Total Clarity on Who Sees and Does What: System Role Permissions

Our How to... series gives practical tips and step by step guides on how to do lots of different things in Actionstep. We develop these based on the queries raised by customers with our support team.

Our latest How to... looks at setting system role permissions and covers:

  • What are system roles?!
  • How to find where to go in the system to set role permissions
  • How to set the permissions you want for different roles
  • How it can help your law firm

Ok, lets dig in...

1. First, why should I know how to do this?

System Roles are how we group the users of your Actionstep system and assign that group access to information and functionality within the system (permissions). So it's really important to be clear about what you want different members of your team to see or do in Actionstep, particularly as so much sensitive information exists within any law firm's system.

We recommend doing a regular audit of your role permissions, especially when team member leave or new people join your firm.

2. Where do I start in Actionstep?

Navigate to Admin -> Permissions -> System Roles

Here you can add new System Roles or edit existing roles. Once you are happy with the roles, you can edit permissions from the list of System Roles using the tab called "Edit System Object Permissions".

3. What are my options?

Click on the drop-down field for 'System Object' and select the set of permissions you would like edit.

For example, if you wanted to provide the specified system role access to a particular matter type, you would select that matter type from the 'System Object' drop-down field. When you select a system object, you will usually see a set of permissions ranging from 'can_view' to 'can_delete' to allow different levels of access, even at matter level.

4. How do Role Permissions help your firm?

Having the right permissions set for different roles will mean everyone can see what they need to, when they need to - removing road-blocks to complete work, and removing bottlenecks where the whole team relies on one person or a small groups with broader permissions for the information required. This increases work efficiency and reduces associated team administrivia.

On the other hand, by limiting what people can see or do to just what they need for their jobs, you can reduce the opportunities for human error and be assured you are doing everything you can as a firm to keep client confidentiality, protect their data, and keep the integrity of the information held in your system.

5. Where can I find more information?

Check out our support centre for full details on Managing System Roles & Permissions.

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Written by Actionstep Product Team