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Setup

Best practices to set up firm security

You can use the security features in Practice CS to restrict staff member from accessing areas of the application. You may want to do this if you have staff members who perform specific functions and don’t need access to every screen.
This article covers how to turn on security, how to manage security groups, and the recommended security settings.

How does it work?

You can turn on security for the entire firm. When you enable firm security:
  • The staff ID you enter in
    Practice CS Setup
     then
    Staff
     becomes a sign-in to the application.
  • You'll need to set up and adjust your security groups.
  • Every staff member needs to be added to a security group.

What security groups should I have?

Set up security groups that give each staff member access to the areas of Practice CS that they need to do their job.
If you haven't already, start by identifying your categories of staff or categories of work that your staff perform. For example, your staff may perform the following types of work:
  • Timekeepers:
    Staff who only enters time into Practice CS.
  • Billers:
    Staff who produces invoices.
  • Administrators:
    Staff who performs administrative tasks like adding or editing clients, staff, activities, engagements, or projects.
  • Partners/Owners:
    Staff who makes billing decisions and monitor staff work and performance.

Suggested security groups:

  • Timekeeper
  • Biller
  • Invoice approval
  • A/R Entry
  • Firm Partner
  • Front desk
  • Office Administrator & HR
  • Project manager
  • Staff manager
The access you assign to each group is up to you. If you want to read more about what kinds of access options you have, you can review:
  • More about security privileges: Explains the concepts of security groups, privileges, and how the menus work.
  • Complete list of recommended security settings: A list of all the security options and recommendations for which options to turn on.

How do I start?

Step 1: Turn on security

As soon as you turn on security, staff will have sign-ins and passwords to Practice CS and you'll need to immediately add staff to security groups.
  1. Go to
    Setup
    ,
    Firm
    , then the
    Preferences
     tab.
  2. Under Security Options, select
    Enable Firm Security
    .
  3. Select
    Enter
    .
  4. Select
    Yes
     to the message.
  5. Go to
    File
     then
    Open Firm
    .
  6. In the Staff ID field, enter
    ADMIN
    .
  7. Leave the
    Password
     field blank.
  8. Select
    OK
    .
  9. Set up a new password for the ADMIN sign-in.
  10. Select
    OK
    .

Step 2: Create security groups

Security groups are where you add and remove access to areas of Practice CS.
  1. Go to
    Setup
     then
    Security Groups
    .
  2. Select
    Add
    .
  3. Enter a name for the security group in the
    Description
     field.
  4. Select the checkboxes next to the areas you want the group to have access to.
  5. Select
    Enter
     to save.
You can't set security privileges for individual staff members, but you could create a group and add only 1 member to it. Practice CS comes with an Administrator group. Staff members in the Administrator security group have full access to every function in Practice CS. The Administrator group can't be changed or deleted and at least 1 staff member needs to be assigned to it. Practice CS initially assigns ADMIN to the Administrator security group when security is turned on.

Step 3: Add staff to security groups

When you add a staff member to a security group, they automatically get all the privileges of that group.
  1. Select
    Setup
     then
    Staff
    .
  2. Select a staff member and select
    Edit
    .
  3. Go to the Security tab.
  4. Select the checkbox next to the security group you want to add the staff member to.
  5. Select
    Enter
     to save the changes.

Step 4: Create staff passwords

During the security setup, you have been signed in with the ADMIN staff ID. You'll need to give each staff their Practice CS staff ID and ask them to create a password.
  1. Sign in with the ADMIN staff ID and password that was set up in
    Step 1: Turn on security
    . You may already be signed in as the ADMIN.
  2. Go to
    Setup
     then
    Staff
    .
  3. For each staff in the list, check the ID field on the Main tab. Give each staff person their ID.
Ask each staff member to follow these steps:
  1. Open Practice CS. If it's already open, close and re-open.
  2. If the CS Professional Suite sign-in screen appears, enter the Thomson Reuters ID as usual.
  3. Enter the Staff ID given to you. This is the ID from
    Setup
     then
    Staff
     in the program.
  4. Leave the password blank.
  5. Select
    OK
  6. You should be prompted to enter a new password. Follow the prompt.
  7. Select
    OK
    .
  8. You will be taken into the program and your new security access will be in effect.

This article applies to:

  • Product: Practice CS
  • Subject: Setup