Overview: Active provides flexibility in managing user access to clients and binders through office assignments and client group restrictions. This article explains the different methods available to control user permissions.
Please refer to the Glossary for definitions of key terms used in this article.
Understanding permission controls in Active
By default, all users in Active have access to all binders. However, there are two primary methods to restrict access:
Office-based restrictions
Client group restrictions
Office-based restrictions
Creating separate offices allows you to control access based on office assignment. Firstly, create the appropriate offices by following the support article: How to set up offices.
Once you have added the relevant offices, navigate back to the Admin Centre and select Users & License Management under the Firm banner.
Navigate to the Users tab and select the relevant user you wish to give access to the office.
Scroll to the Offices section and select + Add Office.
Select the relevant office, security and user roles. Click Save.
Once added, click Save and Close.
Note: Only users assigned to that specific office will be able to access clients and binders linked to that office, so ensure all relevant users are assigned accordingly. Any users not specified will not have access to the office.
Client group restrictions
The second method involves using the client group restriction feature. From the Active homescreen, click on the Clients tile.
Search for the client group you want to restrict. Click the settings toggle to the right of the group.
Select the 'Restrict access to client' checkbox.
Use the 'Whitelisted Users' field to specify which users should have access to the client group.
Note: The partner and/or manager (if specified) of the client group will automatically have access.
Once satisfied, click Save Client Group.
WARNING: Once you restrict a client group, only whitelisted users and designated partners/managers will have access to all child entities under that group.
Best practice for managing permissions
Start with the least privileged access model
Regularly review user permissions
Document your permission structure
Test access after making changes
Maintain a list of restricted client groups
Understanding the use of 'Teams' in Active
Please note that while teams can be created in Active and you can assign a team to a client group, client, or user, the use of teams does not restrict access for clients or users to that particular team.
There is no enforcement of security or access permissions when using teams. Teams are used solely for filtering purposes within the Active Platform.