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This article applies to:

  • Product: SurePrep
  • Subject: Integration

Set up GoFileRoom service accounts

Setting up service accounts in GoFileRoom (GFR) provides SurePrep a set of robust credentials for communicating with GFR. These credentials can be used for downloading submitted documents, advancing the routing, and uploading the DreamWorkpaper/SPbinder PDF files. The service accounts ensure that processes don’t go into error due to permission failures related to the original user’s account.
An example of a common problem that occurs when there's not a service account is when temporary staff creates the documents in GFR. When the staff member departs, their GFR accounts are closed. The unintended outcome, however, is that all SurePrep interactions that used those credentials will fail. Setting up a service account fixes this and many other credential-related problems.
Follow these steps to set up service accounts in GoFileRoom:
  1. To assign a Super User, you'll need to create a new group or use an already created group.
  2. Create a new user. On the top navigation menu, select the
    Administration
     dropdown then select
    Manage Users & Groups
    .
    Select Manage Users & Groups from Administration
  3. On the
    Users
     tab, select
    ---New User---
    from the
    Select User
     dropdown and mark the
    Active
     checkbox.
    note
    You can also use an existing user. However, the user must be provided elevated rights and must not be disabled in the near future.
  4. Complete the following fields:
    Field
    Entry
    Full Name
    Enter the user's full name
    License Type
    Dedicated
    FirmFlow User
    Mark the checkbox
  5. The new user you created should be assigned to a group with all the rights in GoFileRoom (for example, Read, Add, Route). To assign a user to be a member of the Super User group, select the group with Super User access from the
    Group
     box then select the right arrow. This will move the group into the
    Member of
     box. Once the user is a member of the group, select
    Save
    .
    note
    If the
    SUREPREP SUPER USER
     group isn't available, you'll need to create it.
    Sort the GROUPS and MEMBER OF
  6. Select the
    Administration
     dropdown then select
    Manage FirmFlow
     in the FirmFlow section.
    Select Manage FirmFlow from Administration
  7. Go to the
    Configuration
     tab on the toolbar, which is between
    Lists
     and
    Permissions
    .
    Select CONFIGURATION
  8. Complete the following fields:
    Field
    Entry
    Service
    TAX
    Category
    WORKFLOWS
    Select a WorkFlow to configure
    Select the workflow configuration you created.
    Select TAX, WORKFLOWS, then the workflow configuration
    The following workflow steps will be configured by Firm\Domain:
    Select a Workflow to configure:
    • First Workflow Step
    • Final Workflow Step
    • Scan Workflow Step
    After scanning route the Workflow to:
    • Workflow Step
    • Assigned To
    Select a workflow and scanning route
  9. Go to the
    Select groups whose members will have access to this Workflows
     section. Select the Super User group you created and add it to both the
    FirmFlow Permission Groups
     and the
    Routing Pool
     group.
    To do this, select the group from the
    Available GoFileRoom Groups
     box, then select the right arrow button. When you're done, select
    Save
    .
    Sort the GoFileRoom Groups, Permission Groups, and Routing Pools
  10. To give FirmFlow routing permissions for the Super User group, select
    Administration
     then
    .
    Select Manage FirmFlow from Administration
  11. Go to the
    Permissions
     tab, which is between the
    Configuration
     tab and the
    Folder Administration
     tab.
    Select PERMISSIONS
  12. Select
    Category
    as
    General
    , then select the desired group and mark the checkboxes for the following permission:
    • Create New Folders
    • Assigned to others
    • Re-route Complete Workflows
    • Route Workflows to Complete Step
    • Roll Forward Folders
    • Headers
    • Add Workflows
    • Edit Workflows
    • Delete Workflows
    • Edit Pre-Assignments
    • Maintain Deliverables List
    • Reset Checklist
    When you're done, select
    Save
    .
    Select GENERAL settings
  13. Once all the steps have been completed, provide us with the Super User details so that we can have our development team incorporate this user for your account. Email the SurePrep User details to SurePrep.Support@thomsonreuters.com.

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