User Counts, Roles, and Permissions

Overview

LegalServer uses Role Type Identifiers (RTIDs) to categorize user roles, manage permissions, and determine billing. This article explains how role types are assigned, what permissions each role type can access, and how changes to roles affect your user counts.

Role Types Explained

The system currently supports the following role types:

How Role Types Are Assigned

The system automatically assigns role types based on permissions using the following hierarchy (from highest to lowest priority):

1. Offline User
   • Full user who also has offline mode access
   • Assigned when the Offline module is enabled AND the role has the any Offline permissions
2. Full User
   • Assigned when the role inherits from the system standard role
   • OR possesses any "Full User" only permissions (such as Report Management, etc.)
3. Contractor
   • Assigned when the role inherits from the system contractor role
   • OR has the Contractor Invoice Create/Edit permission
4. Lite User
   • Assigned when the role is the system Pro Bono Restricted Access or Volunteer role
   • AND when none of the above conditions are met.

Permission Restrictions by Role Type

Each role type has specific permission limitations. For example, Lite Users cannot:

• Create or edit reports
• Access administrative functions
• Perform lookup additions
• Modify system settings

When you assign permissions to a role, the system will automatically update the role type accordingly. For instance, if you add the Report Management permission to a Lite User role, the system will automatically reclassify it as a Full User role.

Role Type Changes and Billing

The system periodically reviews user counts by role type for billing purposes. Important considerations:

• Adding users or permissions that elevate role types may impact your billing
• The system will automatically detect and adjust user counts when roles are upgraded
• If your user count decreases or role types change to lower tiers, please notify billing to have your user count subscription adjusted

Administrator Tools

In the Roles List view, administrators can see:

• The current role type for each role
• How many active users are assigned to each role

Automatic Role Type Management

The system ensures role types remain consistent through:

• Automatic updates during site updates to align with the latest logic
• Real-time role type adjustments when permissions change
• Prevention of permission combinations that would violate role type restrictions

Full User Only Permissions

• Add/Edit Grant Filters
• Add Lookups
• Contains “Administer”
  • Administer Bar Code Scanning
  • Administer Calendar Colors
  • Administer Clinic Settings*
  • Administer Documents
  • Administer SharePoint Documents
  • Administer User Passwords
  • Administer HUD
• Contains “Allow”
  • Allow Access to View Other User’s Profiles
  • Allow Clearing Cache For All Users
  • Allow Editing Affirmed And Passed Timeslips
  • Allow Editing Confirmed Timeslips
  • Allow Editing Distributed Timeslips
  • Allow Editing Finalized Timeslips
  • Allow Editing Verified Timeslips
  • Allow Mass User Updating
  • Allow Shifting of Funds In Cases
  • Allow User To Broadcast Events
  • Allow User To Flag Documents As Viewable Offline
• Ask and Resolve Timeslip Questions
• Batch Funding Code Updates
• Bulk Client Edit
• Bulk Edit Case Title
• Calendar Export Configuration
• Client IP Address Ranges
• Contains “Contractor” (except for the Invoice Create/Edit option)
  • Contractor Admin Functionality
  • Contractor Delete Billing Transaction
  • Contractor Delete Product or Service Request
  • Contractor Invoice Approve
  • Contractor Invoice Pay
  • Contractor Invoice Schedule For Payment
  • Contractor Invoice Verify
  • Contractor Work Order Service Request Edit
• Custom Lookup Management
• Deactivate Lookups
• Distribute Expense Reports
• Edit All Documents
• Edit Billing Setup
• Contains “Settings”
  • Edit Calendar Settings
  • Edit Case Financial Snapshots
  • Edit Client Profile Site Settings
  • Edit Advanced System Settings
  • Edit Contact Settings
  • Edit Document Settings
  • Edit Grant Settings
  • Edit Intake Settings
  • Edit Message Settings
  • Edit Outreach Settings
  • Edit Pro Bono Settings
  • Edit System Settings
  • Manage Case Transfer Settings*
  • Administer Clinic Settings*
• Edit Fields
• Edit Guided Navigation
• Edit Help
• Edit LS Index Category Map
• Edit Median Income Scales
• Edit Multiple Users Simultaneously
• Edit Poverty Scale
• Edit restricted offices/programs
• Edit Support Tickets
• Edit System Navbar
• Edit System Timekeeping
• Edit Top Level Navigation Bar
• Edit Transfer Outcome Lookup
• Edit Trust Account Pages
• Edit User Permissions
• Edit Vouchers
• Finalize Expense Reports
• Import and Export Lookup Values
• Journal Entry Admin
• Lookup Merge Queue
• Contains “Manage”
  • Manage Case Transfer Settings*
  • Manage Processes
  • Manage Self Inspection Forms
  • Manage Time
• Offline Mode: Can Access
• Pay Expense Reports
• Pay_period_edit_funding_code_locks
• Pay_period_edit_locked_funding_code
• Post Expense Reports
• Report Management
• Resolve Own Timeslip QUestions
• Review Waiver Requests
• Time Distribute
• Time Finalize
• Time Posted
• Time Verify
• Users: Add/Edit
• Verify Expense Reports
• View Brochures
• View Deleted Notes Log
• View Edit Form Link
• View/Edit Restricted Notes
• View Others’ Private Calendar Events
• View Site Settings
• View Support Tickets
• View System Speed Information
• View user list
• View time within office
• Workflow Admin

Note:  This is not all inclusive.  Other module management (such as API, SMS, SSO, etc.) are also considered Full Users

Questions and Support

If you have questions about how your organization's role types are configured or their impact on your subscription, please contact our support team for assistance.