SE
SmartEngagement
Working Papers
CaseWare Working Papers
Analytics
CaseWare Cloud Analytics
Time
CaseWare Cloud Time
PCR
OnPoint PCR (Preparation Compilation Review)
RCT
CaseWare  ReviewCompTax
SE
SmartEngagement
Working Papers
CaseWare Working Papers
Analytics
CaseWare Cloud Analytics
Time
CaseWare Cloud Time
PCR
OnPoint PCR (Preparation Compilation Review)
RCT
CaseWare  ReviewCompTax

Assign security roles

When you add staff members or client contacts to Cloud, you need to assign their security access level.

Default security access levels

When you add a new user to Cloud, they are assigned to one of two groups:

  • All Staff

  • All Contacts

These groups are the two default user groups in your organization’s Cloud profile. All new users are assigned to the appropriate group for their user type, and the security settings for these groups will determine the base level of access that your new users get.

You can review the security settings for these groups:

  1. Ensure that you have the Staff Admin role or equivalent privileges.

  2. From the Cloud menu, select Groups. The Groups page is displayed.

  3. Select the All Staff or All Contacts group. The details pane is displayed on the right.

Review any system-wide roles that your organization has assigned to this group and any entities that the group already has access to.

All staff in this organization have access to view their own time and expense entries. They also have access to the default workspace.

Grant system-wide access

There are some security roles that you may want to apply to all content in Cloud. For example, partners may need to have the ability to view all of the entities for your organization, and to edit or delete these entities on demand.

You can grant this access by assigning system-wide security roles to users or groups.

To grant system-wide access:

  1. Ensure that you have Staff Admin role or equivalent privileges.

  2. From the Cloud menu, select Groups or Staff.

  3. Select the user or group you want to edit the roles for, then select Edit( ).

  4. Select the System-Wide Roles tab and select the appropriate roles.

  5. Select Save.

Grant entity access to users and groups

In contrast to granting system-wide access, there may be some staff who should not be able to see everything in Cloud. You may grant a manager the ability to manage all content for a specific client, or you may want to only assign staff members to specific entities so that they know that all activities on their Cloud timeline are relevant for their work assignments.

You can grant this access by assigning entity roles to users or groups. In contrast to system-wide roles, entity roles apply only to the entities you select.

To grant access to an entity:

  1. Ensure that you have the Owner role or the equivalent privileges for the entity.

  2. From the Cloud menu (), select Entities.

  3. Select the entity you want to grant access to, then select Share ().

    The Share icon displayed on the Entities page.

  4. Search for the groups, staff members or contacts you want to grant access to, then select Assign Roles to (#) and choose the appropriate role. Any roles that users already have due to previous settings appear under Inherited.

    Select a role to grant it to your user or group.

  5. Select Share.

You can also grant access to multiple entities simultaneously.

To grant access to multiple entities:

  1. Ensure that you have the Owner role or the equivalent privileges for the appropriate entities.

  2. From the Cloud menu, select Entities.

  3. Select the entities you want to grant access to, then select More Actions | Share.

    The More Actions drop-down menu after selecting multiple entities.

  4. Select the groups, staff members and contacts you want to grant access to, then choose the appropriate role from the drop-down menu.

    Assigning roles using the drop-down menu.

  5. Select Share.

Grant access to selected content

If the team members working on an engagement do not need to see each others’ documents or activities, you can assign security roles to your users for individual files.

First, you need to grant your user the Entity Access role for the entity where these individual files will be added. This role permits users to see the entity in Cloud, but doesn’t grant any other access to the content under that entity.

To grant the Entity Access role:

  1. Ensure that you have the Owner role or equivalent privileges to the entity.

  2. From the Cloud menu, select Groups or Staff.

  3. Select the user or group you want to edit the roles for, then select More Actions () | Assign to Entities.

    Select the Assign to Entities command.

  4. Select the entities you want the user to be able to see, then select Assign Roles to (#) and the Entity Access role. Any roles that users already have due to previous settings appear under Inherited.

    Select the Entity Access role from the role assignment drop-down menu.

  5. Select Share to save your changes.

Now your user has entity access for the required entity, and you can share individual files.

To grant access to selected content:

  1. Ensure that you have the Owner role or equivalent rights to the file or activity.

  2. Select the files or activities you want to assign roles for, then select Share ().

    Select the Share icon.

  3. Select the users or groups you want to have access to the file or activity, then select Assign Roles to (#) and the appropriate roles. Any roles that users already have due to previous settings appear under Inherited.

    Select a role to grant it to your user or group.

  4. Select Share.

You can control access to individual files in this way, giving your staff or contacts access to only those files that they need to see for an engagement.

Was this helpful?

Yes
No
This content is exclusively related to and has been filtered out. Select the PRODUCTS dropdown in the top navigation to modify your filter settings.

Stay Connected

Subscribe to receive updates on the latest articles and news for CaseWare products.

Your download will start immediately after you subscribe.

Please enter a valid email.
No thanks, I just want the file.