• Overview
• Creating security groups and access rights
• Creating passwords for staff members
• Assigning users to security groups
• Enabling other users to access password protection
• Filtering documents for protection

Document Filtering and Protection

Time has enhanced document protection to ensure that only the staff who are supposed to have access to certain client information and documents have that access.

With staff assigned to user protection groups, you can set each group's access rights so that the protection group members may add, modify or delete documents only for those clients to which the group is assigned. This protects the integrity of the file.

To set the access rights, select Tools | Protection | Protection Setup. Under Available groups, select a group and click the Properties button. When the dialog opens, click the Rights tab.

There are four categories where controls can be set.

Document Manager

Here you can set the rights for the protection group to see, open, add, modify or delete documents on the Document Manager.

For example, the right "Open document without being assigned to document" means the following:

• If the box is checked, it allows the user to open all documents even those assigned to another protection group;
• If the box is unchecked, then the user may open only those documents which are assigned to the protection group he or she is a member of.

Go to the Document Manager rights.

Documents: By Client

You can filter any document by all clients or the protection group's clients. Reports are filtered on partner and manager fields in the client list.

Checking the "View own clients only" option filters the Document Manager for clients whose partner or manager is the current user.

Go to the Document Manager rights.

Documents: By Staff

You can filter any document by its assigned staff.

If the box "View own" is checked, the Document Manager will display only the documents assigned to the user logged in and will filter out the rest.

If the box "View staff assigned" is checked, and a partner or manager of the protection group is logged in, his/her Document Manager will display only the documents assigned to members of the staff group and will filter out the rest.

Go to the Document Manager rights.

Documents: By Project

You can filter any document by projects. Reports are filtered on "Team Leader" and "In Charge" fields in the project list.

Checking the "View own only" option filters the Document Manager for only projects where the current user is the team leader or in charge person.

Go to the Documents: By Project rights.

Note: The filtering provided under the view menu refers to filtering documents on Document Manager by completion roles, not by protection assignment. It is not connected with document protection.

Example 1

User "AS" is assigned to group "JUN". This group is allowed to open only those documents to which they are assigned. The group "JUN" is assigned to nothing so they cannot open and view anything on the Document Manager, whether Document by Client is checked or not.

Example 2

User "DG" is assigned to group "ADM". This group can open only those documents to which they have been assigned. If "View own clients only" is selected, then if client 1 is assigned to the "ADM" group then user "DG" would be able to view only the clients whose partner or manager roles are assigned to "DG". Leaving the box unchecked allows the user to view all documents assigned to the ADM group regardless of who the partner or manager is.

Example 3

User "GA" is assigned to the group "PAR" which has rights to open all documents, whether assigned or not. This means the users in group PAR can open all documents on the Document Manager.

If "View own clients only" is selected then user "GA" can open only those documents where GA is assigned as the partner or manager.

Related Topics

• Creating protection groups and access rights.