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Administration

User and group document security

User and group document security provide an additional layer of protection beyond drawer-level permissions by letting administrators control user or group-level access to documents based on their index values. Using document security, you can deny access or provide full or view-only access to specific documents. You can configure these permissions for individual employees, for groups, or both.
When setting up document security, keep the following in mind.
  • User-level permissions override group-level permissions.
  • You can set document security to allow or deny access based on specific criteria at the user level or the group level.
  • Document security can prevent users from accessing or editing documents based on specific criteria at the user level or the group level even if the user belongs to a group that has editing permissions.
    A best practice used by many firms is to configure document security at the group level whenever possible. If there are exceptions, the administrator configures document security at the user level.
The option you choose affects the user's or group's access to those documents.
  • If you choose the
    Deny Access
     option for documents with certain index values (for example, business tax file sections), the user or group will have access to all documents within the drawer except those with the specified tax file sections. This table shows how such a configuration would impact access to documents.
    File sections (Typical)
    Deny Business Tax
    Allow Business Tax
    Business Tax 1120
    Deny
    Allow
    Business Tax 1120S
    Deny
    Allow
    Business Tax 1065
    Deny
    Allow
    Business Tax 5500
    Deny
    Allow
    Business Tax 990
    Deny
    Allow
    Fiduciary Tax
    Allow
    Deny
    Individual Tax 1040
    Allow
    Deny
    Payroll Tax
    Allow
    Deny
    Sales Tax
    Allow
    Deny
    Gift/Estate Tax
    Allow
    Deny
    Audit
    Allow
    Deny
    General Ledger
    Allow
    Deny
    Financial Statements
    Allow
    Deny
    Permanent Business
    Allow
    Deny
    Permanent Individual
    Allow
    Deny
    General Correspondence
    Allow
    Deny
    Litigation Support
    Allow
    Deny
    Business Valuation
    Allow
    Deny
  • If you choose the
    Allow Access
     option for documents with certain index values (for example, Client Number), the user or group will have access only to documents within the drawer that have the specified values. The
    No Edit
     option lets users view documents with certain index values, but restricts them from editing. Users with
    Read
     permission can still export documents.
    note
    To set read-only access to a document for all users and groups, mark the document checkbox in the search results, right-click, and select Archive. The Archive status is a global document setting available to administrators as part of the GoFileRoom document retention features.

This article applies to:

  • Product: GoFileRoom

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