Managing document security in ConnectWise
ConnectWise has allowed you to store documents within the application for quite some time — and starting with the 2011.3 release, you’re now able to control which documents are accessible from the Client Portal. Mostly.
Here’s what you need to know about managing document security within ConnectWise:
- There’s a security checkbox available on the document property window that allows you to select whether the document is visible or not from the client portal.
- The only documents that clients can actually access from the portal are those attached to either project or service tickets. Documents attached to companies, contacts, agreements, opportunities or configurations are not (yet?) accessible.
- There’s a global setting on the Owners tab of the My Company screen that allows you to set the default security setting for documents you add… but it doesn’t work. From the known issues list: This means that documents you and your staff have uploaded to ConnectWise since the release of 201are automatically public by default, regardless of the Document Security setting on the My Company screen.
- The global document security setting does not apply to emails that are processed and attached as EML files to project and service tickets by email connector.
Setting default document security
Even though the document security default setting doesn’t work today, it’s probably worth updating it so you’re ready to go when the fix is scheduled to be released next year as part of 2013.1.
- Navigate to Setup > My Company.
- Under Document Setup Options, check the Documents Security setting to make sure it’s set to what you’d like:
- Public: documents you upload are accessible in the client portal by default.
- Private: documents you upload are not accessible in the client portal by default.
Mass updating document visibility
Here are a few SQL scripts that can be used to mass update the security for documents stored within ConnectWise.
This script hides all documents from the client portal, including documents that aren’t currently available from the portal (i.e. documents attached to companies, contacts, agreements, opportunities or configurations).
UPDATE DM_Document
SET Public_Flag = 0
This next script hides a) all documents attached to project or service tickets without an .EML extension (e.g. PDFs, DOCXs, JPGS, etc.) and b) all documents that have been created by the “zAdmin” account (which is used by the email connector when processing incoming emails from and automated outbound emails to clients as well as by some RMMs tools like LabTech.)
UPDATE DM_Document
SET Public_Flag = 0
FROM DM_Document
LEFT OUTER JOIN Member
ON DM_Document.Member_RecID = Member.Member_RecID
LEFT OUTER JOIN DM_Relationship
ON DM_Document.DM_Document_RecID =
DM_Relationship.DM_Document_RecID
WHERE (DM_Document.DM_Type_RecID <> 89)
AND (DM_Relationship.SR_Service_RecID IS NOT NULL)
OR (Member.Member_ID = 'zAdmin')