Managing User Groups

Users are assigned to a User Group.

There are two system User Groups that are set up automatically for your practice as part of installing FYI:

• Users in the Admin User Group have access to all Cabinets/Categories and to all permissions, including access to the Practice Settings to access Users. User Groups, Custom Fields, and the overall Settings for the Practice.
  The settings in the Admin User Group gives FYI Admins access to all Cabinets/Categories and to all Permissions.
  The Admin User Group cannot be changed or removed.
  
  
• The Standard User User Group is initially set with access to all cabinets except "Partner Files" and "Practice Admin" and has no Permissions set.
  The Standard User Group can be changed, but cannot be removed.

You can set up any additional User Groups such as, "Partners", "Restricted User Group", "Auditors" according to the needs of your practice.

This article contains the following sections:

• Setting up the Cabinets and Permissions within User Groups
  • User Groups that hold settings for Both the Cabinets and the Permissions
  • User Groups that hold Cabinets or Permissions Separately
• Displaying the User Groups
• User Groups List
• Admin User Group
• Creating User Groups
• Templates Cabinet
• Changing User Groups
• Deleting a User Group
• Cabinets and Permissions held in Separate User Groups

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 only have access to those documents for the Cabinets to which they have been given access via the User Group they belong to. 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 controls which Jobs users can access (refer to Managing Practice Settings).

User Groups can be set up so that they hold:

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

It is likely that smaller practices would set up their User Groups with selection 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 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.

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.

• A Cabinets User Group with All Cabinets (including any that hold sensitive documents) that only partners will have access to.
• A Cabinets User Group with only those Cabinets that you generally want all your users to access and excluding any Cabinets that are used for sensitive documents.
• Additional Cabinets User Groups for specific Cabinets, such as and "Auditors" group with only the Cabinet Audit where this is the only Cabinet that auditors can access.
• Permissions User Group with access to all permissions based FYI functions that partners and practice admin will be assigned to.
• Permissions User Group with no access to any of the permission based FYI functions. This would be commonly used for Standard User.
• Permissions User Group with access to specific functions. An example of this could be an "Auditors Admin" group with only Permissions set for Templates that can be assigned to any users in the Auditors division 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.

With the example of an Auditors division, all the users are assigned to the Auditors Cabinet Group, most will be assigned the Standard User Permissions and certain would be assigned to 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. 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 Admin.
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 tool tip with the full list of the Cabinets.

Admin User Group

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

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.

Creating or Changing 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, then select Admin
4. Go to the User Groups tab.
5. To add a new User Group, click Add and 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.
   
   
6. 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 Groups 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.
   
   
7. 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.
   
   
   
   
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".
   
   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.
   
   Create Jobs - You can set a User Group so that users in that group can create Jobs in FYI that are synced to Xero Practice Manager. 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. The changes will sync to Xero Practice Manager.
   
   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 - You can set a User Group so that users in that group can edit the Partner and Manager for a Job in the Job - Summary tab and from the Job Drawer. The changes will sync to Xero Practice Manager. Refer to Job Summary and Using the Job Drawer.
   This setting also controls users who can update the jobs in the Jobs Bulk Update (refer to Jobs Bulk Update). For practices integrated with Xero Practice Manager only, users in a User Group that has Permissions enabled for Edit Jobs can update the Job Name, Budget, Start Date and Due Date from the Job Summary. Changes will be synced 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. When the Permission to 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 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 - 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 Permission to Share Settings set "On", users in that Group have access to the Sharing Settings in the Client - Collaborate tab. Refer to the section Sharing Folders via Collaborate.
   
   Templates - You can set a User Group so that users in that group have access to create and edit Templates, Word Stationery and Email Signatures from the Knowledge - Templates view. 
   Refer to Creating Templates for Word, Spreadsheet or Presentation and Creating Email Templates and Signatures.
   This permission also gives users in that group access to create and maintain Task Templates from the Knowledge - Task Templates view. Refer to 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 "Standard User" User Group which gives users in that group no additional access.
   
   
   
   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 Permissions to access only certain functions.
   
   
   
   
9. 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.

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.

Cabinets and Permissions held in Separate User Groups

Instead of setting up a User Group that includes both the Cabinets and the Permissions, User Groups can be set up with only the Cabinets, or only the Permissions.

This is commonly used for large practices if you want to differentiate the access using two different groupings or for any exceptional groupings that are needed for your users.

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 a Cabinets User Group. In this example, only certain Cabinets have been selected.

The following is an example of a Permissions User Group. In this example, Permission have been set for only one function.

The following example is a Permissions group called "Users with No Permissions" that can be assigned, for example, if you have certain users that need access to documents in a different set of Cabinets than those assigned to the Standard Users group, but you want them to have no additional Permissions.