Managing User Groups

User Groups are used to set the security (via Cabinets) that controls which users can access which documents in FYI.

• Each document is filed under a specific Cabinet.
• User Groups are set up with the Cabinets that can be accessed by members of that User Group.
• Each User is assigned to a User Group

Users only have access to those documents for the Cabinets to which they have been given access via the User Group they belong to.

For example, there are usually the following User Groups within a Practice:

• Standard Users (this is a system User Group that is set up automatically for your practice)
• Practice Admin (this is set up as part of installing FYI)

You can set up additional user groups such as:

• Partners
• Restricted User Group

Admin User Group
The FYI system User Group Admin is for your FYI administrators. This User Group cannot be removed edited. Users in the Admin User Group have access to all FYI functions. User in the Admin group have access to all documents, including where Security has been enabled for a client (refer to Client Security).

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

To see the full list of the Cabinets that users in a User Group can access, hover over the Cabinets in the list to display a tool tip with the full list of the Cabinets.

Creating User Groups

1. From FYI, click Settings in the top right-hand corner.
2. Select Practice settings from the drop-down, then select Admin
3. Go to the User groups tab and click Add User Group
4. Enter the Name of the User Group.
   
   
5. Cabinets
   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"
   
   
6. Administer
   Set any additional access that the users in the group have. To allow any of the Administer options for the User Group, click the relevant switch to "On".
   
   Administer Templates - You can set a User Group so that users in that group have access to add and make changes to the Templates and Stationery. These users see a Documents option in their Settings which gives them access to the Templates and Stationery. Refer to Setting Defaults and AutoFile Defaults for your Own Login - My Settings, Creating Email Templates and including Merge Fields and Creating Templates for Word, Excel or PowerPoint.
   
   Administer Knowledge - Specific Cabinets can be set with Enable Knowledge set as "On" to display these Cabinets as additional tabs in Knowledge. When Administer Knowledge is set "On" in the User Group, users in that group have access to add, make changes and delete the documents that display in these additional tabs in the Knowledge Cabinets. Refer to Knowledge and Managing Cabinets.
   
   Administer Automations - You can set a User Group so that users in that group have access to add and make changes to the Processes and Custom Processes in Automations - Processes and Automation - Apps. Refer to the section Automation Dashboard.
   
   Administer Views - You can set a User Group so that users in that group can Save Views. When the User Group is set with Administer Views access "On", users in that Group have access to save or modify views. Only an FYI administrator can delete views. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
   
   
7. Click Save.
   
   
   

Changing User Groups

You can make changes to User Groups.

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. If users in the group can add and change Templates, in the Administer section for Template, click the switch to "On".
4. Click Save.

Removing a User Group

On the User Groups list, click the Remove link for the relevant user group

• 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.