This article explains the different user roles and levels of access rights that staff from professional firms can have. For information on how the directors, employees, and other parties associated with your client companies can access those company subscriptions in Connectworks, read our article here.
Connectworks allows staff of professional firms to be assigned with a range of access rights, which determine the range of things they're able to see and do. These fall into two categories, relating to a user’s management of the professional firm, on one hand, and their management of the firm’s clients, on the other. A user is assigned with one role/set of access rights from each category, providing a number of possible combinatorial configurations.
1. Where to assign access rights
You can assign a user’s access rights by editing their profile:
2. Firm management roles and access rights
A user’s role/access determines their ability to manage the firm, its staff, the relationships between staff and clients, and client subscriptions within Connectworks. There are 4 different roles:
- No Access
- Users with No Access cannot access the firm in Connectworks
- General Staff
- General Staff can access the firm in Connectworks, and can view staff profiles. The General Staff role does not however bestow on the user the ability to add or edit anything in the firm’s account.
- Firm Manager
- Firm Managers can perform all actions relating to the management of the firm in Connectworks. Managers can create and view staff profiles; invite staff and third-party users into Connectworks; create client entities and manage their subscriptions; and assign or change a client’s manager. Firm Managers can also view lists and summary information for all clients, but the roles does not bestow the ability to access clients' workspaces.
- Firm Administrator
- Firm Administrators have full access and permissions to perform all actions within Connectworks. Administrators can create and view staff profiles; invite users into Connectworks; create client entities and manage their subscriptions; assign or change a client’s manager; and access and perform all actions within all client entities managed by the firm.
3. Client management roles and access rights
A user’s client management role determines their ability to view and access the subscriptions for the firm’s clients. There are 3 different roles:
- Does not manage clients
- Users with this level of access cannot be assigned as a client’s manager, and cannot access the Workspaces of clients managed by other people (unless the user also has Firm Administrator rights).
- Manages clients
- Users with this level of access can be assigned as a client’s manager, and can access and perform all actions within the Workspaces of clients managed by themselves, as well as the Workspaces of clients without an assigned manager. They cannot access the Workspaces of clients managed by other people (unless the user also has Firm Administrator rights).
- Assists a client manager
- Users with this level of access can be set as assisting one or more client managers. They cannot be assigned as a client’s manager. However, they can access and perform all actions within the Workspaces of clients managed by the client manager(s) they assist, as well as the Workspaces of clients without an assigned manager. They cannot access the Workspaces of clients managed by other people (unless the user also has Firm Administrator rights).
4. The Partner/Director role
By default, users set with the Partner/Director role can access and perform all actions within all clients for which the user is assigned as the partner.
5. Common configurations
Users are assigned with one role/set of access rights relating to firm management, and one role/set of access rights relating to client management. This allows for a range of possible combinations.
Generally, a firm will have one or a small number of users with the Firm Administrator role, whose job is to oversee the firm’s use of Connectworks.
Where you want a user to manage your firm’s use of Connectworks, but not be able to access or work on any of its clients, you can set them in the Firm Manager role, with their client management access rights as Does not manage clients.
A user who has both the Firm Manager role and the Manages Clients role can do everything a Firm Administrator can do, apart from working on clients managed by other users.
Where a user needs to undertake work on their own clients in Connectworks but does not need to configure or manage the firm’s Connectworks account directly, they can be set as Manages Clients with the General Staff firm management role.
As you can see, user roles and permissions can be configured in many different ways. If you want advice on the configuration that is right for you or your firm, contact our experts at Connectworks and we’ll help set you up.
6. Managing access policies
By default, the permissions for each user role are as described above. You can add permissions to a user role in the Settings section of the Administration tab:
Editing the Access policies allows you to extend or restrict the range of client types users with those roles are able to access:
Editing the Client policies allows you to extend or restrict the range of activities users with those roles are able to perform within your client companies' workspaces:
- Manage clients' relationships
- Users with this access right can add, remove, or edit, the relationships of parties associated with a client.
- Manages client documents
- Users with this access right can upload, download, or delete, client documents.
- Assists confidential client documents
- Users with this access right can upload, download, or delete, confidential client documents.