Group & Permission Maintenance
Introduction and Access
The Group & Permission Maintenance function allows you to define the permissions against each individual User – which is controlled by User Groups.
To access this function, click on User and Group Maintenance in the Administration Icon.
Group & Permission Maintenance Functions
The Group & Permission Maintenance function contains multiple functions and fields that provide control of the creation and management of your JAVLN Officetech Users.
The functions and fields available include:
Function/Field | Description |
Groups |
|
Create  | Adds a new User Group to your Groups list |
Rename | Renames an existing User Group in your Groups list |
Delete  | Deletes an existing User Group in your Groups list |
Users | Displays all of the Users in the system and when a Group is highlighted will also highlight the Users that are in that Group |
Permissions | Displays all Permissions available in JAVLN Officetech |
Search  | Selects or deselects Users and/or Permissions from the currently selected Group |
Save | Saves all changes made |
New Group
JAVLN Officetech manages User permissions via Groups. Once a User is assigned to a User Group, that User has access to all permissions assigned to that particular Group. A User can be allocated to multiple Groups which will enable them to additional permissions in any other Group that User is also assigned to.
To create a User Group in JAVLN Officetech:
- Open the Group Permissions Maintenance function
- In the Groups window, Click Create
- Enter the name of the new group
- Click Add.
- You can now highlight the Group, and tick on the Users and Permissions to be allocated to this Group. Once completed, click Create.
Note: If the User is logged in while they are being added to a new Group or in a Group that is given new permissions, they will need to refresh JAVLN Officetech for those new permissions to be available. To refresh JAVLN Officetech click on the refresh button
that is located next to the URL address bar at the top of the window.
Rename Group
To rename a User Group in JAVLN Officetech:
- Open the Group Permissions Maintenance function
- Highlight the Group to be renamed in the Groups list
- Click Rename
- Enter the name of the new group
- Click Save
Delete Group
To delete a User Group in JAVLN Officetech:
- Open the User and Group Maintenance function
- Highlight the Group to be deleted in the Groups list
- Click Delete Group
- Click Yes
- Click Save or Save & Close
Once a Group is deleted Users will no longer be able to access any permissions assigned to them by that Group.
Modify Group Permissions and Users
Once a User Group has been created, individual Permissions and Users can be assigned to that Group, which grants Users access to those specified Permissions in JAVLN Officetech.
To modify the Users of a User Group in JAVLN Officetech:
- Open the Group Permissions Maintenance function
- Highlight the Group to be modified in the Groups list
- Check or uncheck the boxes next to the Users to be included or excluded in the Users list
- Click Save or Save & Close
To modify the Permissions of a User Group in JAVLN Officetech:
- Open the User and Group Maintenance function
- Highlight the Group to be modified in the Groups list
- Check or uncheck the boxes next to the Permissions to be granted or revoked in the Permissions list
- Click Save or Save & Close
Permissions
The Permissions assignable to User Groups in JAVLN Officetech include the following. Permissions marked with an asterisk * are considered appropriate for general Users, however this will vary depending on your specific JAVLN Officetech configuration and setup.
Administration
Permission | Description |
Home Page Maintenance | Grants access to edit the JAVLN Officetech Homepage |
Template Maintenance | Allows for the creation and modification of Templates |
User & Group Maintenance | Grants access to the User Maintenance function |
Audit Trail
Permission | Description |
Audit Trail Individual* | Grants access to your own Audit Trail only |
Audit Trail Master | Grants access to all User Audit Trails and Login History |
Cabinet Maintenance
Permission | Description |
Add Cabinet | Grants access to create new Cabinets |
DCM Maintenance | Allows User to allocate DCM to the selected Cabinet |
Delete Cabinet | Grants access to delete existing Cabinets |
Rename Cabinet | Grants access to rename existing Cabinets |
Client Maintenance
Permission | Description |
Add Client | Grants access to manually create a Client Folder in the Client Cabinet (if your JAVLN Officetech system is connected to a compatible product, e.g. INSIGHT, client creation should always be done through that software) |
Add Client Structure* | Grants access to add Elective folders to a Client Folder, e.g. Policy Class or Product folders. These folders form part of the Client Structure and typically get copied into all subsequent Client Year Folders |
Delete Client | Grants access to delete the Client Folders from the Client Cabinet |
Move Client | Grants access to move a Client Folder out of the Client Cabinet |
Rename Client | Grants access to manually rename a Client Folder in the Client Cabinet. When a Client Folder is renamed JAVLN Officetech automatically moves it to the appropriate parent folder (e.g. A – Z or 0 – 9) (if your JAVLN Officetech system is connected to a compatible product, e.g. INSIGHT, client renaming should always be done through that software) |
Folder Maintenance
Permission | Description |
Add Folder | Grants access to add an individual, ad-hoc folder anywhere in the system |
Add Structure | Grants access to add predetermined structured folders into any Cabinet in JAVLN Officetech. This function should not be used in the Client Cabinet – Add Client Structure should be used instead |
Copy Folder | Grants access to copy an existing folder |
Delete Folder | Grants access to delete existing folders |
Move Folder | Grants access to move any folder in the system other than Client Folders |
Rename Folder | Grants access to rename any folder in the system other than Client Folders |
Set Folder Colour | Grants access to set the colour of any folder in the system. This is a global change, i.e. all other folders of the same name will also change colour |
Login History
Permission | Description |
Login History Individual* | Grants access to your own Login History only |
Login History Master | Grants access to the Login History of all users |
Restore Permission
Permission | Description |
Restore Deleted File* | Grants access restore a previously deleted file to its original location |
Special Permission
Permission | Description |
2-factor Authentication Managers | Grants access to be able to set up 2-factor Authentication for users |
CAC Managers | Grants access to Cabinet Access Control and enables the ability to allocate which Cabinets User Groups are able to view |
CAM Managers | Grants access to create and allocate users to Client Permission Groups based on security settings in your broker product i.e INSIGHT |
Client Maintenance | Grants access to Client Maintenance to allow you to create and edit clients |
External Link Maintenance | Grants access to be able to add a shortcut to the JAVLN Officetech function |
IAC Managers | Grants access to In Tray Access Control |
Structure Maintenance | Grants access to create, edit and delete Client and Cabinet Structures. |
System Admin Users | Grants access to create, modify and delete Task Categories, Task Statuses, Task Priorities, Task Subjects, File Descriptions, File Subjects and Naming Conventions |
Update User Email | Allows for access to update a user’s email address |
Task Permission
Permission | Description |
Bulk Reassign Task | Allows for multiple Tasks to be reassigned to another User |
Delete Task | Grants access to Delete Tasks |
Import Task | Allows access to run the Import Task feature |
Import Template Manager | Grants access to create, edit & delete Import Task Templates |
Task Admin | Grants access to change who the Assigned To field, Start and End Dates of other Users Tasks |
Task Alert | Enables the User to receive Tasks Alerts as they arise |
Task Template Manager | Grants access to create, edit & delete Task Templates |
Prospect/Underwriter Maintenance (DCM) Permission
Permission | Description |
Add Prospect/Underwriter | Grants access to manually create a Prospect, Underwriter (or other DCM entity) in the relevant Cabinet (if your JAVLN Officetech system is connected to a compatible product, e.g. INSIGHT, Prospect & Underwriter creation should always be done through that software) |
Add Prospect/Underwriter Structure | Grants access to add any structures available to an entity’s Folder. |
Delete Prospect/Underwriter | Grants access to delete the Prospect or Underwriter Folders from the respective Cabinet |
Move Prospect/Underwriter | Grants access to move a Prospect or Underwriter Folder out of the respective Cabinet. |
Rename Prospect/Underwriter | Grants access to manually rename a Prospect or Underwriter Folder in the Respective Cabinet. When a Folder is renamed, JAVLN Officetech automatically moves it to the appropriate parent folder (e.g. A – Z or 0 – 9) (if your JAVLN Officetech system is connected to a compatible product, e.g. INSIGHT, Prospect & Underwriter renaming should always be done through that software) |