Setting Up Staff with Access to Secured Clients

You can use the Client Access Group Profile window to select which staff will have access to the clients secured in the client access group.

You can manage staff with access in the client access group profile using the following methods:

• Automatically by attributes. Define staff with access by filtering the eligible staff by their organizational unit and position. Staff whose attributes match the criteria are automatically assigned access, unless you exclude them individually in the Staff Assignments grid. The staff with access dynamically change when staff attributes are modified in the staff profile.
• Individually. You can include or exclude individual staff with access by selecting them in the Staff Assignments grid. This defines the specific staff who are granted or denied access to the clients secured in the client access group, regardless of their staff attributes.

Tip: The simplest security method is to secure all clients in a single client access group and assign staff with access to those who need to see client information for maintenance or supervision. Any number of client access groups can be created to meet a wide variety of access situations. Create additional groups that meet your identified needs. Try to keep your security as simple as possible. See Using Best Practices to Grant Staff Access to Secured Client Information for more information.

To set up staff with access to secured clients, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Access groups under Security.
2. Click Client Access Groups on the navigation panel.
3. Do one of the following:
4. Add a client access group.

Click New > Client Access Group on the Home tab of the ribbon, or right-click the grid and select New > Client Access Group from the menu to create a client access group.

Copy an existing client access group.

Select an item in the grid and click Copy in the Create group on the Home tab, or right-click an item in the grid and select Copy from the menu.

The client access group profile displays with all information from the originating client access group, except for the name and description.

Edit an existing client access group.

Select an item in the grid and click Open in the Edit group on the Home tab, or right-click an item in the grid and select an option from the Open menu.

4. Click Staff With Access on the navigation panel.
5. Select the criteria to assign secured staff. Explain the attribute criteria.

Component	Description
Organizational units	Click the link to display the organizational units, such as region, office, or business unit, set up for your firm. Select the organizational unit attributes on the Select Attribute Values window. See Selecting Attribute Values for more information. Click OK. Staff whose region, office, or business unit matches one of the selected organizational units are secured in the staff access group, if the staff is not specifically excluded and, if applicable, the staff also meets the selected position.
Positions	Click the link to display the positions, such as manager, partner, or senior, set up for your firm in Staff Lists. Select the position attributes on the Select Attribute Values window. Click OK. Staff who are assigned the selected positions in their staff profiles are secured in the access group, if the staff is not specifically excluded and, if applicable, the staff also meets the selected organizational units.

6. Select to include or exclude specific staff, if needed. You can assign staff to this access group using only the Staff Assignment grid, or you can use this grid to update the list of staff already selected from your organizational unit and position criteria. Explain the grid components.

Component	Description
Show	Select the staff to display in the grid from the following options: All. Display all staff, regardless of whether they are assigned or not assigned access to the clients in the access group. Assigned staff. Display only the staff who are assigned access to clients in the access group. Unassigned staff. Display only the staff who are not assigned access to the clients in the access group.
Search	Do the following to search the entire system, not just the current grid contents, for a specific staff ID or staff report name: Enter ID or report name criteria in the Search box immediately above the grid. You can enter complete criteria to locate exact matches or partial criteria to display possible matches. Click Search to refresh the grid with only the records that match or contain your search criteria. The Search button changes to an X button. Note: Click the X in the Search box to return the grid to the original view.
Include	Select to include individual staff with access in the client access group. Select this box to include staff who should always have access to secured clients, regardless of their attributes.
Exclude	Select to exclude individual staff with access from the client access group, even when the staff profile information meets the attribute criteria as defined for the client access group.
Meets Attributes	Displays a check mark for staff who meet the defined attribute criteria.
Assigned	Displays a check mark for staff who are assigned access in the client access group because the staff information meets the attribute criteria or because the staff was explicitly selected using the Include option.
Staff attribute columns	Displays attribute values for each staff in the grid.

7. Select from the button bar options, if needed. Explain the button bar options.

Component	Description
Open Staff Profile	Select a staff in the grid and click Open Staff Profile to display the Staff Profile window where you can edit or review the existing staff information.
Refresh	Click to refresh the grid to show all staff that meet the selected attribute criteria or, if applicable, your search criteria. Any new staff that were added since opening the client access group profile display in the Staff Assignments grid. Staff that were deleted since opening the profile are removed from the grid.

8. Click one of the Save buttons or cancel.

Button	Description
Save	Saves the changes and the window stays open for editing.
Save & New	Saves the changes and opens a new window to create a new client access group. This option is available only when you are creating a new client access group.
Save & Close	Saves the changes and exits the window.
Cancel	Exits the window without saving your changes.