Corporate Office Security Operation

Use Security within SmartOffice to control access to data and advanced system functions. Safeguard yourself and your data from unwanted manipulation!

SmartOffice security at the Corporate Office level is accomplished through the Office Setup, Enterprise, and Admin roles. An Office Setup user can create business data to be shared with the entire office hierarchy. The Enterprise user can view and change data of any office in the office hierarchy. The Admin user can update the office hierarchy structure and can view the Usage Console for any office in the office hierarchy.

1. Office Setup Role)

At the Corporate Office level, the Office Setup role is used to set up business data to be shared with the entire office hierarchy. In contrast, the Office Setup role of an Individual Office can set up business data for that office but cannot share with offices under that office.

Information that can be shared with the entire office hierarchy: 1. Form Letters, Labels 2. Filters 3. Dynamic Reports 4. Column Descriptions 5. Data Import Setup 6. Call Scripts 7. Insurance Carriers and Products 8. Investment Securities

1. Enterprise Role

• Changing Enterprise Visibility) At the Corporate Office level, the Enterprise user can view data for any office in the hierarchy. The Enterprise role is used to specify data visibility options.

To specify Enterprise Visibility:

1. From the side menu, click Office Setup and select Enterprise View to open the Change Enterprise Visibility window. 2. Select the View Data from the Current Office Only option to display contact information within your office only. Note: This view is based on office security settings. If the Enable Security within Office option in selected within the Office Settings, contact records are shown based on data entitlement through proxy and assignment. Otherwise, the user will be able to display all contact records within the office, including those records that are not assigned to you.

1. Select the View Data from Offices within Hierarchy option to view information within your office and all child offices. The only exceptions are contact records designated as private. Note: This option bypasses the office security settings (data entitlement through proxy/assignment) of your office as well as all child offices. You will be able to view all contact data in the hierarchy regardless of office-level security settings.

1. Select the View Data from Selected Offices within your Hierarchy option to display data from specific offices within the hierarchy. Note: If you choose to display data from your own office only, you will see the contact data based on the office security settings.

1. Click the OK button. - Modifying, Deleting, and Adding Contact Data for Child Offices) An Enterprise user can add, modify, and delete contact data for a child office.

To modify, or delete child office data:

1. From the side menu, click Office Setup and then select Enterprise View. 2. Select either option 2 or 3\. 3. Click Search Contacts and then click the Search button. 4. Child Offices appear in blue on the Contact List. Select a contact record and click the Modify or Delete button. 5. Make the necessary changes and click the Save button. To add a contact for a child office:

1. From the side menu, click Office Setup and then select Enterprise View. 2. Select either option 2 or 3\. 3. Click Search Contacts and then click the Search button. 4. Child Offices appear in blue on the Contact List. Open an existing contact record for the appropriate child office. 5. Click the New button and enter the contact information. 6. Click the Save button to assign the record to the child office.
2. Admin Role)

At the Corporate Level, the Admin user can see where each office is structured in relation to the rest of the hierarchy and view the Usage Console for all offices within that structure. This user can update the hierarchy with new offices or modify the existing structure.

To view the Usage Console for the Office Hierarchy:

1. From the side menu, click Office Setup and select Usage Console to open the Usage Console Search dialog box. 2. Click the Search button to open the Office and User List. Note: The Usage Console has two levels: Office Level and User Level. At the Office level, the Usage Console provides information for the entire office. At the User Level, the Usage Console provides information for that particular user.

1. To view information at the Office Level, click the User List, Record Count, and Access Log tabs. 4. To view information at the User Level, click the User List tab and select a user. 5. Click the Record Count and Access Log tabs for information specific to that user.