Planit:Workgroups and Assistants
From Planipedia
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Workgroups
What are they?
Workgroups are user managed virtual groups within Planit that can essentially connect client files across many advisors together to be shared. The purpose is to allow client selection the same way the secondary advisor feature would work, but with an unlimited number of users.
Use cases would be to allow assistants to have their own login and the ability to work on their bosses clients. The key point here is that the workgroups are user managed.
Create Your Workgroup
Management of workgroups happen on the "Change Your Profile" page on the home screen under the Administration section.
On the left you can see workgroups that you created and on the right you can see workgroups that you did not create and are a part of.
To create your very own Workgroup and begin adding users to your group, please follow these simple steps:
1. Go to the "Change Your Profile" page which is found under the "Administration" section.
2. Locate the "Workgroups" section, click the "Add" button
3. A description box appears that allows you to type in a description for the group.
4. Once you have given your new workgroup a description you can click on the Create button. This will refresh your screen and you will now see your workgroup created. Now that the group is created, you now have more management options:
Members - The "Members" link will bring you to a listing of all the current members of the group. To the left of the workgroup name you can also see the number of members in brackets of the workgroup.
Invite - The "Invite" link is how you invite users to join your workgroup. Edit - The "Edit" link allows you to enter the description of your group. Delete - The "Delete" link allows you to delete the group. Default Workgroup - If you are a member or own more than 1 workgroup, you can select the default workgroup that is assigned when creating clients. Note that this value can be (and will default to) none meaning that new clients will NOT be assigned to a workgroup automatically and you would have to assign them or not.
Inviting to the Workgroup
5. Clicking the Invite link will open a popup that allows you to enter the Planit user ID of the user to add to the group. Enter the value and click the “Invite” button. The user who owns the ID that you entered will have a notice on their Change Your Profile page showing them they have been invited to the workgroup.
Accepting Invites to a Workgroup
6. The user (after being invited to a workgroup) can visit their "Change Your Profile" page to see any invites they may have to any workgroups.
On the right you can see the invite to the workgroup and the ability to either "Ignore" or "Join". If the user chooses the "Ignore", this will delete their invite to the workgroup and clear the message from the screen. If the user chooses to "Join", they will then become part of the workgroup.
PLEASE NOTE: This does not automatically share any of your clients, clients must be assigned to a workgroup.
Assistants
There is a new user type called “Assistants” that can be created. Assistants are just like regular users of the product and access and usage is still defined by the Level of the user. However there are restrictions on these user types:
The restrictions on these user types are:
- Unable to be the primary or secondary advisor on ANY client
- Must be part of a workgroup in order to add a client
When logged in, by default if the assistant is not part of a workgroup, there is no way to add a client.
Creating Clients As Assistant
When logged in as an assistant, and adding a client when you are only part of 1 workgroup, the primary advisor will be automatically set to the owner of that workgroup and cannot be changed by the assistant.
When an assistant is part of more than 1 workgroup, when adding a client they will need to select the workgroup and that selection will drive the primary advisor that is set for this new client.
Searching Clients
Once you are part of a workgroup, the client search screen allows you to narrow searches to those workgroups or use All to search on all workgroups and your own clients.
Changing Clients Workgroups
You can change the workgroup selection for any existing client by visiting the Administration tab on the Personal Information screen.
