Users - Customizing the Processes, Forms, and Profile

Older installations of LegalServer came with a set of static, built-in forms and processes to add and edit users. This page covers creating a set of dynamic processes, forms, and a profile to provide greater control over the User module.

Most sites are already using dynamic forms and processes, but may find the configuration options on this page helpful. Go to Admin > Processes, Forms, and Profiles, and change the Module to User to see if your site has dynamic forms and processes setup.

Site administrators can convert to dynamic processes, forms, and a profile following the instructions on this page. Alternatively, LegalServer staff can do this for $600.00 on either a demo or live site (or $1,200.00 for both). If desired, file a support request from your site (Help menu > Support Request).

Related: For an overview of user accounts, see User Account Administration. For general information on editing forms and processes, see Process Management - Editing Forms and Links.

In this Article:

• Notes and Issues
• Create a User Profile
• Create User Create/Edit Forms
• Create a New User Create Process
• Enable the Dynamic User Creation Process
• Create Auxiliary Processes to Allow Editing User Information
• Add Actions Menu Links on the User Profile

Notes and Issues

• The only way to upload documents to a user record is by adding a note and uploading on that form.
• There is currently no block to display documents on user profiles.
• Dynamic user processes/profiles do not apply retroactively to older records created with the static user create process.
  • After you create the new dynamic user process and profile, any new users created using the dynamic process will be displayed using the dynamic profile. However, because records "remember" the process that created them, users created before the implementation of the dynamic process will still be displayed using the static user profile.
  • Get you older records updated to use your shiny dynamic profile and processes by emailing support@legalserver.org. Usually can be done the same day.
• Multiple user creation processes/profiles are not recommended.
  • It is possible to have multiple dynamic user creation processes and profiles in LegalServer, for example one for staff and one for pro bono users, but we do not recommend it.
  • The "Make this contact a user" link in contact profiles can only be connected to one user creation process. You can't, therefore, make contact Jane a staff user, but contact Bob a pro bono user with this link. You would either have to use the static process to create new users from existing contacts, or you would always have to create the same kind of user (i.e., the same dynamic process would be used every time).
  • An alternative to using multiple user creation processes/profiles is to use the profile views feature. For information, see Profile Views.

Create a User Profile

Go to Admin > Processes, Forms, and Profiles. change the Module dropdown to "User", then Actions menu > New User Profile.

• The Name and Description section contains fields for naming the profile and a brief description that will appear in the list of profiles.
• Generally, you will not use a Continue button on a user profile, so you can leave the Continue Button Text field blank.
• The Profile Elements section contains spaces for enabled elements and disabled elements.
• The Side/Action Elements section of the setup screen gives you the ability to control the links in the Side Bar, Actions, and Views menu.
• When you are finished setting up your profile, click the Continue button in the lower right corner to save it and return to the list of profiles.

Create User Create/Edit Forms

You can use as many forms as you need in your user creation process. It is common for user create processes to use multiple forms that collect different kinds of information about new users, but you can configure your forms in any way that suits your organization's needs.

To create a new user creation form, click on the New User Create Form link in the Actions menu on the Processes, Forms, and Profiles page (ensure the Module selected is "Users".

A typical user create process contains 4 forms:

The first form collects basic system information:

The second form collects contact information:

The third form asks for organization affiliation information (if any):

The final form sets a password (or allows skipping this):

Create a New User Create Process

Actions menu > New User Create Process

Give your new user creation process a name that will be easily recognizable and easy to search for in the process list. TIP: The name you use will be used as the text for the link to this process, so it should indicate an action.

Beneath that are fields to toggle whether the user creation process is complete and active. Your user creation process will not be visible to users until it is marked as active.

Process Description field allows you to add a description that will appear in the list of processes.

Below the Attributes fields at the top of the page are spaces for enabled forms and disabled forms.

Enabled forms will appear in the order of the forms in the enabled section is the order that they will appear during the user creation process.

At the bottom of the page there is a dropdown for selecting which profile users are taken to upon completing the user creation process.

After you've created the new process, you can edit it to set permissions for each user role. The example shows the default settings, but you can customize them depending on your organization's needs.

Enable the Dynamic User Creation Process

LegalServer has a default static user creation process, so you need to tell the system to use your dynamic user creation process instead.

Go to the Admin > Process Settings page, scroll down to the User Settings section, and select the dynamic user creation process in the dropdown.

Create Auxiliary Processes to Allow Editing User Information

Once you've created a dynamic user creation process and profile, you will also want users to be able to edit the information in the user profile.

At a minimum, you typically want an auxiliary process for each of the forms you built to create a new user.

Add Actions Menu Links on the User Profile

• Now that you've created your auxiliary processes, you can setup the Actions menu on the dynamic user profile. Start by opening the dynamic user profile for editing.
• Scroll down to the Side/Action Elements section of the form and click Add in the lower right corner of that section.