How do I set up users in branches in Multi Office?

If you have the Multi Office function, each user can be assigned to a single or multiple number of branches, via Branch, Dept, Fee Earners or via Passwords. Both options achieve the same results and are listed below.

This article includes: 

• Allocate a user to a branch
• Allocate multiple users to a branch
• Add multiple users to multiple branches
• Add multiple users to a group of branches
• Multi office settings in User Defaults
• View records in other branches

Allocate a user to a branch

1. Click Defaults on the main toolbar
2. Click User Defaults from the dropdown menu
3. Click Branch, Dept, Fee Earners
4. Assign Branches, Departments, Fee Earners will display. Click the Multi Office tab
5. Click on Multi Office Settings
6. The Multi Office Settings will display showing each User, Branch, Branch Groups and Stationery on the side menu
   1. Click on the User name which you wish to add to a Branch
   2. Click on Add Branch/Group
   3. Select the Branch you wish to add and click OK
   4. To select multiple Branches, click on the first one, hold down Ctrl on your keyboard, and click each of the other users you want to add. Click OK
   5. The Branches you selected appear in the grid. You can now tick the appropriate users access
      1. In Default View - This branch will show as their Default View, they can still choose to view records from Branches
      2. Read Only - They can view records belonging to the Branch but cannot amend them
      3. Main Branch  - Each user must have a Main Branch selected

Allocate multiple users to a branch

1. Click Defaults on the main toolbar
2. Click User Defaults from the dropdown menu
3. Click Branch, Dept, Fee Earners
4. Assign Branches, Departments, Fee Earners will display. Click the Multi Office tab
5. Click on Multi Office Settings
6. The Multi Office Settings will display showing each User, Branch, Branch Groups and Stationery on the side menu
   1. Click on the Branch which you wish to add users  
   2. In the header Is Assigned to - This is where you can add and remove users. Click Add User, a list of users will display
   3. Select the User you wish to add and click OK
   4. To select multiple users, you can click on the first one, hold down Ctrl on your keyboard, and click each of the other users you want to add. Click OK
   5. The users you selected appear in the grid. You can now tick the appropriate users access

      1. In Default View - This branch will show as their Default View, they can still choose to view records from Branches

      2. Read Only - They can view records belonging to the Branch but cannot amend them

      3. Main Branch  - Each user must have a Main Branch selected

Add multiple users to multiple branches

1. Click Defaults on the main toolbar
2. Click User Defaults from the dropdown menu
3. Click Branch, Dept, Fee Earners
4. Assign Branches, Departments, Fee Earners will display. Click the Multi Office tab
5. Click on Multi Office Settings
6. The Multi Office Settings will display showing each User, Branch, Branch Groups and Stationery on the side menu
   1. Click on the Branch which you wish to add users
   2. The corresponding Branch details will display.
      Default Branch Pool - You can select multiple branches for the Pool of Branches to which the user has access
   3. Click Add Branch, a list of Branches will display
      1. Select the Branch you wish to add and click OK
      2. To select multiple Branches, you can click on the first one, hold down Ctrl on your keyboard, and click each of the other Branches you want to add. Click OK
      3. The Branch(es) you selected appear in the grid

All users listed in Is Assigned To, will have access to all Branches selected in Default Branch Pool.

Add multiple users to a group of branches

If you wish to create a group of branches and associate users to the group, this can be achieved by first creating a Branch Group.
For more information on How do I set up groups of branches in Multi Office, click here

1. Click Defaults on the main toolbar
2. Click User Defaults from the dropdown menu
3. Click Branch, Dept, Fee Earners
4. Assign Branches, Departments, Fee Earners will display. Click the Multi Office tab
5. Click on Multi Office Settings
6. The Multi Office Settings will display showing each User, Branch, Branch Groups and Stationery on the side menu
   1. Click on the Branch which you wish to add users  
   2. The corresponding Branch details will display.
      Is a Member of - If the Branch is to be part of a Group, then select the Branches which the user will be a member
   3. Click Add Group, a list of Groups you have created will display
      1. Select the Group you wish to add and click OK
      2. To select multiple Groups, you can click on the first one, hold down Ctrl on your keyboard, and click each of the other Groups you want to add. Click OK
      3. The Group(s) you selected appear in the grid

Multi office settings in User Defaults

The above Multi Office Settings can also be accessed via Passwords.

1. Click Defaults on the main toolbar
2. Click User Defaults on the dropdown menu
3. Click Passwords
4. Click Multi Office Settings
5. The Multi Office Settings will display showing each User, Branch, Branch Groups and Stationery on the side menu. Continue as above

View records in other branches

Even though a main branch is selected, a user can access another branch by changing the branch view on the main toolbar.

1. Click Branch Settings on the main toolbar 
2. A side panel will open listing all the branches which you are currently associated as a user. If you want to view a branch which you are not currently associated as a user, click Remove All
3. Then, click Add. Locate a Branch or Branch Group will display
4. Click on the branch you wish to view, or;
   1. To select multiple branches, select the first one, hold down Ctrl on your keyboard, and click each of the other branches you want to view
5. Click OK
6. Any records you search for will only be the Branches you selected 

Search for a record shows the selected Branches record only.