Security Setup

[Michael Lerner]

Dear Michael and fellow A1 firms,
I need your thoughts and suggestions about security settings. I have been trying to figure out a default security checklist for Staff Defaults and came up with the following: (C = Check)(All other boxes Unchecked)

(sample Secretaries list of Security Settings)
1.Security: General (tab) C - Allow editing rolodex, C - Allow editing from parties
Allow User to delete or edit: C - Extended Notes, C - Form Letters, C - Edit Staff Handling
General2 (tab) Tasks - Your Tasks (full), Show Email on Startup - Show Email
2. Calendar Security - Edit/Delete Rights - Only their appointments
3. Case Activity Security - Full Rights*, C - Refresh Case Activity
4. Chat Rights - C - Users can start a chat, Invite Rights - Their Room.

*I first tried Add Rights Only for Case Activity Security, but found if someone makes a mistake (say mispells something), they can't go back and edit the problem. (Suggestion: Maybe along with Add, Add and change date, and Full Rights --- put in an "Add and Edit" selection so can add and edit to make corrections but can't delete it completely)

I wanted the Secretaries to be able to: add and edit rolodex entries, edit the case card, edit only their own tasks and appointments, and add/edit case activity.

Can anyone see any problems this setup may cause?

Also, Could you please explain how access levels work? (#0 - ?)

Thank you very much in advance!

Sincerely,
Michael Lerner
Lerner, Moore, Mammano, Strasser, and Silva
www.injuryatwork.com
(909) 889-1131

[Michael Appell]

Michael,

I have found that people often adjust things as they go. Therefore, it makes a lot of sense to set up a Profile so that when you change a user or admin profile, it changes for all of those users assigned to that profile.

Some have set the system up so that users can't double click on a party at the parties sheet to edit the name in the rolodex but must go to the rolodex (this forces them to detach and reattach another name rather than change the name which would change it for all cases attached to that name - which may not be what one really wants).

Tasks are set up at some offices so that users can't edit the task but can only add to it once they mark the task completed.

Hope that helps,
Mike

[Doug Norman]

I just wanted to add one little filip I have, with regard to form letters. We use a 'blank' form letter a great deal, and use a 'Prompt' setting at the form configuration screen to allow people to edit the note which will be posted both the Case Activity and to the list of Saved Letters in that case.

For various reasons, various people on staff find that they want to do a quick re-edit to that note before going on the next case. However, the Edit button at the bottom of the window isn't active for them because of the System configurations - we have barred most everyone from access to edit the form letter templates.

Is it necessary to bar people from editing the short summary note in order to bar them from access to editing the form templates?

Doug

[Michael Appell]

Doug -

1. Is it necessary to bar people from editing the short summary note in order to bar them from access to editing the form templates?

You are correct in that most offices do not allow people to edit the form letter templates (at the Edit letters tab). But, most offices still allow staff to edit Saved letters (at the saved letters tab or the documents button, Alt-V from case activity).

Mike