Client Security

The Client - Security tab allows you to limit complete access to that client to one or more specific users.

Client Security Permissions

When Client Security is enabled for a client:

Enabled Users Restricted Users

• Users will be able to see all client details and manage the client information as usual.
• Users will be able to access the Client - Security tab to see which users have been given access, but will not be able to add or remove users.
• Only FYI Admins will be able to make changes to the Security settings for a client, add and remove users, or disable Security.
• If the client has been configured to use a Client Secured Collaborate Site, only staff added to the Security tab will be able to access the New Collaborate site.

The following is an example of a non-FYI Admin user with access to the Client - Security tab.

• The client's information is hidden from users.
• The client will not be displayed in the Clients List, or any other lists in FYI. The client will not be included in any searches. Any actions made to the client by an Automation Process or a Bulk Update via an Automation Process will not show in the Automation History tab.
• The client will not be available from the FYI Drawer in Outlook or Office when filing an email or document.
• If the client has been configured to use a Client Secured Collaborate Site, users will not be able to access the site.

Note: For practices using Legacy Collaborate, Client Security settings do not sync to the OneDrive folders. If Client Security is set for any clients, we recommend the OneDrive admin user also check the Direct Access to the OneDrive folder for these clients and update which users have access to the OneDrive folder. 

Displaying Client Security

Client Security is managed from the Client Workspace on the Security tab.

Enable Security is initially set to "Off" for all clients.

Working with Client Security

Enabling Client Security

For the relevant client on the Client - Security tab, as an FYI Admin, click the Enable Security switch to set this "On".

At this point, only the current user account will be able to access the client. Users will need to be added to access the client.

Giving Access to Additional Users

1. Click the Add User to Client link. The Add/Remove Users pop-up displays.
    
2. Click the - (minus) icon next to the users you want to give access to the Client. This will change to a green tick icon next to the relevant users.
    
3. Click OK. The selected users are displayed in the list.

The following example shows a client with specific users added to the Security list.

Repeat the steps to add additional users as required.

Removing Access

To remove a user, click the Remove bin icon next to the user name. Users cannot remove themselves from the list.

You can switch Security off at any time by clicking the toggle to switch it to Off. 

Switching it back on again will re-display the users who had been given access.

Displaying Clients Lists with Security Enabled and Authorised Users

All clients where security has been enabled can be displayed in the Clients list.

1. Click the Columns tab on the left-hand side of the list, and select the "Security Enabled" and "Authorised User" columns.
   
2. Filter on the Security Enabled column to display all clients where the value is equal to "Yes". 
   
   All clients with Security enabled will be displayed. When the Authorised User column is included in the list, the users who have been given access to the client are displayed.