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User Group Management overview

Permissions explained

Assigning permissions lets you control which user groups are let access to a specific feature within FileRoom, TaxCaddy, Reviewer Dashboard, and SPbinder. Customizing user group permission can help fine-tune each group's role in the firm while making sure that only selected users have access to modify certain features.
To set up user group permissions, go to
Admin
,
USERS
, then
User Group Management
.
Select USERS then User Group Management
On the
PERMISSIONS
 column, select the checkbox to enable those permissions for the group. The following permissions are explained:

Users

Lets users edit settings in the 
Admin
, then
Users
 section. This includes 
User Management
 and
User Group Management
. If the checkbox is selected, users in this group can access
User Management
 to create, edit, and delete users. User groups assigned this permission can also assign other users to specific groups.
Users with these permissions can also access the
User Group Management
 tab to manage permissions for each group.
Users permissions

User Group

User Group permissions section
Can be an Owner
Members of user groups with this permission appear as candidates in the Owner list anywhere the Owner can be updated.
Example:
  • [FileRoom] 
    Create New Binder
    window
  • [FileRoom] 
    Edit Binder
    window field
  • [FileRoom]
    Transfer
    window field
  • [SPbinder]
    Transfer Ownership / Update Status
    window.
  • [SPbinder]
    Assign Members
     window.
  • [TaxCaddy]
    Client Management
     screen (Add Client / Edit Client).
  • [API] CreateClient method call
When a member of this user group is the owner of a restricted binder, they can transfer ownership of that restricted binder to another user who also has the
Can be an Owner
 permission. 
Allow access to the FileRoom
Lets access to both FileRoom and PBFX. This permission is selected by default. 
Assign New Owner to
Lets users in the group the ability to change the owner of a binder/client from FileRoom, SPbinder, and TaxCaddy.
If enabled, select from the following options:
  • Any Client
    - Users can assign a new owner to any client in the firm.
  • Client they have access to
    - Users can only assign new owners if they have access to the restricted client (via Assigned Members, Office Location, or 7216 Consent). Users can have access through any one of the restrictions to have permission to assign a new owner (for example, User restricted by office location and has access to the binder as an owner or assigned member).
If there are no access restrictions for a client (for example, assign members, office location restrictions) then any user with access to the client/binder can change the owner irrespective of
Assign New Owner
 permissions.  
Note
: Assigning one or more members to a client/binder automatically enables binder level restriction for that binder. Firm-level restrictions for assigned members and office location can be enabled from Account Admin > Enterprise Features > Binder Access Restrictions.
Assign Members to
This lets assigning new members to binders from within FileRoom, SPbinder, and TaxCaddy.
Lets users assigned to this group to add or remove members to a Member Engagement Team in a client’s profile.
If enabled, select from the following options:
  • Any Client
    - Users can add or remove members from any client in the firm.
  • Client they have access to
    - Users can only assign new members if they have access to the client (via Assigned Members, Office Location, or 7216 Consent).
note
- Users with the
Assign Members
 permission can assign themselves or other users to any binder even if they don't have access to the binder. For example, If a binder/client profile access is restricted to only users that are owner or assigned members, then user with this permsission can add themselves or others as assigned members to gain access to the client.- Assigning one or more members to a client/binder automatically enables binder level restriction for that binder or client profile even if the restriction is not available on the firm level. If you want to automatically enable access restrictions at the firm level to assigned members and office location, go to Account Admin > Enterprise Features > Binder Access Restrictions. - Binder owners can also assign members without this permission.

Account Setup

Let users in this group access to the
Admin
, then 
Account Setup
 section:
  • Download Files Setup
  • Tax File Activation
  • Security
    • Inactivity Period
    • IP Authentication
    • Two-Factor Authentication
    • Password Expiration
  • Custom Status
  • Office Location
  • Quick Notes
  • Installation & Updates
  • Tax File Activation Web (CCH)
Users with access to
Account Setup
 can manage office locations, setup tax software integration (that is, Tax File Activation), create custom binder statuses, and create quick notes that can be reused in SPbinder. Users with access to
Account Setup
 can also download the installation file for SPbinder and select where the documents should be downloaded (for example, DreamWorkpapers, SPbinder PDF).
Account Setup permissions section
To enable access to the
Security
 tab, the parent
Account Setup
 permission must also be selected. The
Security
 tab lets firms customize how securely users at their firm can access SurePrep. 
Example:
  • Firms can setup an inactivity period to automatically sign out users when they are not actively performing an action for a certain amount of time.
  • Increase security measures by requiring IP authentication from certain locations only
  • Require users to enter two-factor authentication.
  • Setup password expiration periods for old passwords.
note
By default, the
Security
 tab is only enabled for the
Firm System Administrator
 group. Allowing access to the
Security
 tab will let users in that group permission to make security changes for all users at the firm.

Review Wizard 

Let users in this group to edit the
Admin
, then
Review Wizard
 section:
  • Indexing Options
  • Skip Selected Review Steps
  • Step 2: Verification
  • Sticky Notes Font Size
  • Verification Rules
Users with access to
Review Wizard
 can customize how the Review Wizard handles verification based on firm settings. Firms can select to customize how workpapers are indexed in SPbinder, skip specific verification steps, and set custom verification rules based on your firm's preference.
Review Wizard permissions sections

Tax Return

Let users in this group to edit the following settings in the 
Admin
, then
Tax Return
 section:
  • Organizer Page(s)
  • Schedule D
  • Tax Exempt Income
  • Foreign Tax Credit
  • State K-1
  • Case Format
  • Default Tax Form Setup
  • Additional Outsource Options
Users with access to
Tax Return
 can customize how to handle certain data in the tax return.
Tax Return permissions sections

SPbinder

Let users in this group to edit the following settings in the 
Admin
, then
SPbinder
 section:
  • Custom Binder Type
  • Binder Template Setup
  • Sign Off Management 
  • Custom Note Type
  • Custom Stamps 
  • Print Options
  • Lock/Unlock Binder:
    Lets users the ability to lock and unlock binders. You don’t have to select the parent 
    SPbinder
     permission to select the 
    Lock/Unlock Binder
     checkbox. The
    Lock/Unlock Binder
    checkbox doesn’t have any connection with the "
    Unlock Binder
    " tab under the
    SPbinder
    . page.
  • Delete Binder
  • Send Back Binder
Users with access to
SPbinder
 can customize SPbinder settings for their firm.
SPbinder permissions sections

Billing

Lets users view billing reports and history. Select
Billing
 to let users in the group access to the following pages in the 
Admin
, then
Billing
  section:
  • Account Balance - lets users view past transactions and the current balance remaining in the account.
  • Account History - lets users view details on how the credit purchases were used on the domain.
  • Export Bill Information - lets users permission to export billing information.
  • View Bill Information
  • Export Invoice Details 
Online Purchase
:lets users in this group permission to purchase credits online. To view the Online Purchase tab, the user group must also have the 
Billing
 permission selected.
Billing permissions sections

Notes

Lets users to perform the following actions on notes created by others when working in SPbinder:
  • Clear/unclear notes created by others
  • Delete notes created by others
  • Edit notes created by others
Notes permissions sections

Reports

Lets users to edit the following settings in the 
Admin
Reports
 section:
  • View Ratings
  • Logging Events
  • Verification Error Report
Notes permissions sections

Enterprise Features

Lets users edit the following settings in the
Admin
, then
Enterprise Features
 section.
  • Compensation Breakdown
  • Automated Workpaper Template
  • Binder Access Restrictions
  • Manage Client Table
Enterprise Features permissions sections

TaxCaddy 

Access TaxCaddy
Lets users access to TaxCaddy. 
  • Can Confirm Clients
    : Lets users verify/verify the identity of a client before sharing potentially sensitive documents. Verification is only needed for clients that were unable to complete two-factor authentication (for example, Missing phone number in Client Management, landline, incorrect number, etc.).
Access to TaxCaddy Admin
Lets access to the TaxCaddy Admin tab. It requires the additional selection All Tabs or Client Management Screen Only. 
  • All Tabs
    : Lets users access the TaxCaddy
    Administrative
    tab and modify information in all sections, including
    Client Management
    ,
    Templates
    ,
    Document Request List
    ,
    Firm Details
    , and
    Admin Connections
    . 
  • Client Management Screen Only
    : Lets users only access
    Client Management
    in the TaxCaddy
    Administrative
    tab.
  • Manage Bulk Actions
    : Lets users the ability to perform
    I want to manage
    action in bulk to all eligible clients in the firm on the
    Client Management
    . Users with this permission can send invites, reminders, letters, Questionnaires, Create Custom DRL, Send DRL, and Delete Clients for all eligible clients on the domain when they select
    All Eligible
    .
    Note:
    The number of Eligible clients can change based on the current filter or search results.
Can Transfer Documents
Allows users the ability to transfer documents from one TaxCaddy account to another. 
TaxCaddy permissions sections

Others

Grant access to SurePrep Support
Lets users grant the SurePrep Support team access to their binders. 
Others permissions sections
Grant access to API
permission only appears for the
Firm System Administrator
group when access to API is enabled by the firm. This permission can't be disabled.
Grant Access to API permissions checkbox

7216 Consent

Restrict Access
Users with this permission are restricted from accessing binders for which
7216 Consent
 hasn’t been granted.
Additionally, these users won’t be able to see clients in the
Overview
 or
Administrative
 tabs of TaxCaddy that haven’t yet provided their
7216 Consent
.
Can undo 7216 Consent Received
Users with this permission can remove
7216 Consent
 from binders and their associated TaxCaddy Client Profiles. If the consent was already granted, then users can remove the consent from FileRoom.
note
Removing 7216 Consent will remove users as Owners and Assigned Members if they are assigned to a group with
Restrict Access
 permission assigned to them. Additionally, binders and client profiles won’t be visible to 7216 restricted users in FileRoom and TaxCaddy.
7216 Consent permissions sections

Reviewer dashboard

Access to Dashboard
Lets users in the group access to the Reviewer Dashboard.
  • Can Deliver
    : Lets users deliver tax returns, tax payments, and e-file authorizations to connected TaxCaddy clients.
Reviewer Dashboard permissions sections

This article applies to:

  • PRODUCT: SurePrep

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