Set staff access levels

If staff has been added using an imported list, you will need to configure their role settings and app access at either the individual or group level to ensure that they can perform their tasks and view the appropriate organization content.

Assign roles

You can assign system-wide roles to users or groups. These roles grant users the ability to view or modify specific types of content across your entire organization. For example, the Viewer role grants users the ability to view files and activities contained in entities and leave comments, while the Entity Access role only lets users view information about the entity itself, such as when the entity was added or its organizational structure.

Alternatively, you can assign entity-specific, file-specific or activity-specific roles. You may want to assign a combination of these roles to a user or group.

For example, assume that you want certain staff to be able to view all client entities (and any activities or files associated with entities) but only edit a specific set of entities that they have specific duties on. You can do this by assigning the appropriate system-wide and entity roles to these employees.

Cloud comes with a set of built-in roles. You can view the details of these roles, or create new ones, from Settings | Security | Role Permissions.

To assign system-wide roles:

  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.

    Edit staff roles -  system wide roles

  5. Select Save.

The user or group’s overall access settings are updated.

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 you want to grant access to, then select Assign Roles to (#).

  5. Choose the appropriate staff role.

    Roles that users already have due to previous settings appear under Inherited.

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

  7. Select Share.

The selected users’ or groups’ access levels are updated.

To grant access to specific files or activities in an entity:

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

  2. Ensure that the users or groups have been granted the following roles only on the entity where the files belong:

    • Contact - Entity Access role for contacts or contact groups.

    • Entity Access role for staff or staff groups.

    For example, if you want to grant staff member John Smith access to specific files in entity A, make sure that you select the Entity Access role for John Smith in the sharing properties of entity A.

    The following figure shows the sharing properties icon.

    Share icon in the entity properties.

  3. From the Cloud menu (), select Files.

    If you want to grant access to an activity, select Activities.

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

  5. Select the users or groups you want to have access to the file or activity, then select Assign Roles to (#).

    The list of roles that displays is different based on whether the selected users or groups are Staff or Contacts.

    Sharing specific files with a contact.

  6. Select the check box next to the roles that you want to grant the users or groups.

  7. Select Share.

The selected users’ or groups’ access levels are updated.

Enable Cloud apps

Enabling Cloud apps for users allows them to use that app. If you do not enable an app for your users, they will be unable to see the app or use it.

For example, if you have purchased the CaseWareCloud Time app and the OnPoint PCR app, you must enable them before users can see the app and begin working. For more information on purchasing app licenses, see Manage your CaseWare Cloud licenses.

Some Cloud apps may already be enabled for all users by default.

Note: If an app has a free trial, you have access to an unlimited number of licenses for the duration of the trial. You still must enable the app for users and groups, or they will be unable to use it.

Enable apps for users or groups

You can enable apps for groups or individual users. In most cases, enabling apps for groups is the most efficient way to manage access. When you enable an app for a group, each member of that group inherits a license for that app. For example, you could enable an app for the All Staff group, immediately giving every member access to that app. You still need a license for each group member.

You can also manage app access and permissions on an individual basis. You might do this if you want to enable certain apps for a single user. For example, if your organization hires consultants, you might want to grant them access to some apps, while restricting their access to others.

To set app access for a user or group:

  1. To enable an app for a staff account, ensure you have the Staff Admin role. To enable an app for a contact, ensure you have the Entities Admin role. Users with either the Staff Admin role or the Entities Admin role can enable apps for groups.

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

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

    Select Edit on a user or group to access their settings

  4. Select Apps, then choose the appropriate permissions.

    Apps selected and the permissions listed.

  5. Select Save.

You have enabled an app for a user or a group. After the app is enabled, users must refresh Cloud in their browser to make the new app visible in the Cloud menu.