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Managing users

Removing Users

Deactivating a user blocks their access to Tracker and to all matters. You cannot delete users. If a company user leaves the department or if you want to block a firm user's access, you must deactivate their account. Deactivation preserves all historical data that the user may have entered while preventing them from logging in or accessing any information in Tracker.
When you deactivate a user, that user's delegates no longer have access to the deactivated user's matters. The deactivated user longer receive alerts or emails regarding those matters.
Deactivating a User
Company system administrators can deactivate company and firm users. Firm administrators can deactivate firm users.
To deactivate a company or firm user:
  1. Click
    Users
    >
    User list
     from the left navigation.
  2. Click
    Edit
    in the
    Admin Profile
     column next to the user you want to deactivate. The User Administrative Profile appears.
  3. Clear the checkmark in the
    Active
    box.
  4. On the toolbar, select
    Save & close
    .
Deleting a User
You cannot delete users; you can only deactivate them. Users are part of the auditing records in the database. If the user has been deactivated, the historical information is preserved. By deactivating the user, you prevent them from accessing your company's database, and block company users from being able to assign work to the user.
Troubleshooting
If You Cannot Deactivate a User
There are certain situations when a user cannot be deactivated until a replacement user has been assigned to the matter.
Company Users Cannot Deactivate a User Who Is a Lead Company Person
If your system role is Company User, you cannot deactivate any other company user who is designated as the Lead Company Person on any matter that is still open or still open for invoicing. You must first assign the Lead Company Person role to another user before you can deactivate the user, or ensure that the matter is entirely closed for both editing and invoicing. You reassign the Lead Company Person responsibility to another user by editing the matter profiles individually or by using the Bulk Update feature.
Company Users Cannot Deactivate a User Who Is an Office/Region Tracker Coordinator or Backup Office/Region Tracker Coordinator
If your system role is Company User, you cannot deactivate a user who is an Office/Region Tracker Coordinator or Backup Office/Region Tracker Coordinator. Before you can deactivate the user, you must remove them from any active or inactive Company Office listing.
Company Users Cannot Deactivate a User Who Is the Primary or Alternate Approver on Any Approval Route
If your system role is Company User, you cannot deactivate a user who is the primary or alternate approver in any level of any active or inactive invoice approval route. Before you can deactivate the user, you must remove him or her from the invoice approval route. To do so, from Setup, click Invoice Approval Routes, and then remove the user from the applicable routes.
Law Firm Users Cannot Deactivate a User if it Would Remove All Firm Access
Law firm users cannot deactivate a law firm user if that person is the only firm user assigned to the matter because deactivating the user would essentially remove all firm access to that matter. For example, if Jane Lawyer is the only person from your firm with access to a matter, you cannot deactivate her without first contacting your client and requesting that they assign another lawyer to the matter.
Law Firm Users Cannot Deactivate a User if it Would Disable Tracker Notifications
Law firm users cannot deactivate a user if that person was the only one to receive notifications from Tracker regarding the matter or matters to which that user was assigned. Before you deactivate the user, you must contact your client and request that another person be assigned to the matter.
What To Do If a User Account Was Created In Error
If a company user account is created in error, then you have two options:
  • Change the data in the user profile to assign the account to another valid user who has not yet been created or
  • Contact your Client Success Manager or Tracker Support to have the account removed on the back end. (This is only possible if the user account has not been activated.)
If a firm user account was created in error, you have two options:
  • Contact the firm's administrator and have them change the information to make it a valid account or
  • Contact your Client Success Manager or Tracker Support to have the account removed. (This is only possible if the user account has not been activated.)
Viewing Deactivated Users
A Tracker user is classified as inactive or deactivated If the
Active
check box in the user's admin profile is cleared.
  1. Click
    Users
    >
    User list
     from the left navigation.
  2. In the first dropdown, select
    All Users
    .
  3. In the second dropdown, select
    Inactive Users
    .
  4. Click
    Change view.
Reactivating Users
You can reactivate any user by editing their administrative profile following the same steps as above. If a user is reactivated, then he or she will be allowed to log in, and the user will be added back to all matters in which they previously had access.

This article applies to:

  • Product: Legal Tracker
  • Subject: User account
  • Audiences: Company