Understanding User Permissions

Link to Video Guide: https://youtu.be/qmBiXbv7yYI

A guide to the permission levels available when setting up users in Yao.

Note: Before you begin: only a user with the Admin permission can create new users and assign a permission level to them. If you cannot see the options described in this guide, contact your firm's Yao Administrator.

Overview

Yao uses a permission system to control what each user can see and do within the platform. When an Admin creates a new user, they must select one of four available permission levels. This guide shows where permissions are assigned and what changes in the Yao interface for each permission level, based on what is demonstrated in the accompanying training video.

The four permission levels available in Yao are:

• Admin
• Accountant
• User
• Workflow Manager

1. Where User Permissions Are Managed

Users and their permissions are managed from User Management in the left-hand sidebar.

1. Select User Management from the left-hand sidebar.

2. Select the Attorneys tab.

3. The Attorneys tab lists all existing users for the firm, showing each user's Name, Surname, Email, Permissions, Status, and Created At date.

4. Two checkboxes are available above the list: Show Disabled users, and Accounts Authorisation only.

5. A User search field and a New User button are also available at the top of this screen.

The Attorneys tab within User Management, showing the Permissions column.

2. Assigning a Permission to a User

An Admin assigns a permission to a user when creating that user.

1. From the Attorneys tab, select New User.

2. The Add Lawyer window opens, with fields for Name, Surname, Email, Permission, and Office.

3. Name, Surname, Email, and Permission are marked as mandatory fields.

4. Select the Permission field to open a dropdown list of the four available permission levels: Admin, Accountant, User, and Workflow Manager.

The Add Lawyer window, with the Permission dropdown open.

Note: The video does not show a permission being selected and the form being submitted, so this guide cannot confirm what happens after a permission is chosen and the New User form is completed.

3. What Each Permission Level Looks Like

The training video shows the Yao interface as seen by a user with each of the following permissions: Admin, Accountant, User, and Workflow Manager. The tabs on the Home screen and the options in the left-hand sidebar change depending on the permission assigned to the user. Each is set out below.

Admin

A user with the Admin permission sees the following on the Home screen tabs:

• Lawyer
• Accountant
• Admin
• Management Information
• Admin Reports

And the following options in the left-hand sidebar:

• Home, Time & Billing Sheet, Tasks, Matters, Post Office, Announcements, Invoices, Contacts, Accounting, Reports, Forms, Templates, Workflow, Targets, Configuration, and User Management.

The Home screen as seen by a user with the Admin permission.

Accountant

A user with the Accountant permission sees the following on the Home screen tabs:

• Lawyer
• Accountant

And the following options in the left-hand sidebar:

• Home, Time & Billing Sheet, Tasks, Matters, Post Office, Announcements, Invoices, Contacts, Accounting, Reports, Forms, Templates, and Configuration.

The Admin, Management Information, and Admin Reports Home tabs, and the Workflow, Targets, and User Management sidebar options, are not shown to a user with the Accountant permission.

The Home screen as seen by a user with the Accountant permission.

User

A user with the User permission sees the following on the Home screen tabs:

• Lawyer

And the following options in the left-hand sidebar:

• Home, Time & Billing Sheet, Tasks, Matters, Post Office, Announcements, Invoices, and Contacts.

This is the most restricted of the four permission levels shown in the video. The Accountant, Admin, Management Information, and Admin Reports Home tabs are not shown, and the Accounting, Reports, Forms, Templates, Workflow, Targets, Configuration, and User Management sidebar options are not available.

The Home screen as seen by a user with the User permission.

Workflow Manager

A user with the Workflow Manager permission sees the following on the Home screen tabs:

• Lawyer

And the following options in the left-hand sidebar:

• Home, Time & Billing Sheet, Tasks, Matters, Post Office, Announcements, Invoices, Contacts, Forms, Templates, and Workflow.

Compared with the User permission, a user with the Workflow Manager permission additionally sees the Forms, Templates, and Workflow sidebar options. The Accounting, Reports, Targets, Configuration, and User Management sidebar options are not shown, in line with what was shown for the User permission.

The Home screen as seen by a user with the Workflow Manager permission.

4. Permission Comparison at a Glance

The table below summarises the sidebar options shown in the video for each permission level. A tick indicates the option was visible in the sidebar for that permission.

Note: Need help? Please contact your firm's Yao Administrator for further guidance on user permissions.