When you activate View all users' clients / reports for a user, they will be able to view and edit the clients / reports of all users within your account by default. However, should you only want certain users to be able to view and edit the clients / reports of certain other users, you will need to:
- Divide your organisation into a number of workgroups
- Allocate a workgroup to every user (Your Workgroup)
- Define the workgroup(s) each user can see. (Viewable Workgroups)
Workgroups are particularly useful if you have different offices or departments within your company, and you only want users to be able to share their clients / reports with the other users within their particular office or department.
To see how this could work in practice here's an example advice company, Genovo Wealth Management, with an MD, two paraplanners, three advisers, a compliance manager and a case checker.
Malcolm Manager needs to be able to monitor the usage of all users, but doesn’t write any reports or have any written for him.
- View all user's clients / reports is active so he can view the clients / reports of other users.
- As no other user needs to be able to view his clients and reports, he is a member of his own workgroup - Management.
- All workgroups are included within his Viewable Workgroups so he can see the reports / clients of all other users.
Peter Paraplanner needs to be able to write and share reports with the financial planners based in the London office. Hence share clients / reports is active and “London” is included within Viewable Workgroups. He's in the Paraplanning workgroup so that his work can be viewed by the MD
Penelope Paraplanner needs to be able to write and share reports with the financial planners based in the Edinburgh office. Hence share clients / reports is active and “Edinburgh” is included within Viewable Workgroups. She's in the Paraplanning workgroup so that her work can be viewed by the MD
Catherine Compliance and Charlie Checker both need to be able to check the reports of all other users.
- They do not need to write reports for themselves or anyone else, so they've been added as Reader users.
- Share clients / reports is active so they can view the clients / reports of other users.
- The London and Manchester workgroups are included within their Viewable Workgroups so they can see the reports / clients of all other users.
- They are members of the Compliance workgroup, so that their work can view viewed by the MD.
Amy Adviser and Andy Adviser are two financial advisers who are based in the London office, hence their workgroup title.
- They do not write their own reports, so they've been added as Reader users.
- They don't need to view anyone else's clients or reports, hence they don't have any Viewable Workgroups and 'view all user's clients / reports' is inactive.
Anna Planner is a financial planner based in the Edinburgh office, hence her workgroup title.
- She does not write her own reports, so she's been added as a Reader user.
- She doesn't need to view anyone else's clients or reports, hence she doesn't have any Viewable Workgroups and 'view all user's clients / reports' is inactive.
You can set up as many workgroups as you require, and call them whatever you like. However, each workgroup within Viewable Workgroups must be separated by a comma.
If you deploy workgroups, you should ensure that all users (Writer and Readers) are in at least one workgroup. This is because any user not in a workgroup will automatically be able to see all the clients and reports of everyone in an account.