Individual Office Security Setup

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

In order to take advantage of the powerful and flexible features of SmartOffice security, it is important to take time for careful planning and proper setup. This topic explains how an Admin user can setup SmartOffice security at the individual office level. The Admin user sets up the Office Settings, creates users, and creates proxies. Base users specify User Preferences.

Note: All Security features at the Individual Office level are available at the CorpOffice level and may need to be performed for this office. The CorpOffice is both a Corporate Office and an Individual Office.

1. Office Settings

• Detail content link)

1. From the side menu, click Setup and then select Office Settings to display the Detail content link. 2. Modify the office information as necessary. 3. To enable office-level security, select the Enable Security Within Office option. This option enables data entitlement to users and their proxies based on contact assignments. - Licenses content link)

1. From the side menu, click Setup and then select Office Settings to display the Detail content link. 2. Click the Licenses content link. This tab is used for viewing office license information only. This information can only be changed at the Corporate Office. - SmartPad Posting/Contact Data Options)

1. From the side menu, click Setup and then select Office Settings to display the Detail content link. 2. Click the SmartPad/New Contact/E-mail Posting content link. 3. Select the events to post to the contact SmartPad in the SmartPad Posting Options section. 4. In the New Contact Settings section, select the Check for Duplicate Contacts/Businesses option to display a warning if a user is attempting to add a contact/business that already exists in the office. 5. Select Assign New Contacts to the User that created them option to assign new contacts to the user who created that contact. If this option is not selected, when a new contact is created, the user will be prompted to assign the contact to users for whom he/she is a proxy.
2. Create User)

1. Login to the individual office as the Admin user (no password). 2. From the side menu, click Setup and select User Accounts. 3. When prompted, enter your password to open the Search Users dialog box. 4. Click the Search button to display the User List. 5. Select the New button to open the New User Addition dialog box. 6. Enter the user information and then click the OK button. 7. A randomly generated password is displayed. This password is also sent to the user by e-mail.
2. Create Proxies)

1. Login to the individual office as the Admin user (no password). 2. From the side menu, click Setup and select User Accounts. 3. When prompted, enter your password to open the Search Users dialog box. 4. With the user selected, click the Proxy: Whose Data This User Can See content link. 5. Select the New button from the expanded Options menu to open the Available Users dialog box. 6. Tag the records for proxy and then click the OK button to add the records to the proxy list. This window displays a list of users for whom the user is currently a proxy. Note: Creating a proxy for a Group creates a double-proxy to the group and the users.
2. User Preferences)

Each Base user can change his/her activity options and how policy and investment records are displayed.

1. From the side menu, click Setup and then select User Preferences. 2. When prompted, enter your password to display the User Preferences Basic Info content link. 3. Modify the User Preferences information and then click the Save button to save the changes.