Set up permission groups

When you establish permission groups, there are a few things to keep in mind.

  • Not all staff members need full access to all Onvio features.
  • A staff member can belong to more than one permission group and will have access to all features to which access is granted by one or more of those permission groups.

If this is your first time logging in as your firm's Onvio administrator, you must start with the steps below and assign yourself to a group.

  1. Choose Setup > Permission groups and click Add to add a new group.
  2. For step 1, enter a name and description for the group and then click Next.
  3. For step 2, click each tab and enable the features or applications that members of the group will have access to. Click Custom to give group members access to some features while restricting access to others. When finished, click Next.
  4. For step 3, choose which contacts members of the group will have access to (non-confidential and/or confidential), and then click Next.
  5. For step 4, click Add and mark the boxes for the staff members who should be included in the permission group.
  6. Click Add Members to add the selected staff members to the group.
  7. Click Done.

To see changes to permission groups of which you are a member, you must log out of Onvio and then log back in.

If you are a member of a permission group with access to the Onvio Access tab of the Staff setup screen, you can add staff members to existing permission groups from the Staff setup screen. See Add staff to permission groups.

  1. Choose Setup > Permission groups.
  2. Click the name of the permission group you want to edit.
  3. For step 1, edit the Name and Description fields, if desired, and then click Next.
  4. For step 2, click each tab and enable the features or applications that the members of the group will have access to. Click Custom to give group members access to some features while restricting access to others. Then click Next.
  5. For step 3, choose which contacts members of the group will have access to (non-confidential and/or confidential), and then click Next.
  6. For step 4, click Add and mark the boxes for the staff members who should be included in the permission group.
  7. Click Add Members to add the selected staff members to the group.
  8. If you need to remove staff members from the group, mark the boxes for the staff members you want to remove, and then click Remove.
  9. Click Done.
  10. If staff were logged in while you were making this change, instruct them to log out and log back in to Onvio to update their permissions.

Recommended permission groups for firms with more than one staff member

The following tables provide our recommended best practices based on firms currently using Onvio. Each section (separated by shaded rows) represents a different permission group. Fields not included in the table should be left at the default setting (disabled), and bold fields in the table denote tab names within the permission group setup in Onvio.

Note: The recommendations below are merely a starting point. As you use Onvio, you can adjust the groups to fit your needs.

In this table, the shaded rows are the suggested names for the permission groups, with the following rows representing various tabs (bolded text) and individual permissions on those tabs.

Administrative
Onvio Setup Everything
Documents Everything
Project Manager Everything
Reporting Everything
Time and Billing Everything
Clients
Onvio Setup Custom
Client Enable
Client Centre View Enable
Documents
Documents Custom
Client Documents Enable
My Documents Enable
Open Documents Locally Enable
Sending Documents Enable
Partner
Onvio Setup Custom
Client Enable
Client Centre View Enable
Staff Enable
Contacts Enable
Firm Enable
Appearance Enable
Client Notifications Enable
Contact Categories Enable
Departments Enable
Offices Enable
Project Templates Enable
Service Charges Enable
Staff Levels Enable
Terms and Conditions Enable
Tracking Descriptions Enable
User Preferences Enable
Personally Identifiable Information Enable
Onvio Access Enable
Custom Fields Enable
Documents Everything
Project Manager Everything
Reporting Everything
Time and Billing Everything
Project Manager
Project Manager Everything
Reporting Custom
Firm Management Reports Enable
Time Entry
Time and Billing Custom
Time & Expenses Enable
Billing
Time and Billing Custom
Billing Enable
Receipts & Adjustments Enable

The availability of some or all of these features depends on the applications your firm has licensed and the permissions your firm’s administrator has enabled for you.


Was this article helpful?