How FileEazy fits together
A picture of FileEazy's building blocks and how they link, and how branches, departments, roles and record scopes decide who sees which records.
FileEazy is made of a few building blocks: the people who use it, the information they work with, and what they do with that information. This guide shows how the blocks connect, and how your organisation's branches, departments and roles decide who sees which records.
The building blocks
The blocks sit in four layers:
- Who: users, the roles that set what each person may do, and the branches and departments they belong to.
- What: apps, the lists inside them, the records in each list, and the File Manager, which holds your folders and documents.
- Do: automating routine work with rules, sending requests for approval and documents for signature, searching and filtering, and labelling with tags.
- Behind it all: the audits and notifications that record every change and tell people when something needs them, and Settings: company details, sign-in and security, mail, email templates, storage and languages.
Select a block below to see what it is, where to find it and what it connects to. Or choose a journey to see the steps from one block to the next.
How the blocks connect
| From | To | How they connect |
|---|---|---|
| Roles | Users | Every user has exactly one role. |
| Users | Branches and departments | A user can belong to several branches and departments, with one of each as their default. |
| Apps | Lists | An app groups the lists one team needs. A list can be used in more than one app. |
| Lists | Records | Each list holds records. A dropdown can take its options from another list, and a record can open the records it links to. |
| Records | File Manager | Documents added to a record's File field are stored in the File Manager. |
| E-signature | File Manager | You send a file for signature from its menu, and the signed copy is kept with it. |
| Rules | Lists | A rule watches a list and acts when a record is added, changed or deleted, or on a schedule. |
| Approvals | Records and people | An approval workflow takes a request through each approver's stage, and each approver acts on it in Assigned To Me. |
| Search and filters | Records and files | The same search and filters work on every list and in the File Manager. |
| Tags | Files and lists | A tag groups items wherever they are filed. |
Who sees what
Three things decide which records someone can see in a list:
- Their branch: where they work, such as London or Mumbai.
- Their department: the team they belong to, such as Finance or HR.
- The list's record scope: how much of the list each person may see.
Their role then decides what they can do with those records: view, add, edit, delete or export them.
Think of branches and departments as a grid rather than a tree. A department such as Finance can exist in every branch, so each box in the grid is one team in one place.
Choose an example, or pick a person and a record scope, to see which records they can see.
Record scopes
You set the record scope in a list's Data Permission, when you create or edit the list. See Create a list.
| Record scope | What people see |
|---|---|
| All Records | Every record in the list, from every branch and department. |
| My Branch | Records from their own branch, in every department. |
| My Department | Records from their own department, in every branch. |
| My Branch & Department | Only records from their own department in their own branch. |
| Created by Me | Only the records they added themselves. |
Roles
Every role has a level. Nobody can create a role above their own level.
| Level | Role | What it means |
|---|---|---|
| 1 | Super Admin | Full access to everything, in every branch. Only a Super Admin can add or change branches. The user created when you sign up is a Super Admin. |
| 2 | Branch Admin | The Super Admin of their own branch: its users, records and files, and nothing outside it. |
| 3 | Manager | Runs a team. Tick a manager as Department Admin and they can follow their team's signature requests. |
| 4 | User | Everyday work, within the lists and folders they are given. |
To make someone a Branch Admin, tick Branch Admin for them on the branch's Users tab, or on the Branches tab of their user record. See Branches and departments.
When several rules apply
A list can have permissions for a particular person, for a role, for a department and for everyone. When more than one applies, the most specific one wins:
This person › their role › their department › everyone
So if a list lets everyone see all records, but gives the Sales role My Branch only, a salesperson sees only their own branch.