Creating security roles

In the course of regular business for your organization, you need to control access to your client files. Different engagement teams require access to their specific client files, but they are restricted from accessing other clients’ materials. Some staff require access to all client files for an engagement, while others only need to access the documents assigned to them.

You can manage access to your organization’s engagements and the related engagement material in Cloud by using security roles.

What are the existing roles?

Cloud automatically includes default security roles for staff members and client contacts. To view the list of default roles, go to the Settings page, then select Security | Role Permissions. The Role Permissions page is displayed.

Security settings - Role permissions

The default roles are all displayed here. These roles are locked and cannot be modified, but you can select a role to display more information about it in the role menu on the right-hand side of the page.

Staff roles

  • Admin
  • Settings Admin
  • Staff Admin
  • Entities Admin
  • Owner
  • Editor
  • Viewer
  • Entity Access

Contact roles

  • Contact - Entity Collaborator
  • Contact - Entity Access
  • Associated
  • Contact - Owner
  • Contact - Editor
  • Contact - Viewer

Creating new security roles

The default security roles cover the more common types of security access that you might want to give to your users. You can, however, also create custom roles for your organization.

To create new security roles:

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

  2. From the Cloud menu, select Settings.

  3. Select Security | Role Permissions.

    Security Role Permissions

  4. Select Add Role.

  5. Complete the following fields:

    • Name

    • Description

    • Applies To: (Staff or Contacts)

    • Scope (System-wide, Content within entities or both)

    The New Role dialog.

  6. Select Next.

  7. Select one or more permissions to add those permissions to the role. When you are finished, select OK.

    The bottom of the Role Permissions dialog. The permissions to create, read, edit, delete and share files are all selected.

You have now created a new security role, and you can apply it to users and groups.