that this does not apply to the Document Audit report.
  7. Optional: Mark the Full Document Tracking Access checkbox to enable group members to view the Document Tracking report for documents that belong to other staff members. Otherwise, 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 when specified events occur in GoFileRoom. For more information, see GoFileRoom notifications overview.

    Note: If the FirmFlow Routing Notification (Group) checkbox is marked for an individual but not for the group that a workflow is routed to, the individual will not receive an email. The recommended best practice is to mark the checkbox for all FirmFlow Routing Pool groups (typically "P-..." groups) except the "unassigned folders" groups.

  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 articles

Managing users and groups

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