Managing User Groups (Beta)

Each user in FYI is assigned to a User Group, to control which features and Cabinets of FYI the user will be able to access. This makes it easy to add/remove permissions to users in bulk, rather than updating them individually.

There are two system User Groups that are set up automatically for your practice as part of installing FYI. These User Groups cannot be deleted.

If required, you can also create custom User Groups according to the needs of your practice, for example, "Partners", "Restricted User Group", or "Auditors". If using the FYI Elite Plan, you could create an "HR" User Group with access to Employee Management.

Setting up the Cabinets and Permissions within User Groups

User Groups set the security via Cabinets to control which users can access which documents in FYI. Users will only be able to access documents for the Cabinets allowed by their User Group.

The User Groups also hold Permissions which control certain FYI functions the users can access.

If Job Cabinet Security is enabled in the Practice Settings, the settings in the User Groups for Cabinets 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 Cabinets and Permissions.
  or
• Settings for only the Cabinets or 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

It is likely that smaller practices would 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) and no additional Permissions.
• "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 can be set up with either Cabinets or Permissions, or "All" (both Cabinets and 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 can be done by selecting "Cabinets" or "Permissions" as the Group.

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 - No access to any of the permission-based FYI functions. This would be commonly used for Standard Users.
• 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 would be used across the practice for any users needing access to Templates.

For example, in an Auditors 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.

Displaying the User Groups

1. Login 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

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.

Creating a User Group

1. Login 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, then select General.
4. Go to the User Groups tab.
5. To add a new User Group, click Add and enter the Name of the User Group.
   
   
   
   
6. The Group setting can be set as "All", "Cabinets" or "Permissions". This setting 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 and Cabinets and Permissions held in Separate User Groups.
   
   
7. Cabinets
   The Cabinets tab is used to select which Cabinets the user will be able to access. By default, the User Group will be enabled with access to "All Cabinets".
   
   To select which Cabinets the users will have access to, switch "All Cabinets" to "Off".
   
   Example Standard User Group:
   
   
   
   Example "Partners" User Group:
   
   
   
   
8. 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". 
   
   Some of the Permissions are only displayed for practices on the Elite plan with FYI set as the Practice Manager source, for example, the Approve Invoice permission. Refer to Practice Management Sync.
   
   The following is an example of the Permissions tab for the "Standard User" User Group which gives users in that group no additional access.
   
   
   
   Approve Invoice - Only available to practices on the Elite plan with FYI set as the Practice Manager source. Refer to Practice Management Sync. Users will have the ability to approve an invoice, which will trigger the invoice to be synchronised to the Xero Ledger.
   
   Automations - Users have access to add and make changes to the Processes and Custom Processes in Automation - Processes and Automation - Apps. Refer to the section Automation Dashboard.
   
   Create Jobs - Users will be able to create Jobs in FYI. Refer to Create Job in FYI.
   
   Create Reports - You can set a User Group so that users in that group can run Capacity Planning Reports. Capacity Planning is currently a Beta release. Refer to Capacity Planning Overview - Beta. This article is only available if you are part of the Beta release.
   
   Edit Clients - You can set a User Group so that users in that group can edit the Partner and Manager for the Client using Bulk Update. For practices using Xero Practice Manager, these changes will be synchronised.
   
   Edit Custom Fields - You can set a User Group so that users in that group can Edit Custom Fields in the Client and Job workspace. Refer to Client Custom Fields and Job Custom Fields.
   
   Edit Jobs - Users can edit the Partner and Manager for a Job in the Job - Summary tab and from the Job Drawer. Refer to Job Summary and Using the Job Drawer. This setting also controls access to Jobs Bulk Update (refer to Jobs Bulk Update). If using FYI or Xero Practice Manager for the Practice Manager source, users can update additional fields e.g. Job Name. Changes will be synchronised to Xero Practice Manager.
   
   Knowledge - Specific Cabinets can be set with access to Knowledge set as "On" to display these Cabinets as additional tabs in Knowledge. Users with Knowledge access can add, make changes and delete the documents that are displayed in these additional tabs in the Knowledge Cabinets. Refer to Using Knowledge Cabinets and Managing Cabinets.
   
   Practice Activity - You can set a User Group so that users in that group have access to the functions in the Practice menu. Refer to Practice Activity.
   
   Share Settings - Users will be able to share the Client's folder on the practice's Collaborate site, using the Sharing Settings section of the Client - Collaborate tab. Refer to Sharing the Share Folder and Upload Folder with Clients. If using Legacy Collaborate (OneDrive) refer to Sharing Folders via Collaborate.
   
   Templates - Users will be able to create and edit Templates, including Task Templates, Word Stationery and Email Signatures. Refer to Creating Templates for Word, Spreadsheet or Presentation, Creating Email Templates and Signatures, and Creating and Maintaining Task Templates.
   
   Views - You can set a User Group so that users in that group can Save Views. When the User Group is set with the Permission to Views set "On", users in that Group have access to save or modify views. Only an FYI Admin can delete views. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
   
   The following is an example of the Permissions tab for the "Partners" User Group which gives users in that group access to all functions.
   
   
   
   The following User Group has been given permission to access only certain functions.
   
   
   
   
9. Click Save.

Changing User Groups

FYI admins can make changes to User Groups. Note that once users are assigned to the User Group, the Group setting cannot be changed.

1. Click the User Group in the list.
2. Modify the Cabinets and Permissions as relevant.
3. 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.