This article explains how user groups impact various areas within BestNotes, including user selection for appointments and document access restrictions.

Permissions Required

No specific BestNotes permissions are required.

Utilizing User Groups

Adding User Groups

A user group can be selected in the calendar, appointments, and within documents as signers.

Calendar

To utilize user groups in the calendar:

  1. Select "Calendar" in the left side menu.

  1. Select the calendar icon to update the view.

Calendar menu item selected

Calendar view update icon

  1. Select "Column" and the desired user group.

  1. You will see the calendar for each user, listed in the order specified when the user group was created, and in the time zone selected.

Column dropdown with user groups

Calendar view showing multiple users from a group

Appointments

When creating an appointment, in the "Attendees" tab, you can select a user group instead of selecting multiple users.

Attendees tab in appointment creation showing user group selection

Q-Log

When adding participants to a Q-Log, the user groups will be listed as options.

Q-Log participant selection showing user groups

Signers

When adding a signer to any kind of document, the user groups will be listed as options.

Signer selection showing user groups

Document Restrictions with User Groups

Restricting a document with User Groups will define the users that have access to a document. This will affect Templates, Group Notes, Data Forms, and uploaded documents.

Templates

When editing a template in the template builder, you can restrict the template to specific user groups.

Template builder showing user group restriction option

If the user is not in the assigned group, they will be able to create the template, but once the template has been saved they will not be able to view or edit the template on the client's chart.

Group Notes

When editing a group note in the "Admin" tab, you can restrict to user groups.

Group note admin tab showing user group restriction

If the user is not in the assigned group, they will not be able to create or view the group note at any time.

Data Forms

When editing a Data Form, you can restrict to User Groups.

Data Form editing showing user group restriction

If the user is not in the assigned group, they will not be able to add the Data Form to a client's chart, or be able to view that Data Form on the client's chart.

Documents

When uploading documents to the "Documents" tab, or the "Files" tab on a client's chart, you will have the ability to restrict to User Groups.

Document upload screen showing user group restriction

Files tab showing user group restriction

If the user is not in the assigned group, they will not be able to view the document.

Next Steps

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