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)
- Routing pools (preparers, reviewers, and so on)
- System accounts
Default system groups
GoFileRoom automatically sets up the following default groups during the implementation 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>]
Adding a group
- Choose Administration > Manage Users & Groups, and then click the Groups tab.
- Select New Group from the Select Group field.
- Enter the name for this group in the Group Name field.
- In the Comments field, describe the purpose of the group (for example, Drawer Permission Group or Routing Pool or License Group).
- 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.
- To give this group permission to view management reports, tick the Allow access to reports box, and then click the Reports button to specify access permission for specific reports.
For each report in the grid, tick the box 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 box is ticked 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.
- Optional: Tick the Full Document Tracking Access box 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.
- Select the users for the new group in the Users list and click the right arrow button to add them to the group.
- Click the Save button.
Was this article helpful?
Thank you for the feedback!