New Collaborate Permissions

Features of New Collaborate will be available depending on the role and whether access has been granted to that feature. For example, clients will be limited to seeing only the folders or documents that have been shared with them.

For staff, they will need to be assigned to a User Group with permission enabled for Share settings to send an invitation to a client, or to create a Client Secured Collaborate site.

Feature Permissions by Role

Access to a variety of features of New Collaborate depends on the configuration. For example:

• If a client has only been sent access to a specific document, they will not be able to access all documents stored in that folder.
• Clients with access to a client folder will only be able to see their unique folder and not all clients.
• If the client has been enabled for a Client Secured Collaborate site, only staff members granted access via Client Security will be able to access the site.

Note: The OneDrive Admin is also required to be enabled as an FYI Admin.

Feature	Clients and Contacts	Staff	OneDrive Admin
Configure Collaborate site settings and layout on SharePoint
Configure Client Collaborate App settings in FYI		*
Configure Client Secured Collaborate site in Sharing Settings		*
Configure Sharing Email Templates		*
Share a Document
Manage access to the Share Folder		*
Use the Upload folder on the Collaborate site to upload client documents
View Individual Client Documents on the Client Collaborate site	**
View Individual Client Documents on the Client Secured Collaborate site	**	***
View Individual Client Folder on Client Collaborate site	**
View Individual Client Folder on Client Secured Collaborate site	**	***
View the entire Document Library on the Client Collaborate site (including all client folders)
View the entire Document Library on the Client Secured Collaborate site (including all client folders)

* If assigned to a User Group with permission to access the feature.

** If an invite to share has been sent to that specific client document or folder.

*** If the user has been added to the Client - Security tab for the relevant client.

Assigning Sharing Permissions

The client folders can only be shared with a client by an FYI Admin, or a user in a User Group that has Permissions enabled for Share Settings.

1. Select Practice settings and then Admin.
    
2. Go to the User Groups tab.
    
3. Select the Permissions tab for the relevant User Group and ensure the Share settings option is enabled.

This setting enables the Sharing Settings button in the Client - Collaborate tab. Refer to Share Settings in Managing User Groups and to Managing Users.

Staff Access to Client Files

Using Client Secured Collaborate, practices can create a separate Collaborate site for individual clients, with greater control over which users can access sensitive client information, for example, documents relevant to a Partner.

For more information refer to:

• Client Security
• New Collaborate Site Types Overview
• Create a New Client Secured Collaborate Site
• Moving to a Client Secured Collaborate Site (for clients that have already been added to a Client Collaborate site)