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Manage users and matter access

Deactivate Users

When you deactivate a user, you remove their access to Tracker and to all matters in the system. To retain important data in the system, you cannot delete users. You can only deactivate them.
The most common reasons for deactivating users are that they are no longer with the firm, or that the user's ID was created incorrectly in Tracker.
  • The user is no longer with the firm: You should deactivate the user immediately. Once deactivated, the user will not be able to sign in to Tracker and clients will not be able to add them to matters. However, the name and any data the user entered will be preserved in the matter.
  • The user ID was created incorrectly: If an error was made while creating a user account, the firm administrator should correct the information, rather than deactivating the account and creating a new one. All of the user information entered when an account is created can be corrected in the user's administrative profile or the user profile.
When you deactivate a user, that user's delegates no longer have access to the deactivated user's matters and they no longer receive alerts or emails regarding those matters.
Deleting Users
To prevent important from being lost, users cannot be deleted from Tracker. They can only be deactivated. Deactivating a user blocks access to the system and to all matters. Important data that is associated with the user (such as status reports) is preserved.
Deactivate a User
When you deactivate a user, the user's name remains on the list of matter participants, but displays
User Deactivated
 in the
Matter Role
 column.
  1. Click
    Users > User list
     in the left navigation. If you do not see the user you want to deactivate in the list, use the view selectors to select what you want displayed then click
    Change view
    .
  2. Click
    Edit
     for the user you want to deactivate. The user's administrative profile displays.
  3. Click the
    Active
     check box to remove the checkmark.
  4. Click
    Save & close
     in the toolbar.
When Users Cannot Be Deactivated
You cannot deactivate users in certain situations, when doing so would affect your firm's system-wide access or prevent you from receiving updates and notifications. Users cannot be deactivated in the following circumstances:
  • The user is the Lead Outside Counse on an open matter or on a closed matter in which data can still be updated or invoices can still be posted. Once the time allowed for updating and posting invoices to the closed matter has expired, then the user can be deactivated.
  • Deactivating the user would remove all firm access. You 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.
  • Deactivating the user would disable Tracker notifications. The user cannot be deactivated if they were the only one to receive notifications from Tracker regarding the matter or matters to which the user was assigned. Before you can deactivate the user, you must contact your client and request that another person be assigned to the matter.

This article applies to:

  • Product: Legal Tracker
  • Audiences: Firm