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This article applies to:

  • Product: GoFileRoom
  • Subject: User account

Add a security group

If you have administrative privileges, you can create groups to help manage user permissions.
GoFileRoom automatically includes default groups to get started:
  • Homepage Users
    : access the GoFileRoom Home screen, set up notifications, open My Work assignments, visit frequently used web pages, and open recent documents.
  • Administrators
    : access the System Administration screen to perform various administrative tasks in GoFileRoom. The Administration link is available in the GoFileRoom toolbar.
    important
    Do not rename this group.
  • Records Management
    : set up firm-wide policies for archiving and purging documents in accordance with your firm’s retention policies. They will also have access to the Administration screen, but administrative privileges will be limited to managing RecordsFlow only.
  • Scan Operators
    : access the Scan Reconciliation report and the Print All feature for printing barcode cover pages. They can open the filing history of all other GoFileRoom users, but won't have access to GoFileRoom administrative features.
  1. Use these steps to add a new group
  2. In GoFileRoom, select
    Administration
     and choose
    Manage Users & Groups
    .
  3. Open the
    Groups
     tab.
  4. Choose
    Add group
    .
  5. Add a
    Group Name
     for the group.
    tip
    We recommend a consistent naming convention for groups, like
    (Group Type)-(Drawer Name) [(Drawer Permissions)]
    . For example, "D-CLIENTS [RAE]" is for read, add, and edit documents in the Clients drawer.
    If a user belongs to multiple groups, GoFileRoom uses the most restrictive permissions.
  6. Add a description of the group's purpose in the
    Description
     field.
  7. To assign a group to a specific upload location, choose the location from the
    Upload Location
     field.
  8. To give this group permission to pen management reports, mark the
    Allow access to reports
     checkbox, select
    Report name
     to choose access permission for specific reports.
  9. Optional: If the firm uses Federated SSO, you may check the
    Exclude from Single Sign-On
    box to disable SSO authentication for users in this group
  10. Optional: mark
    Full Document Tracking Access
     to let group members open the Document Tracking report for files that belong to other staff. Otherwise they will only be able to open the report for their own files.
  11. Optional: mark the
    FirmFlow Email Notification
     checkbox to allow notifications to be sent automatically to the group when specified events occur.
  12. Select the
    Assign users
     button to choose who to add to the new group, then check the names and select
    Save
    .
  13. Select
    Save
     when you're done.

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