Location Rights

For firms that have established multiple Locations, certain record types—such as Client and Plan data—must be assigned to a single Location upon creation. These records can then only be viewed by Employees with the proper Location Rights. This provides an additional level of data security, ensuring that a Location's data cannot be accessed unless the Employee has the proper permissions. This article discusses managing an Employee's Location Rights.

Information pertaining to creating and working with Locations can be found in the article Firms & Locations.

Tier Availability: Business

Article Contents

• Overview of Location Rights
• Managing Location Rights
  • Managing Rights for a Single Employee
  • Managing Rights for Multiple Employees by Location
• Guest Access for Records
  • Adding & Removing Guest Access
  • Limitations of Guest Access

Overview of Location Rights

Location Rights govern which records an Employee is able to view. In many cases, a user attempting to access a record they do not have appropriate Location Rights for will receive a You are not authorized to view this page error.

Not affected by Location Rights

The following features do not restrict user functionality based on Location Rights:

• Blast Email
• Power Tools
• Fetch

Managing Location Rights

Location Rights can be assigned to or removed from a single Employee directly. Alternately, multiple Employees can be managed by Location.

Managing Rights for a Single Employee

Requires Security Rights: Add/Edit Employee

To view an Employee's Location Rights:

1. Search for and open the Employee in a new Employee tab.
2. Select the Locations view.

Any Location for which the Employee currently has Location Rights is displayed in the grid. New Location Rights can be assigned by selecting Add at the top-right of the grid. The Add Right window contains a dropdown list of all Locations; select as many Locations as necessary, or select Add all Locations to grant all Location Rights to the Employee.

To remove a Location Right, hover over the Location in the grid, then select Delete on the right-hand side.

Managing Rights for Multiple Employees by Location

Requires Security Rights: Add/Edit Employee, Maintenance

Location Rights for Employees can be managed on a Location-by-Location basis. To add or remove Employees, first open the appropriate Location:

1. Navigate to Maintenance > Firms/Locations. The Firm tab opens.
2. Select Locations from the Views list on the left.
3. Double-click the desired Location. A new Location tab opens.
4. Select Access from the Views list on the lift.

The Access view grid displays all Employees that currently have Location Rights for the chosen Location.

To grant Location Rights to new Employees:

1. Select Add at the top-right of the grid. The corresponding window displays.
2. Use the Employee dropdown to select the desired Employee.
   • Multiple Employees can be selected.
   • An Employee can possess Location Rights for multiple Locations.
   • Select Add all Employees to add any Employee that does not already possess Rights for this Location.
3. Select Save.

The Access grid does not display inactive Employees by default. To show these Employees, select More > Show Inactive.

To remove an Employee's Location Rights for this Location, hover over the Employee in the grid, then select Delete on the right-hand side.

Guest Access for Records

Tier Availability: Enterprise

Occasionally, it becomes necessary for an Employee to view or edit a single record in a Location they do not have the rights to access. In these cases, the Employee can be given guest access to the record in question; all other records in that Location will remain off-limits.

Guest access is applied to the Client record, which also includes any associated Plans and similar items (such as Projects and Distributions). To view which Employees have guest access to a Client:

1. Navigate to the Client record.
2. Select Access from the Views list on the left. Any Employees included in the Access grid currently possess guest access for this Client.

Adding & Removing Guest Access

Requires Security Rights: Add/Edit Client

To give guest access to an Employee, select Add at the top-right of the Access grid and choose the appropriate individual. An Employee cannot be added if their Location Rights already grant them access to this Client.

To remove an Employee's access, hover over their entry in the grid and select Delete on the right-hand side.

Limitations of Guest Access

While an Employee with guest access to a record will be able to see it in search results and view/edit it like normal, there are a few limitations in place that differ from the access granted via Location Rights:

• The Employee cannot change the Client's assigned Location.
• The Employee cannot manage guest access for themselves or anybody else.
• Items made available via guest access will not be shown on the Employee's Dashboards.