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Administration

Add a group for security

  1. Select
    Administration
    ,
    Manage Users & Groups
    , and then select the
    Groups
     tab.
  2. In the Select Group field, select
    New Group
    .
  3. Enter a 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 select 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 mark the checkbox in the Deny column to prevent this group from accessing the report.
    note
    • If a user has both individual and group security for a report, the individual report security rights will apply. This does not apply to the Document Audit Report.
    • 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.
    • Many firms recommend the best practice of providing users with access to a few specific reports.
      • All users: Document Tracking
      • Administrators: Scan Reconciliation, Login History, and Security Report
      • FirmFlow users: WIP Summary to Routing Summary (All FirmFlow Reports)
  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.
    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 select the right arrow button to add them to the group.
    note
    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.
  10. Select
    Save
    .

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