Overview

This guide is provided for Practice Managers and administrative Support Staff. It will assist with navigating Roles & Permissions set up in EvolveGo. This guide sets out defined System Default Roles, to allow for a simplified approach to Roles and permissions In EvolveGo. 

These Roles will each have varying levels of access to certain functions, based on the persona they are intended to serve. 

TABLE OF CONTENTS

• Overview
• System Default Roles
• System Defined Permissions
  • System Defined Permissions - Access By Band
  • System Defined Permissions - Access by Feature 
• Managing Roles & Permissions
  • How to add new Employees to Roles
  • How to remove users from Roles
  • How to move users from one Role to another
    • Move a user from one Role to another via the employee card
    • Move a user from one Role to another via the Manage Roles screen

System Default Roles

The below table of system default Roles have been defined to meet the largest cross section of Roles we see in Law Firms today. Users can be in more than one role where relevant.

Example: A user in the system default Accountant Role will have full access to all Banking functionality within EvolveGo whereas a user in the system default Lawyer Role will be prevented from accessing Banking functionality within EvolveGo.

EvolveGo has three special roles which are intended to complement a user's primary role by granting additional privileges. The "Access All Matters" role is essential for users needing comprehensive access to all database matters. Likewise, "Approve All Invoices" and/or "Approve All Requisitions" should be assigned to users with the authority to approve invoices and requisitions, regardless of whether they're the designated approver for that specific request. 

System Defined Permissions

The above system default Roles each have varying levels (bands) of access to certain functions, based on the persona they are intended to serve (for example a Lawyer). Each user requires a Role in EvolveGo. Each Role has pre defined bands being Basic, Standard and Unrestricted, of permissions relating to each feature/function area of the system (for example Billing). 

System Defined Permissions - Access By Band

Group and Band assigned per user role, or there will be nothing assigned if the Role has no access whatsoever to that particular EvolveGo function (for example Purchase Ledger). The Band hierarchy moves left to right being; Basic, Standard and Unrestricted . If a permission is excluded from a higher band (for example standard), it will also be excluded from all bands lower in the hierarchy (for example Basic). 

Permissions listed are exclusions for that permission band. 

See below an example from the Lawyers role screen, showing pre defined Standard bands for Approvals, Billing and Dashboards ticked to demonstrate the above. 

Requisitions - All users have access to enter Requisitions, meaning you will not find a specific permission to grant this access.

System Defined Permissions - Access by Feature 

Defined below are the individual permissions excluded from each band for the relevant feature. Band hierarchy moves left to right. If permission is excluded from higher band (Standard for example), it will be excluded from all bands lower in the hierarchy (Basic and none for example).

Permissions listed are exclusions for that permission band - Don't get confused!

Managing Roles & Permissions

How to add new Employees to Roles

Any new Employees require a Role. To add a new employee into a Role, follow the below steps (note that this step is performed after the Employee has been created - See Setting up new users in EvolveGo):

1. In Billing, go to Directory > Employees and open the new employee card. 

2. Select Update Employee. 

3. Select Actions > Invite Employee. 

4. Select the relevant role for the new user (System Default Roles will be available to select from). Select Invite Employee. 

5. The relevant Employee will receive an email that they have been added to the Role. 

How to remove users from Roles

To remove a user from a Role, follow the below steps:

1. In Billing, go to Settings > Roles.

2. Select Edit Users, to the right of the Role line .

3. Locate the user you wish to remove and select Remove User, select Save. Role Updated successfully message will appear. 

How to move users from one Role to another

There are two methods by which you can move users from one Role to another. The first being via the Employee card and the second from Manage Roles screen. 

Move a user from one Role to another via the employee card

1. In Billing, go to Directory > Employees and open the employee card. 

2. Select Update Employee. 

3. Select Actions > View Permissions.

4. Select / un-select the appropriate Role from the list of System Roles.

5. Select Save. Once Saved, this change will be reflected in Settings > Manage Roles screen. No further action is required. 

Move a user from one Role to another via the Manage Roles screen

1. To move users from one Role to another, firstly follow the above steps on How to remove users from Roles. 

2. Once users have been removed from existing roles in 1. From the Manage Roles screen, navigate to the Role you wish to move the user to and select Edit Users.

3. From the Role you wish to move the user to, select Add User.

4. In the box provided, begin typing the name or details or the user removed in step 1. Select the Employee from the populated results.

5. Select Save, in the bottom right of the screen. You have now moved a User from one Role to another.