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Managing users

Adding
a Company or
 Firm User

You must add each of your company's individual Tracker users to the system. The user ID is always the user's email address, so you must provide a unique primary email address for each user. Tracker sends an email to each new user, which contains a link to log in to Tracker and instructions on how to create a user profile. This direct sign-in link only works once. At first sign-in, the user is prompted to create a new password.
Tip | It is possible to delay sending the new user email until later.
Required role | A system role of Company System Administrators is required to create new company and firm user accounts in Tracker.
Before you begin: the law firm must exist in your company's database before the Company System Administrator can create a new user for that firm.
Adding a Company User
  1. Click
    Users
    >
    User List
     in the left navigation.
  2. On the top toolbar, click
    Add company user
    .
  3. On the page that opens, fill in the information for the new user.
    Field help
    Field
    Definition
    Email/User ID
    For companies who use Tracker account authentication, this email is how the user signs in to Tracker, and must be unique in Legal Tracker. Emails cannot include apostrophes.
    First Name
    The user's given name.
    Last Name
    The user's surname.
    Company
    Defaults to the user's company (cannot be changed).
    Office/Region
    The user's primary office, if the company has more than one location. If you don't see the office or region that you need in the drop-down list, you'll need to create it in Tracker, or ask a Company System Administrator to create it for you.
    System Role
    The system role that you assign to this user affects what they can see and do in Tracker.
    Matter Upload Security
    This option is for company system administrators, company office administrators, and matter creators. Determines whether the user can use the matter upload tool.
    Tip | Because matter uploads cannot be reversed, we recommend limiting the number of users who are allowed to upload matters.
    Scheduled Reports Security
    For company system administrators. Select the check box if this user will be able to schedule reports, and designate other users who can schedule reports. If you later clear this check box, all scheduled reports created by the user will no longer be sent.
    Legal Hold Report Creation
    Indicates whether you can create legal hold reports.
    Employee ID
    Your employee ID.
    Tip | An employee ID can be inserted into AP extracts so that the employee who approved the invoices can be identified.
    New user email
    Select a button to indicate whether you want to see the new user email immediately upon creation, or delay the email until later.
    Notes
    Shows any notes that have been entered. If your system role is company system administrator, you can add a note.
    Participant Tags
    Lets you add participant tags. You can select a maximum of five participant tags.
    Time Entry
    Indicates if time entry is required. These fields apply primarily to timekeepers. If
    Yes
    is selected next to
    Require to submit internal time entries
     you must log your time. Additional fields appear:
    • Annual employee cost (fully loaded):
      The total amount of salary and other overhead expenses associated with the timekeeper. The amount entered in this field is used to calculate the timekeeper's hourly rate.
    • Average Hours/Week:
      The timekeeper's number of work hours per week. The number entered in this field is used to calculate the timekeeper's hourly rate. It does not affect the timekeeper's ability to bill more or less hours per week on a timesheet.
    • Hourly Rate:
       The timekeeper's hourly rate.
    • View user's time entry history
      : Select this link to download a .csv wth your time history.
    (Optional) Grant this user Special Matter Access
    Select
    Yes
     to give this user special access to matters based on organizational units and practice groups, rather than having access by being a matter participant. Company system administrators do not need special matter access because they always have matter admin access to all matters.
    Restrict this user's access to reports
    Select
    Yes
     to restrict the user's access to reports.
    Grant this user access to other users reports?
    Select
    Yes
    to give this user the ability to manage or edit reports other users have created. This option is enabled by default for company system administrators, and can be enabled to other users on an individual basis.
    Grant this user access to Analytics/Dashboards?
    Indicates whether you have access to classic dashboards.
    Grant this user "Special Matter Access"
    Select
    Yes
     to grant the user access to all matters that have a specific organizational unit or practice group.
  4. On the toolbar, select
    Save & close
    .
Adding a Law Firm User
Although company system administrators can add a firm user to Tracker, we recommend that firms create their own user accounts. The following security limitations apply:
  • Company system administrators can only create an account with a system role of Firm User.
  • Company system administrators can create law firm users only if they have an email address for which the email domain matches the authorized domain of the firm. The authorized email domains of a firm include the domain of the email address of the firm's Lead System Administrator or Backup System Administrator in Tracker, or the domain of the web site if specified in the law firm profile.
  1. Select
    Users
    >
    User List
     in the left navigation.
  2. On the top toolbar, select
    Add firm user
    .
  3. On the page that opens, fill in the information for the new user.
    Field Help
    Field
    Definition
    Email/User ID
    For companies that use Legal Tracker account authentication, this email is how the user signs in to Tracker, and must be unique in Legal Tracker.
    First Name
    The user's given name.
    Last Name
    The user's surname.
    Firm
    Click
    Select
    to open the list of your company's firms and select a firm from the list.
    System Role
    The system role that you assign to this user affects what they can see and do in Tracker.
    Enable Firm Matter Data Upload
    Determines whether this user can use the matter upload tool.
    Legal Hold Report Creation
    Determines whether the user can create legal hold reports.
    New user email
    Select a button to indicate whether you want to see the new user email immediately upon creation, or delay the email until later.
    Tip | Postponing the new user email may be helpful during implementation because Company System Administrators can create users and matters without the users receiving a new user email. After implementation, Company System Administrators can release all of the new user emails that were not sent.
    Notes
    You can use this field to enter any additional information about this user. Company system administrators can see this note in the user's administrative profile.
    Participant Tags
    If the company has created participant tags in Settings, you can select tags for the user here. Participant tags are used to categorize users who have a special attribute that you might want to know about or report on, such as if they speak a second language. Each user can have a maximum of five participant tags.
  4. On the toolbar, select
    Save & close
    .

This article applies to:

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