Managing staff and user permissions

Ensure sensitive data is entrusted to the right users by setting up different access levels for staff members.

Permissions in the triConvey Desktop App

View and edit restrictions can be set for:

• Individual matters
  
  
• All Billing features in the triConvey Companion Site Web App
  
  
• Hourly Rates and Time Entries of each staff member

  Tip:  This option is only available if Billing App access is disabled.
  
  Note:  Disbursements will still be visible to all staff even if access to time entries is restricted.

• Billing reports
  
  
• Trust accounts
  
  
• Precedents in the Precedent Library
  
  
• The Archie tab in a matter

Types of User Permissions

Billing App Permissions

The Billing App column allows you to grant or remove access to view billing features available in the triConvey Companion Site Web App. 

Once you remove Billing App access, you can choose to limit access to one or more of the following features: 

• Invoices 
• Trust Accounts and Reconciliation 
• Billing Reports 
• Time & Fee entries 

Users without access to the Billing App can still log in to the Web App and access productivity features such as matters, contacts, tasks, calendars and messages.

Precedent Permissions

The Precedent Changes column allows you to edit access to the Precedent Library. Edit restrictions include:

• Adding, renaming, and deleting a Precedent, Folder, or Precedent Profile
  
  
• Importing, replacing, converting, or changing a version of a Precedent
  
  
• Creating a copy of a Precedent or Folder
  
  
• Modifying and moving a Precedent or Folder
  
  
• Creating shortcuts of a Precedent or Folder
  
  
• Accepting and rejecting published Precedent changes
  
  
• Restoring Deleted Precedents, Folders, or Precedent Profiles

Archie Permissions

The Archie column manages access to triConvey's AI Legal assistant Archie for the specific user, namely the Archie tab in a lead or matter file and all Archie settings.

Settings Permissions

The Settings column allows you to restrict non-Firm Owner users from making changes in triConvey Settings that affect the whole firm. 

When this permission level is applied, the only areas the staff member can access in triConvey Settings are: 

• their Staff Card in the Staff & Users tab; and 
• the Outlook and Notifications tab.

In addition, the staff member can only access billing-related settings in the Firm Settings of the triConvey Companion Site Web App.

Edit User Permissions in the triConvey Desktop App

1.    Select the gear icon from the top right-corner of the triConvey Desktop App.  

2.    Select Staff & Users from the left menu and then select Permissions.

Tip:  Permissions can only be accessed by Firm Owners.

3.    Select a user from the left-hand Name column to access their permissions.  

4.    Under each column, tick the level of access for each section that the user should have.

Note:  You must untick the Billing App permission to restrict Hourly Rate, Time Entry and Billing widget permissions.

5.    Select Save & Close to apply your changes. 

Permissions in the triConvey Companion Site Web App

In the Web App, you can further customise permissions in regard to accessing accounts, and reporting information and ability to manually process payments and receipts.

For Invoice permissions, the access options are Full Access, Read Only and No Access: 

Full Access: Users retain full ability to: 

• Create, edit, finalise, and delete invoices 
• Apply, edit, and reverse payments 
• Manage payment plans 
• Use all bulk and quick actions 

Read Only: Users can view invoice information, but cannot create or modify invoices or payments. 

• On the Finalised invoice screen, Read Only users can Email, Download, View Payment Detail and view history. They can also view the Entries and Payments tabs. All other buttons are visible but disabled (not clickable). 
  
  
• On the Draft Invoice screen, Read Only users can only view the draft preview, close the invoice, or link the invoice to a matter. All other actions are disabled.
  
  
• On the Payment Details screen, the Delete and Reverse actions are removed.
  
  
• On the main Invoices screen, the Add Payment and Bulk Actions buttons are disabled. The Create Invoices and Trust to Office tabs are also disabled. On the Reminders tab, the Bulk Actions button is disabled.
  
  
• On Matter > Invoices, Create Invoice, Add Payment and Bulk Actions buttons are disabled. 
  
  
• On Matter > Time & Fees and Matter > Disbursements, Create Invoice is disabled.
  
  
• On Contact > Invoices, Create Invoice, Add Payment and Bulk Actions buttons are disabled.
  
  
• On Contact > Payment Plans, Add Payment, Edit Plan and Close Plan are disabled. Create New Plan is also disabled.
  
  
• The Payments option is not selectable under the Quick Add menu on the top-right corner of the triConvey Web App. 

No Access: Users cannot access invoices or related billing data, even if they see related tabs or links. 

The following areas show the tab/section, but users with No Access cannot select or open them: 

• Main Invoices screen 
  
  
• Matter > Invoices 
  
  
• Contact > Invoices 
  
  
• Accounts > Invoice Ledger 
  
  
• Accounts > Client Communications 
  
  
• Matter > Transactions > Invoice Ledger 
  
  
• Matter > Transactions > Client Communications 
  
  
• Contacts > Ledger > Invoice Ledger 
  
  
• Main Contacts screen > Payment Plans 
  
  
• Contacts > Payment Plans 
  
  
• Matter Overview 
  • Invoicing tile is removed 
    
    
  • Users will see the “surface” in some cases (e.g., tab labels) but will not be able to interact with them. 

The following areas will display a "You do not have permission to access this area" message if the user tries to navigate to any invoice-related page from: 

• Time & Fees (main page and via the matter) 
  
  
• Disbursements (main page and via the matter) 
  
  
• Descriptions and ledger lines that link to Trust Account, Operating Account and the Credit Memo Ledger 
  
  
• Split Billing invoices 

Other restrictions include: 

• Unbilled and Due columns are removed from the matter list. 
  
  
• Unbilled, Unpaid and Overdue amounts are hidden from the balance summary at the top of matters. 
  
  
• Unpaid and Overdue amounts are hidden from Contacts.

If Global Accounts is unchecked, the staff member will no longer have access to the Accounts section or financial summaries in the Invoices section of the Web App.

If Reports is unchecked, the staff member will no longer have access to the entire Reports section.

The Billing Settings permission enables or disables user from accessing Firm Settings on the triConvey Companion Site Web App, regardless of their permissions on the triConvey Desktop App.

The Clearance Override column allows you to designate certain non-Firm-Owner users to manually mark a pending invoice payment or trust receipt as processed, bypassing your firm's set Clearance Days. 

Tip:  Firm Owner designated staff members will have access to all Web App permissions.

Edit Permissions in the triConvey Companion Site Web App

To access Web App permissions: 

1.    Select the gear icon from the bottom left corner and click Firm Settings.

2.    Select Staff & Users on the left panel. 

Tip:  This section is only available to Firm Owners.

3.    Select Permissions.

4.    Check or uncheck the Global Accounts/Reports features for each staff member, depending on their access needs.

5.    Select Save.