Managing User Groups

Users are assigned to a User Group, which controls access to Cabinets and permissions to various features.

Default User Groups

Default User Groups are set up automatically for your practice when you begin with FYI. You can set up any additional User Groups according to the needs of your practice, for example, "Partners", "Restricted User Group", or "Auditors".

Setting up the Cabinets and Permissions

User Groups set the security via Cabinets to control which users can access which documents in FYI. Users only have access to file and locate those documents for the Cabinets enabled for the User Group to which they belong. The User Groups also hold Permissions, which control the FYI functions that the users can access.

If Job Cabinet Security is enabled in the Practice Settings, the settings in the User Groups for Cabinets will also control which Jobs users can access. Refer to Managing Practice Settings for Jobs.

User Groups can be set up so that they hold:

• Settings for both the Cabinet(s) and any Permissions.
• Settings for only the Cabinets
• Settings for only Permissions.

Refer to Managing Users for how the User Groups are selected for your users.

User Groups that hold settings for both the Cabinets and the Permissions

Some practices may choose to set up their User Groups with selections for both the Cabinets and the Permissions.

This is set by selecting "All" as the Group. For example:

• "Standard Users" User Group have access to only certain Cabinets (to exclude sensitive documents). The only permission enabled is "Run Automations from Workspace".
• "Partners" User Group with access to all Cabinets and all Permissions.
• "Practice Admin" User Group to give certain users access only to certain Cabinets (to exclude sensitive documents), but they have access to all the Permissions. This gives users in this User Group access to all functions except the Practice Settings, as they are not in the "Admin" group.

User Groups that hold Cabinets or Permissions Separately

User Groups are set up with Cabinets, and separate User Groups are set up with the Permissions.

This is useful for large practices or for a practice that has many different combinations of how they want to give users access to Cabinets and FYI functions. This gives a practice additional flexibility if it is easier to differentiate the user access using two different groupings and it can also be used for any exceptional groupings that are needed for your users.

This is set by selecting "Cabinets" or "Permissions" as the Group.

In the User profiles, when selecting a User Group with only the Cabinets, you will also need to select a User Group with only Permissions set up. Refer to Managing Users.

The following is an example of how the Cabinets and Permissions User Groups could be set up. The users are then allocated both the appropriate Cabinet User Group and the Permissions User Group to determine what they can access.

Cabinets User Groups

• Admin/Partners - Access to all Cabinets (including any that hold sensitive documents) that only partners will have access to.
• Standard Users - Access to only those Cabinets that you generally want all your users to access, excluding any Cabinets that are used for sensitive documents.
• Specific Cabinets - Specific Cabinets only, such as an "Auditors" group with only the Cabinet Audit where this is the only Cabinet that auditors can access.

Permissions User Groups

• Admin/Partners - Access to all permissions-based FYI functions that partners and practice admin will be assigned to.
• Standard Users - Access is enabled for "Run Automations from Workspaces" in FYI only.
• Specific Functions only - Access to specific functions only. An example of this could be an "Auditors Admin" group with only Permissions set for Templates that can be assigned to any users who additionally need to add and change templates. This group could alternatively be called "Templates Access" if it were used across the practice for any users needing access to Templates.

For further information on individual permissions, refer to Permission Details below.

As an example of using permissions, in an Auditor's division, all the users are assigned to the Auditors Cabinet Group. Most will be assigned the Standard User Permissions, but only certain users (those at the manager or admin level) will be assigned to the Auditors Admin Permissions group.

If User Groups are being set up with Cabinet and Permission separately, you can combine this with groups that hold both the Cabinets and Permissions. For example, a "Practice Admin" User Group may be easier to configure, with both the Cabinets and Permissions held within the one group.

Displaying the User Groups

1. Log in to FYI as an FYI Admin.
    
2. From FYI, click Settings in the top right-hand corner.
    
3. Select Practice settings from the drop-down.
    
4. Select General.
   
5. Go to the User Groups tab.

User Groups List

The User Groups list shows a summary of the settings for each User Group.

The following shows an example of how the User Groups list displays when some groups are set up with both Cabinets and Permissions (where the Group is "All") and some groups have been set up as Cabinets and Permissions User Groups.

The User Groups list displays as follows.

In the User Groups list, to see all the Cabinets that users in that group can access, hover over the Cabinets in the list to display a tooltip with the full list of the Cabinets.

Admin User Group

Users in the Admin User Group are referred to as FYI Admins.

FYI Admin users should be staff members of your practice responsible for the management of your FYI platform. This group will have access to all features and cabinets, including where Security has been enabled for a client (refer to Client Security).

This User Group cannot be removed or edited.

An admin user does not need to be given any permissions. The setting for access to all Cabinets/Categories and for all permissions cannot be changed.

Managing User Groups

Creating a User Group

1. From the User Groups tab, click Add. 
   
2. Enter the Name of the User Group.
   
   To edit a User Group, click on it in the User Groups list. Refer also below to Changing User Groups.
    
3. The Group setting can be set as "All", "Cabinets" or "Permissions". This cannot be changed for the default groups "Admin" or "Standard User".
   
   The Group setting determines if the User Group holds both the Cabinets and Permissions ("All) or if it only holds Cabinets ("Cabinets") or only holds Permissions ("Permissions"). Refer to Setting up the Cabinets and Permissions within User Groups. Refer also below to Cabinets and Permissions held in Separate User Groups.
    
4. Cabinets
   On the Cabinets tab, select the Cabinets that the users in the User Group can access.
   As a default, a User Group is set with access to "All Cabinets"
   If the users in this group are not allowed to see all Cabinets, click the All Cabinets switch to "Off".
   Then, for the Cabinets you want to allow access to, click the switch to "On"
   
   The following is an example of the Cabinets tab for the "Standard User" User Group, which gives users in that group access to only specific Cabinets.
   
   The following is an example of the Cabinets tab for the "Partners" User Group, which gives users in that group access to all the Cabinets.
   
5. Permissions
   Use the Permissions tab to set any additional access that the users in the group have. To enable a Permissions option for the User Group, click the relevant switch to "On". For details on each permission, refer to Permission Details below.
   
   The following is an example of the Permissions tab for the "Standard User" User Group on the Elite plan.
   
   The following is an example of the Permissions tab for the "Partners" User Group.
   
6. Click Save.

Changing User Groups

You can make changes to User Groups, however, once users are assigned to the User Group, the Group setting cannot be changed.

When first installed, check the User Group Standard User to make sure it has access to the relevant Cabinets.

1. Click the User Group in the list to open it.
    
2. If the users in this group are not allowed to see all Cabinets, click the All Cabinets switch to "Off".
   Then, for the Cabinets you want to allow access to, click the switch to "On".
    
3. Set or change any of the Permissions as relevant.
    
4. Click Save.

Deleting a User Group

On the User Groups list, select the User Group in the list and click Delete.

• You cannot remove the User Groups Standard User or Admin.
• You cannot remove a User Group if it is still assigned to any users. If you need to remove a User Group, make sure you have first reassigned any users that are in that group.

Permission Details

The Permissions available will vary depending on your plan and Practice Management source.

Templates Cabinet

Practices have the Templates Cabinet automatically added to the practice's Cabinets. All Templates, Word Stationery and Email Signatures are created in the Templates Cabinet (refer to Creating Templates for Word, Spreadsheet or Presentation and Creating Email Templates and Signatures).

All users have access to the Templates Cabinet. If a User Group is not set with access to All Cabinets, the Templates Cabinet is automatically included. This does need to be added manually and it cannot be removed from a User Group.