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

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

In the Users Group list, to see all the Cabinets that users in that group can access, hover over the Cabinets in the list to display a tool tip with the full list of the Cabinets.

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. Users in the Admin group have access to all documents, including where Security has been enabled for a client (refer to Client Security).

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
   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.
   
   
   
   
6. Administer
   Use the Administer tab to 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".
   
   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 can administer Templates from the Knowledge - Templates view.
   Refer to Setting Defaults and AutoFile Defaults for your Own Login - My Settings, Creating Templates for Word, Spreadsheet or Presentation and Creating Email Templates and Signatures.
   
   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.
   
   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 Automation - Processes and Automation - Apps. Refer to the section Automation Dashboard.
   
   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.
   
   Share Settings - You can set a User Group so that users in that group can share the OneDrive folders with clients. When the User Group is set with Administer Share Settings access "On", users in that Group have access to the Sharing Settings in the Client - Collaborate tab. Refer to the section Sharing Folders via OneDrive.
   
   The following is an example of the Administer tab for the "Standard User" User Group which gives users in that group no additional administration access.
   
   
   
   The following is an example of the Administer tab for the "Partners" User Group which gives users in that group access to all the additional administration.
   
   
   
   
7. Click Save.

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.

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.