Users

This section empowers you to efficiently manage user profiles and access within the system. It enables you to:

• View all users listed in the system.
• Search for specific users quickly.
• Edit user details and roles.
• Reset passwords to ensure security.
• Deactivate or activate users as needed.
• Add new users to your organization.
• Copy or reassign responsibilities and tasks between users.

User Overview

The default display on the Users page includes all users who currently have active status. It provides essential details such as:

• First and Last Name: Identifies the user.
• Username: The designated identifier for login.
• Role: Specifies the user's position and permissions.
• Status: Active or Deactivated.
• Last Active: The most recent date and time the user accessed the system.

To view deactivated users, change the status filter. Select “All” to see both active and deactivated users or “Deactivated” to view only those who are not active.

 

 

Sorting the User List

To rearrange the user list according to specific data, simply click on the desired column header you wish to sort by.

Quick User Search

To find a user rapidly:

• Use the Search field located at the top left of the user table.
• Enter the user's first name, last name, or username to retrieve their profile immediately.

 

 

Advanced Search with Boolean Operators

For more precise search capabilities, utilize the Boolean operator in the main search bar at the top right of the page:

1. Click into the Search field at the very top of the page.
2. From the dropdown menu that appears, select “users.”
3. Choose the parameter you wish to search by, such as “first Name.”
4. Enter the keyword, for instance, “John.” Your query in the search field should then look like: users first Name: John.

 

 

These enhanced search functions allow for quick navigation and management within the user database, ensuring efficient administrative operations.

For rapid user management, including deactivating a user, resetting passwords, or editing user details, simply click the three dots located on the far right of the user's row.

 

Adding New Users

To add a new user to the system:

1. Click on the green "+ Add New User" button.

 

 

2. This action opens the User Information page where you can enter the following details:

 

 

• Username: Typically the user's email address. For organizations integrated with Google or Microsoft authentication, this should be the associated account email.
• Password: Required only for local accounts. It must be at least 8 characters long including an uppercase letter, a lowercase letter, a number, and a non-alphanumeric character. For integrated authentication systems, this field is omitted.
• Email Login Information: Check this box if you want the system to email login details to the user.
• Email Address: Used for sending notifications and communications related to the application.
• First Name, Middle Name (optional), and Last Name.
• Initials: Unique initials used as a simplified identifier in the system.
• Billing Rate: The hourly rate charged to clients for this user's services.
• Position/Job Title: The user's official title or position within the organization.
• Classification: Used for categorizing time billing in reports. Options are customizable but typically include Lead Attorney, Other Attorney, Paralegal/Law Clerk, and Clerical Staff.
• Employee ID: A unique identifier such as a Social Security Number or any other unique number used by your organization.
• Bar Date: The date the user was admitted to the bar, applicable only to attorneys.
• Hire Date and Termination Date: The start and potential end of employment.
• Status: Active (has access) or Deactivated (no access).
• Role: The specific system role assigned to the user. Refer to the “Roles” section for more details.
• Manages and Reports To: Specifies any supervisory or reporting relationships.

Copying or Reassigning User Assignments

This functionality allows for the copying or bulk reassigning of matters and events between users, facilitating smooth transitions and ensuring continuity of work.

Step 1: Navigate to the Users tab and select "Copy or reassign user," located above the "+Add New User" button.

 

 

Step 2: Choose the original user (from user) and the target user (to user), and set the effective date for transferring responsibilities.

 

 

Step 3: Click on "View Matters List" to display all matters currently assigned to the original user.

 

 

Step 4: To copy all matters and associated events:

• Click the "COPY ALL MATTERS AND ALL EVENTS" button.
• Confirm your intention to transfer all assignments from the original user to the target user by selecting "Yes."

 

 

Step 5: For selective copying:

• Click "click HERE to select Matters and Events to copy."
• Manually select specific matters and associated events you want to copy by checking the boxes next to each item.
• Click the "COPY SELECTED MATTERS" button to proceed.

 

Step 6: Once matters and events are selected:

 

You will receive a confirmation that the selected items have been copied.

Step 7: Decide whether to remove the original user from the copied matters and events:

• Choose "Yes, remove user" to remove the original user from all copied assignments.
• Select "No, do not remove user" if you wish the original user to remain assigned alongside the new user.

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You will see a final confirmation detailing the completed actions.

 

 

Step 8: As an option, you can refine the details by selecting specific events to copy within the copied matters, if needed.

 

 

By following these steps, you can effectively manage user transitions within your organization, ensuring no disruption to ongoing matters and events.