EditPurpose
To add, view, and edit employee access to the LegalSuite database.
EditLocations Used
Administration, Customers, Users, Orders
EditOverview
Several different groups of people can access your LegalSuite system:
- employees of your company;
- affiliates or third party contractors that your company hires to do the field work; and
- customer users, in other words users of the company (your customer) that hired your company for your services.
Affiliate users can be viewed through the menu selection
User⇒Affiliates from the navigation bar.
Customer users can be viewed through the menu selection
Customers⇒Customer Users from the navigation bar.
This section discusses users that are employees of your company.
EditView Employee Users
EditView All Employee Users
To view a list of employees from your company that has user accounts on your LegalSuite system, make the menu selection
User⇒Employees from the navigation bar.
 Employees |
To narrow the list displayed:
- Select a search method from the drop-down menu.
- Enter a value for that method.
- Click on the GO button.
Use the
PREV and
NEXT buttons to page through the list, or select a page number to view from the paging drop-down menu.
EditView Specific Employee User
To view details for a specific employee's user account, click on the employee's name on the Employees page.
EditAdd Employee User Account
To add a LegalSuite user account for an employee, click on the
ADD NEW ENTRY button from the Employees page.
a. The Employee Details page will appear with several sections of data to enter: Details, Permissions, Groups, and Other Info. Refer to the section "Employee User Input Fields" below for a description of the input fields.
b. All input fields marked with an asterisk "*" are required. An employee user account cannot be saved successfully until a valid value has been entered for each of these fields.
c. Click on the SAVE button to add the user account into the LegalSuite database. Click on the CANCEL button to discard your changes.
EditEdit Employee User Account
1. Select an employee user account to edit.
There are two ways to select an employee user account:
- From the Employees page - if you are viewing the list of employee users, click on the "Edit" link for the employee whose user account you wish to edit.
- From the Employee Details page - if you are viewing the details for an employee's user account, click on the EDIT DETAILS button on that page.
The Employee Details page will appear.
2. Make changes as necessary. Refer to the section "Employee User Input Fields" below for a description of the input fields.
3. Click on the SAVE button to save your changes. Click on the CANCEL button to discard your changes.
EditDe-Activate an Employee User Account
You cannot delete an employee's user account. However, you can make the user account inactive so that the employee no longer has access to the LegalSuite database.
1. Select an employee user account to modify.
There are two ways to select an employee user account:
- From the Employees page - if you are viewing the list of employee users, click on the "Edit" link for the employee whose user account you wish to edit.
- From the Employee Details page - if you are viewing the details for an employee's user account, click on the EDIT DETAILS button on that page.
2. The Employee Details page will appear. Click on the "Active" checkbox to remove the check mark.
3. Click on the SAVE button to save your change; the user will no longer be able to log on to LegalSuite. Or click on the CANCEL button to discard your change; the user will remain active.
EditEmployee User Input Fields
EditDetails
In this section, enter the user’s name and contact information as well as employee status and documents.
 Employee Details - Details |
1. User Type – This non-editable field indicates the type of user this account is for, for example Employees.
2. Active – If this box is checked, the user is active, in other words can access and utilize the LegalSuite application. If this box is not checked, the user account exists for archival purposes only.
3. First Name *, Last Name * – Enter the user’s first and last name.
4. Email * – Enter the user’s email address. This will be used as the user’s login name for the LegalSuite user account.
5. Password * – Enter a password the user must use when logging on to the LegalSuite application.
6. Address 1 *, address 2, City *, State *, Zip Code* – Enter the user’s postal address.
7. Phone, Fax – Enter the user’s phone and fax numbers.
8. Company – Select from the pull-down menu the name of the company this user works for. This input field is only available if you have "master" administrator privileges.
9. Bus License # - Enter the user’s business license number, if applicable.
10. Start Date * – Enter the date that the user started working for the company in the format mm/dd/yyyy or select from the calendar icon.
11. End Date – Enter the last date of employment with the company for this user.
12. Job Title – Enter the user’s job title.
13. Branch – Select from the pull-down menu the branch office at which the user is located.
14. Backup Person – Select from the pull-down menu the name of a backup person for this user in the event that the user is out of the office or unavailable.
15. Signed Contract – If the user’s employment contract is online, enter the file name here, or click on the Browse button to select the file on your computer or network. If the user's contract is already in the LegalSuite database, you can view it by clicking on the link "View Uploaded File".
16. Vendor – Select from the pull-down menu the vendor for this user.
17. W4 – If the user’s tax form W4 is online, enter the file name here, or click on the Browse button to select the file on your computer or network. If the user's W4 Form is already in the LegalSuite database, you can view it by clicking on the link "View Uploaded File".
EditPermissions
In this section, specify the types of permissions this user has while logged on to the LegalSuite application. This controls what programs and features the employee has access to while using LegalSuite.
 Employee Details - Permissions |
18. Master – Check this box if the user can have access to all programs and data on LegalSuite.
19. Admin – Check this box if the user has administrator privileges. This is basically equivalent to limited "Master" privileges.
20. Branch User – Check this box if the user has access to LegalSuite programs specific to his or her branch.
21. Everyone – Check this box if the user has basic user privileges on LegalSuite.
EditGroups
In this section, indicate what groups this user belongs to and what types of access he or she has within that group. This controls what programs and features the employee has access to while using LegalSuite.
 Employee Details - Groups |
22. Check the appropriate access privilege boxes for each group this employee is a member of.
Groups are defined by the administrator through the menu selection Administration⇒Security⇒Group Authorizations. Each group represents a department or group of employees within the company that performs a certain function or task, for example, Accounting. A user can have “read-only” privileges or “read and write” privileges for a group. For example, if the user has “read-only” privileges for the Accounting group, then he can view any data through the programs that the Accounting group has access to on LegalSuite, but he cannot edit that data.
Other Info
In this section, enter any additional information that you wish to record regarding this employee.
 Employee Details - Other Info |
23. Mobile # - Enter the user’s mobile phone number, if he has one.
24. Proof of Ins. – If the user’s proof of auto insurance is online, enter the file name here or select the Browse button to select the file on your computer or network. If the user's Proof of Insurance is already in the LegalSuite database, you can view it by clicking on the link "View Uploaded File".
25. Policy # - Enter the policy number for the user’s Proof of Insurance.
26. Ins. Expires – Enter the date that the insurance expires in the format mm/dd/yyyy or select from the date icon.
27. Drivers License – Enter the user’s driver’s license number.
28. Date of Birth – Enter the user’s date of birth.
29. Social Security # - Enter the user’s social security number.
30. Process Reg. # -
31. County Reg. – Select from the pull-down menu the county in which the Process Registration number was issued.
32. Expiration Date – Enter the date that the Process Registration number expires.
33. Signature File – If the user’s signature file is online, enter the file name here or select the Browse button to select the file on your computer or network.
34. Approval to use electronic signature – Check this box if the user has given you permission to use his signature file.
35. Notes – Enter any notes you wish to record regarding this user.