Managing Record Visibility through Offices

Managing Record Visibility through Offices

Offices are a way to segregate your Records based on physical branches your firm may have and allow users to see only Records for Offices they are associated with. To accomplish this:

  • The total list of Offices is defined in Firm Profile.
  • Each User is assigned the Office(s) they are associated with.
  • Each Record is assigned the Office it belongs to.
  • Only Records belonging to Offices the User is associated with are visible to the User.

Full details on this process are described below.

Tip: It is also possible to control who can view which Records and who can edit those Records using Owner and Editor Groups.

Defining Your Offices

  1. Navigate to Settings > Firm Profile.
  2. Click + ADD to begin adding a new Office.
  3. Name the new Office and click to save.

You can also edit , and delete Offices from this Grid.

Assigning Users to Appropriate Offices

  1. Navigate to Settings > User Profiles.
  2. Click Edit on a User. The Name & Details tab of the User Profile will open.
  3. Click Edit to make changes to the User Profile.
  4. Use the Offices field to add or remove Offices as needed.
  5. Click Save to commit your changes.
  6. Repeat this process for each User.

Assigning Offices to Records

On an individual Record, Offices appear as part of the Record Level Profile Information located in Details > Profile Information. Offices can also be configured to appear and be edited on the Record Summary card.

  1. Navigate to the Record Detail view of a Record.
  2. Navigate to Details > Profile Information.
  3. Click edit on the Office field.
  4. Select a defined Office from the drop-down.
  5. Click to commit your changes.

Users will now be able to see only Records assigned to Offices that they are members of.

Tip: Office can also be changed for multiple Records at a time using the Record Data Change Tool.
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