michelle.butler.0's avatar
michelle.butler.0
Valued Supporter
2 months ago

Heya courtney.youngblutt​ 😊 I am still keen to explore best practice for managing user groups in Xplan. For practices that outsource administration and paraplanning, and need to grant third-party access to their Xplan site—what key considerations should be kept in mind when adding or removing clients from user groups to ensure appropriate access and data security? Would love to hear your thoughts on this if I can. Thank you in advance 🙏

  • courtney.youngblutt's avatar
    courtney.youngblutt
    Icon for Xplan Expert rankXplan Expert
    2 months ago

    Hey Michelle! 👋

    Awesome questions! Thank you.

    User Groups are key. Setting up a separate user group that advisers can add their clients to when they want a virtual administrator or paraplanner to work on them works well. If the virtual assistant is working for multiple businesses on a managed or licensee site, it can become a bit trickier - but essentially, you need a separate user group for each business that you work for.

    Access Levels definitely. Make sure a user's capabilities only allow them access to exactly what they need and no more (as to what they can view, create, or amend).

    bridget.lowe​ ’s tip about exploring how Xplan assists with security measures such as IP whitelisting for geolocation.

    Login profiles limited by IP addresses: Under System Settings > Login setting > Login profiles, if you select to add a new profile you can then use specific IP addresses or IP ranges to restrict access to enhance security.

     

     

    Logins restricted to times of the day: Under a Users Access settings you can also restrict access by time of day… This article tells you more: Override Time Restrictions for Individual Users .

    💡Here are a couple more tips:

    • If you do allow access for third party users to your clients’ file note information, keep in mind that they will be able to see everything, not just the most recently uploaded attachments or file notes. 
    • Don't forget to remove access when the third-party user no longer needs to view them. 
    • With the new IressID it is possible to have multiple people able to log in under a single Xplan user account. Useful if you have a virtual team that needs access at different times. See ‘Shared Access’ for more information. 

     

    Hopefully that's some food for thought for you!! 🙂

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