Introduction
This article is designed to help account owners and admins set up fynk quickly and efficiently. It provides all the essential information about users, roles, and access rights to ensure a smooth start.
User Scope
Determining which users should be invited to fynk - and assigning them the right roles - is crucial for estimating the required number of licenses and setting up the right access structures.
Since you can also grant access to individual documents for external (unlicensed) users, consider the following questions before assigning a license:
Does the user need access to multiple documents?
Will the user need to upload or create documents?
Does the user frequently sign documents?
Does the user need to create or manage templates?
If you answer “yes” to any of these questions, it’s likely that the user should be given a license in fynk.
Hint💡: User licenses are only counted for active users. You can invite a user at any time and remove them later if needed. The user’s account will remain in the system, but they won’t be able to log in or receive notifications until they’re invited again.
If a user doesn’t need to create or upload documents but only needs to collaborate on or sign a few specific documents from time to time, this can be easily managed by granting them external access to those documents.
As an external user you can sign, collaborate, discuss and get notified for single documents without extending a user license.
User Roles
Once you've identified which users you want to invite to fynk, the next step is assigning the right role to each of them. There are several roles available, each with different levels of access - these are explained in detail in this article.
To help you decide which role is appropriate for each user, consider the following questions, working from the most basic needs to the most advanced:
Basic Document Handling
Does the user need to edit metadata on multiple documents?
Does the user need to upload documents?
→ If yes, the user needs at least the Manager role.
→ If not, the Limited Manager role is sufficient.
Advanced Document Management
Does the user need to manage templates?
Do they need to perform bulk document imports?
Should they be able to edit not just dynamic fields, but also the document content?
→ If yes to any of these, the user should be assigned at least the Editor role.
Account-Level Administration
Does the user need access to account settings (e.g., managing users, teams, tags, metadata, integrations, etc.)?
Do they need permission to delete documents?
→ If yes to either, the user should have at least the Admin role.
Full Access
Does the user need unrestricted access to all documents in the account at all times?
→ If so, assign them the Owner role.
Teams & Document Access
Now that you’ve defined which users to invite and what roles they’ll have, it’s time to consider the broader access structure within fynk - this is where teams come into play.
Users, documents, templates and imports can each be assigned to one or more teams. If a user is part of a team that’s assigned to a document or template, they’ll automatically have access to it.
Teams are therefore the most efficient way to grant document access to groups of users at scale.
How to Structure Teams in fynk
Teams should reflect the access control structure you want to implement. They allow you to group users based on shared access needs, making document permissions easy to manage at scale.
Examples of Effective Team Structures:
By Department
If you want certain documents to be accessible only to specific departments (e.g. HR, Legal, Sales), it makes sense to create a team for each department.By Location
If each of your retail locations should only access documents relevant to them, you can create a team for each location.Granular Access for Leads
To fine-tune access even further, you could create additional teams for department or location leads. That way, sensitive documents can be assigned to the lead team only, while general documents go to the broader team.
Other ways to gain document access in fynk:
Teams: Teams allow you to assign document access in bulk. Every member of a team will automatically have access to all documents assigned to that team.
Individual Users: You can invite specific internal or external users to collaborate on individual documents as needed.
Owner Role: Users with the Owner role automatically have access to all documents within the account.
Signatories & Checkpoint Approvers: These users are automatically granted access to any documents they’re required to sign or approve.
Document Creators: A user always has access to any document they’ve uploaded or created themselves.