Granting staff access to add clients in Doc.It

Overview

This article explains how to give selected staff members the ability to add new clients in Doc.It without granting them full access to Maintenance. Use this guidance when you want employees to be able to create client records through the Clients utility while restricting their access to all other Maintenance areas.

How client creation access works

In Doc.It, new clients can only be added through Maintenance > Clients. There is no separate area for creating clients. However, access to Maintenance can be scoped so that a specific security group can only use the Clients utility, while the rest of the Maintenance area remains hidden and inaccessible to that group.

  • Access is controlled through Security Groups and Functional Security in Maintenance.

  • Staff assigned to the group will have Maintenance available in the Doc.It Dashboard, but only the Clients utility will be usable.

  • The change takes effect the next time the affected staff member logs out and back in.

Step 1 — Create a Security Group for adding clients

  1. Open Doc.It Maintenance.

  2. Navigate to Security Groups.

  3. Add a new group and name it (for example, Add Clients).

  4. Add each staff member who should be able to create clients to the new group.

  5. Save the group.

Step 2 — Configure Functional Security for the group

  1. In Doc.It Maintenance, navigate to Functional Security.

  2. Select the Groups view near the bottom left of the window.

  3. If needed, select Edit near the bottom of the window to enable changes.

  4. Select the group you created (for example, Add Clients).

  5. In the main section of the checkbox list, place a checkmark next to Maintenance.

  6. In the maintenance section of the checkbox list, place a checkmark next to Clients.

  7. Save the changes.

Step 3 — Confirm the new access

After the security group and permissions are set, the affected staff members need to log out and log back in for the changes to take effect.

  1. Have each affected staff member log out of Doc.It.

  2. Have them log back in to Doc.It.

  3. On the Doc.It Dashboard, confirm Maintenance now appears on the left side.

  4. When Maintenance is opened, confirm only the Clients utility is visible and available for use.

Staff will now be able to add new clients through the Clients utility without accessing any other Maintenance areas.

Tips for managing this access

  • Use a clearly named security group (for example, Add Clients) so its purpose is easy to recognize during future audits or updates.

  • Add only staff who genuinely need to create clients to keep permissions on a least-privilege basis.

  • Review the group's membership periodically and remove users who no longer need the access.

  • If a staff member reports they cannot access the Clients utility after the change, verify they have logged out and back in.

  • Combine this permission approach with any other Doc.It access controls your firm uses (for example, Office-based client visibility) so client creation and client access remain aligned.

Key takeaways

  • New clients in Doc.It can only be added through Maintenance > Clients.

  • A dedicated Security Group with limited Functional Security permissions can allow staff to use only the Clients utility within Maintenance.

  • Create the group in Maintenance > Security Groups and configure it in Maintenance > Functional Security by enabling Maintenance and Clients for the group.

  • Affected staff must log out and log back in to Doc.It for the new access to take effect.

  • Staff in the group will have Maintenance available in the Doc.It Dashboard but will only be able to use the Clients utility.