Caseware Cloud | FAQ | How to create user Groups

Published: 27/06/2023

To create a new group:

Ensure that you have the Staff Admin role or equivalent privileges.
From the Cloud Menu, select Groups.
Select New, then choose Staff Group or Contacts Group. The New Group dialog opens.

The Add Staff Group dialog

Enter a Name and Description for your group.
From the sidebar, select Members. Choose the users you want to add to this group.
If you have the Admin role or equivalent permissions, you can also assign Firm-Wide Roles.
Click on the Save button. You have successfully created a staff group and you have assigned your staff members to it.

Once your staff members are set up on your instance of Cloud, you can give them access to client Entities. In Cloud, these Entities are also referred to as workspaces. After your staff members and contacts are added to Cloud, you will need to configure their firm-wide, entity-wide and file-specific roles as appropriate.

Assigning user roles

If your firm comprises a few partners who all have equal access to client information, you can implement a very simple security policy. You can grant all staff members access to all entities by giving them the Owner role firm-wide. This policy is the simplest to manage, but you can only use it if all users have equal access to confidential client information. If your firm comprises one or two partners and a few associates who support your work, you can make a slightly more complex policy. The partners should have all firm-wide roles:

Firm Settings Admin
Staff Admin
Entities Admin

Your associates should have the Entity Access role firm-wide. This will let them see all entities that you create, but they will only be able to see content under the entities that a partner shares with them. This means that whenever a partner adds content to an entity, they will choose which associates have access to it.

To learn more about Assigning user roles, please refer to the Administrator guide in the Cloud Getting Started Journey

Instructions:

Before you begin to create new staff or contacts, you can get started on your firm's framework by creating Groups for your users. Groups in Cloud are useful because you can control security settings and file access for multiple users at once.

For example, you could create separate staff groups for accountants and managers or partners. This would enable staff of both seniority level to share files and collaborate without having to change permissions at the level of individual users.

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