Setting up your permission structure
Before you add your team, decide who should see what. EVX Software controls access in layers: a person's role sets what they may do at most, their groups give them their team's access, and their permissions on clients, projects, and other members decide which records they see. Setting the structure up once, by team, saves fixing access one person at a time later. A Super Administrator does this setup.
Jump to:
- 1. Choose a role for each kind of user
- 2. Create a group for each team
- 3. Give each group its access
- 4. Decide the defaults for new records
- 5. Add your users
- 6. Check with a test
- Example: a firm with three practices
1. Choose a role for each kind of user
Each user has a user type and a role. The role sets the permissions they start with, and the most they can be given. In EVX Software, user types are Full access user, Collaborator, and Guest, and each has its roles, such as Manager or Executive. Match roles to jobs, not to people. See User roles and Role defaults and maximums.
2. Create a group for each team
Groups give the same permissions to several users at once. Create one for each team that shares access, such as a discipline or an office. See Groups.
3. Give each group its access
In each group, give access to the members its team works with: its clients and projects, its department, and the other dimensions on the group form. A group that works on all projects can have all of them; a team with its own clients gets only those. See Departments for internal areas.
Module permissions decide which tabs the group's members see.
4. Decide the defaults for new records
Two settings in Settings › General configuration › General decide how access grows as your firm adds work:
- Inherit permissions from parent workspace, client or project: a new project, client, or department takes the permissions of the one it sits under.
- Give permissions to all clients, projects, etc. for new users: the roles whose new users get access to every member.
5. Add your users
Add each user with their role, then add them to their groups. See Users.
6. Check with a test
Ask one person from each team to confirm they see what they should and nothing more. If someone can't see a record, see Access and visibility problems.
Example: a firm with three practices
A firm has a biology practice, a cultural resources practice, and a shared office team. The Super Administrator creates a group for each practice, with access to its own projects and department, and gives the office team, in its own group, access to every client for billing. New biologists join the Biology group and see their projects from their first day.
What you can do next
- Permissions and access control for how the layers combine.
- Groups to create the groups.
- Users to add your team.