User and group document security overview

Alerts and notices

User and group document security provide an additional layer of protection beyond drawer-level permissions by allowing administrators to control user- or group-level access to documents based on their index values. Using document security, you can deny access or provide full or view-only access to specific documents. You can configure these permissions for individual employees, for groups, or both.

When setting up document security, keep the following in mind.

  • User-level permissions override group-level permissions.
  • You can set document security to allow or deny access based on specific criteria at the user level or the group level.
  • Document security can prevent users from accessing or editing documents based on specific criteria at the user level or the group level even if the user belongs to a group that has editing permissions.

A best practice used by many firms is to configure document security at the group level whenever possible. If there are exceptions, the administrator configures document security at the user level.

The option you choose affects the user's or group's access to those documents.

  • If you choose the Deny Access option for documents with certain index values (for example, business tax file sections), the user or group will have access to all documents within the drawer except those with the specified tax file sections. This table shows how such a configuration would impact access to documents.
    File sections (Typical) "Deny Business Tax" "Allow Business Tax"
    Business Tax 1120 Deny Deny checkmark Allow Allow checkmark
    Business Tax 1120S Deny Deny checkmark Allow Allow checkmark
    Business Tax 1065 Deny Deny checkmark Allow Allow checkmark
    Business Tax 5500 Deny Deny checkmark Allow Allow checkmark
    Business Tax 990 Deny Deny checkmark Allow Allow checkmark
    Fiduciary Tax Allow Allow checkmark Deny Deny checkmark
    Individual Tax 1040 Allow Allow checkmark Deny Deny checkmark
    Payroll Tax Allow Allow checkmark Deny Deny checkmark
    Sales Tax Allow Allow checkmark Deny Deny checkmark
    Gift / Estate Tax Allow Allow checkmark Deny Deny checkmark
    Audit Allow Allow checkmark Deny Deny checkmark
    General Ledger Allow Allow checkmark Deny Deny checkmark
    Financial Statements Allow Allow checkmark Deny Deny checkmark
    Permanent Business Allow Allow checkmark Deny Deny checkmark
    Permanent Individual Allow Allow checkmark Deny Deny checkmark
    General Correspondence Allow Allow checkmark Deny Deny checkmark
    Litigation Support Allow Allow checkmark Deny Deny checkmark
    Business Valuation Allow Allow checkmark Deny Deny checkmark

    Document permissions example - Deny Access option

  • If you choose the Allow Access option for documents with certain index values (for example, Client Number), the user or group will have access only to documents within the drawer that have the specified values. The No Edit option allows users to view documents with certain index values, but restricts them from editing or downloading the documents.

    Note: To set read-only access to a document for all users and groups, mark the document checkbox in the search results, right-click, and choose Archive. The Archive status is a global document setting available to administrators as part of the GoFileRoom document retention features.

    Document permissions example - Allow Access option

For more information, click the following links.

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