Home‎ > ‎Site Admins‎ > ‎

User Account Administration

User accounts are created for anyone who needs to login to LegalServer, and also for a person like a pro bono advocate, who may not login, but needs to be assigned to cases or have time recorded in their name.


Resetting a Password

Find the user's record, then Actions menu "Change Password". You can't see user passwords, only reset them.

Finding a User Record

User does not appear on the main User page (top level tab or Admin > Users)?
  • Remove filters to see more users

  • Use the search box in the filter bar -- user's last name is usually the best search text

  • Use the red Search menu, Contacts option. All users have a contact record. If you find someone this way, the name link will display the contact record. Use the Actions menu to view their user profile, then Actions menu Change Password.

Important Fields for User Accounts

User accounts are created and edited on the Admin > Users page.

Users are assigned to an Office and a Program (sometimes called Project or Unit), and are given an Advocate Type and a User Role. These fields, together with the permissions you grant various User Roles, determine what a user can see and do in LegalServer.

Office and Program

Office and Program can be used to organize users, help with grant and reporting needs, and to restrict access to cases.

Office is generally used to reflect the physical office where someone works, but can represent any grouping of users an organization wants it to. It might make sense, for example, to have more than one Office in LegalServer for a large physical office.

Program is generally used to reflect the functional unit a person works in. Programs often transcend physical offices. For example, an advocate may work in the Downtown Office in the Housing Unit. Another advocate is also assigned to the Housing Unit, but works in the Suburban Office. This allows an organization to, among other things, report on all Housing Unit cases across all offices.

Office and Program can also be used to restrict access to cases by using the Restricted Offices/Programs feature.

Advocate Type

Legal Server is configured with two default advocate types: Staff and Pro Bono Advocate. You can add additional advocate types through Admin > Lookups > Advocate Type.

Advocate Type determines which users appear in certain lists and report filters. For example, when assigning a primary advocate to a case, Pro Bono Advocate users will not appear in the list of users. When adding a pro bono assignment to a case, the only users that will appear by default are those with the type Pro Bono Advocate.

Most report filters based on user accounts have a checkbox for each advocate type, allowing the list of users displayed to be limited or expanded.

Additional advocate types a site administrator creates will function like the Staff type.

Note: The advocate type previously also determined whether a user could see the top level navigation tabs. This is now controlled per User Role.

Note: If a site allows selecting multiple Advocate/User Types (not recommended), selecting Pro Bono Advocate and any other type does not allow that user to appear in both 'staff' and 'pro bono' lists. The user will be treated as a pro bono user.

User Role

This feature allows you to give groups of users different permissions.

The roles for a site are on the Admin > User Roles (Permissions) page. Administrators can add new roles through Admin > Lookups > User Roles.

Clicking on a role displays a list of permissions. Check or uncheck the box next to each role to grant or deny that permission. See User Roles and Permissions for more information.

The page for each role also displays a list of all top level tabs. Check or uncheck the box next to each tab to show or hide it from users assigned that role. The selections made here can be overridden by the settings on the Admin > Top Level Navigation Bar. If a tab is not enabled on that page, it will not appear even if selected for a particular role.

Every site has an Administrator role that will usually be granted all permissions, a User role that will be given permissions such as "Add Client Time", but not "Edit System Settings", a Volunteer role with no permissions (except possibly Login), and a Pro Bono Restricted Access role with no permissions (except possibly Login).

Other common roles are Pro Bono Coordinator with the "Users: Add/Edit" permission to allow adding pro bono advocates as users, and Report Manager with the "Report Management" permission to allow editing reports.

Login Active and Current Fields

Each user account can be allowed or denied the ability to login to a site by setting the Login Active field.

The Current field determines whether a user shows up in various dropdown lists, such as when making case assignments, and in report filters.

These fields are independent. It is not uncommon, for example, for pro bono users to be Current, so they can be assigned to cases, but have Login Active set to No so they cannot login to the site.

Regarding reports, a user with Current set to No will not appear in report filters based on users, but this does not prevent the user's name from appearing in data in reports.

Related: There is a Login permission in each User Role, that must be enabled if a user assigned to that role should be able to login.

Contact Active

Each user account automatically has a corresponding contact record. This field primarily controls whether the user will show up in search results in Recipients boxes when emailing notes. This field can also be set on the user's contact record.

Adding a New User

Add a new user account by going to Admin > Users, then clicking on Create New User (the link name can vary).

LegalServer has a default process to add new user accounts, however the User module is dynamic, meaning site administrators can customize the process.

The default process to create a user account includes the following steps:

  • System Information: Includes the login name, office, program, advocate type, and user/system role, and other optional fields.
  • Contact Information: Includes the person's full name and email address, and other optional fields. A Contact record is automatically created for each new user account.
  • Extra Information: For staff and probono advocates, you can specify the subjects the person handles, counties they work in, and languages spoken. This information is used when recommending a probono or staff person for a case.
  • Setup User Password: You must create an initial password for each user account. You also have the option to require the person to change their password upon first login.
  • Organization Affiliation: If the organization or law firm the person works for has been defined in the Organizations part of LegalServer, you can associate the person with that organization here.
  • User Profile: summary profile of the user.
  

Editing Multiple Users Simultaneously

LegalServer provides the ability to update several user accounts at once. This link will appear in the taskbar (or Actions menu) of the Admin > Users page if a user's role has the related permission enabled in Admin/User Roles. 

The page provides a list of users and the ability to filter on several fields to refine the list of users to change. Each user account has a checkbox to provide further flexibility in selecting which accounts to change.

The value of one or more of the listed fields can be changed for each account selected. Note the warning that will appear above the list of fields: Changes made cannot be undone. To cancel and not make any changes, just navigate to another page without clicking the Continue button.

Graphic:UserAccounts1


Mass Assignment Update

Related to maintaining user accounts, the Mass Assignment Update feature is helpful, for example to move cases from a departing user to another user.

Mass Calendar Update

Like the assignment update feature, the Mass Calendar Update feature is particularly helpful when a user leaves.

Common Questions/Scenarios

Can a user be assigned to more than one office?
No. But an advocate can be assigned to cases in other than his or her user office.

Jane has moved from the NY office to the NJ office. If I change her office to NJ will all of her NY cases be changed to NJ?
No. Changing a user's office does not change the assigned office on existing cases. A user's office is just the default on the assignment pages. This will affect reports that filter on the user's office. Jane may think her cases have disappeared if she runs a report filtered on Office = NJ office. None of the NY office cases will show up.

I was spelunking through the user list and noticed there are some users like 'anonymous', 'Cron User', 'Import User', etc. What are those? And can I rename them and use them for other things?
Those are system users used for various internal database maintenance tasks. No, you can't rename them or otherwise change them.