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:

Default system groups

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.

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

In group name 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, and [RAE] represents Read, Add, and Edit permissions in the CLIENTS drawer.

Group name Drawer permission
D-CLIENTS [RAE] Read, Add, Edit documents in the Clients drawer
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 Human Resources drawer
D-HR [RAED] Read, Add, Edit, Delete documents in the Human Resources 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

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. In the Comments field, describe the purpose of the group using the recommended descriptions.
    • Drawer Permission Group
    • Routing Pool
    • FirmFlow Permission Group
    • System Group
    • License Group
  5. 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.

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

    Notes

    • If a user inherits report security from a group and has individual report security, the user will only have the individual report security rights.
    • Many firms recommend the best practice of providing users with access to a few specific reports.
  8. Optional: Tick 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.

  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