Understanding the Client Assignment Process in Canopy
In Canopy, the client assignment process is integral to managing notifications, task visibility, and user access to client information. Below is a breakdown of how assignments impact these functionalities and steps to verify assignments.
By understanding and correctly managing client assignment processes, teams can optimize workflow, ensure access to essential information, and reduce potential oversights.
For instance, client assignments influence notifications such as file uploads, task updates, and profile changes. Only team members directly assigned to a client will receive specific updates, ensuring that information remains targeted and relevant.
Properly assigning team members is critical as it determines their ability to receive notifications related to file uploads, access relevant client information, and view tasks they are directly assigned to.
Note that organizational admins retain full access to all clients, even if specific restrictions are applied at the team or user level. Configuring permissions effectively helps maintain control while adhering to organizational policies.
Assignments also play a critical role in determining notification delivery. For example, notifications for file uploads are sent only to those team members explicitly assigned to the client profile.
You can assign team members to individual clients or to multiple clients. For more information, learn how to Assign Team Members and Teams to Multiple Clients.
Assign Team Members to a Client
1. Start by clicking on a contact in the Client List.
2. Click on the Manage Assignments icon in the top-right corner of the Client Record.
3. In the pop-up window, select the users or teams you want to assign to the client.
Use the Search bar to Search for a team member or team.
Note: This area helps you see who's in charge of a specific client's information in your firm. It also shows the roles and general users/teams for that client. You can easily assign teams and team members to the client without opening a separate window. This makes it simpler to organize and manage client relationships. Plus, you can create new roles right from this area.
4. Click Save to continue.
If you need to Create a New Team Member, refer to the Invite New Team Members to Canopy article.
Canopy sends a notification to the team members selected to let them know they have been assigned to the client.
Remove Team Members From a Client
Removing a team member from a client will not remove the team member from Canopy. The team member will still have access to Canopy but they will not have access to this specific client’s profile. Start this process by clicking on a Contact from the Client List.
1. Click on the Manage Assignments icon in the top right corner of the client record.
In the pop-up window, team members assigned to the client will be in green.
2. Click on the X for the team member you want to remove from the client.
Once clicked, it will disappear and can be added again, if needed, by clicking the search field.
3. Click Save to confirm your changes.
Bulk Assign Clients to Team Members
Clients can be assigned to team members and teams in bulk in the Canopy settings.
1. Click your profile picture/initials and select Settings from the pop-out menu.
2. Select Team Organization from the navigation column.
3. Click View & Manage in the Clients Assigned column for the user you want to assign or unassign clients.
4. Click Assign to clients to search for a specific client to assign.
Click on each client you want to assign.
Input a search for a specific contact, as needed.
Click Done when finished.
5. Alternatively, select a quick assign option from the Options menu.
Copy clients from: This option copies clients from a selected team member and shares access with the current team member.
Reassign clients from: This option reassigns clients from a selected team member and transfers access to the current team member.
Assign all clients: This option gives the current team member access to all clients.
Remove all clients: This option removes the current team member's access to all clients.
6. Confirm your changes by clicking Save.
Assign Teams to a Client
1. From the Team Organization settings, click the Teams tab.
2. Select the three stacked dots for the applicable team and click Assign to Client.
3. Click Assign to clients to search for a specific client to assign.
Click on each client you want to assign.
Input a search for a specific contact, as needed.
Click Done when finished.
4. Alternatively, select a quick assign option from the Options menu.
Copy clients from: This option copies clients from a selected team and shares access with the current team.
Reassign clients from: This option reassigns clients from a selected team and transfers access to the current team.
Assign all clients: This option gives the current team access to all clients.
Remove all clients: This option removes the current team's access to all clients.
5. Confirm your changes by clicking Save.
Remove Teams From a Client
Removing a team from a client will not remove the team from Canopy. The team will still have access to Canopy but they will not have access to this specific client’s profile. Start this process by clicking on a Contact from the Client List.
1. Click on the Manage Assignments icon in the top right corner of the client record.
In the pop-up window, team members and teams assigned to the client will be in green.
2. Click on the X for the team you want to remove from the client.
Once clicked, it will disappear and can be added again, if needed, by clicking the search field.
3. Click Save to confirm your changes.
Bulk Assign Clients to Teams
Clients can be assigned to teams in bulk in the Canopy settings.
1. Click your profile picture/initials and select Settings from the pop-out menu.
2. Select Team Organization from the navigation column.
3. Click the Teams tab and click the three stacked dots for the team you want to assign or unassign clients.
4. Click Assign to client.
5. Select the Assign to clients search box.
Click on each client you want to assign.
Input a search for a specific contact, as needed.
Click Done when finished.
6. Alternatively, select a quick assign option from the Options menu.
Copy clients from: This option copies clients from a selected team member and shares access with the current team member.
Reassign clients from: This option reassigns clients from a selected team member and transfers access to the current team member.
Assign all clients: This option gives the current team member access to all clients.
Remove all clients: This option removes the current team member's access to all clients.
7. Confirm your changes by clicking Save.
Verifying Client Assignments
To verify assignments and notification eligibility:
Steps to Verify
Navigate to the 'Team Members & Teams' section in the Settings.
Look under 'View & Manage' to verify your assigned contacts. Contacts with a green checkmark indicate notification eligibility.
Alternatively, open the profile of a contact and check if your initials appear in the assigned area at the top right-hand corner.
Users can check their assignment status within Canopy by visiting the client's page. On this page, a list of assigned users is displayed in the top-right corner. If your name appears on this list, you are successfully assigned to that client. Verifying assignment ensures you have proper access to notifications and relevant client files.