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Adding Matter Participants

All Matter Access and Client Responsible Users

The general rule is that a user does not have access to a matter in Tracker unless the user is given access. This security rule is designed to protect the attorney-client privilege. Generally, a user can have full matter access only if:
  • The user is selected as the Lead Outside Counsel.
  • The user is specifically added to a matter.
  • The user is a delegate of a user who has access.
However, law firms can also request that certain users (identified as the Client Responsible Users) be given full matter access to all matters that your firm has on Tracker with that client. If users are granted all matter access, they will have a matter role of Matter Administrator. Sometimes, however, a client may decide not to grant all matter access.
The following table provides a summary of the types of Client Responsible Users and a description of who should be designated as each type:
Type of Client Responsible User
Description
Client Relationship Attorney and Backup Client Relationship Attorney
This should be the attorney at the firm who has ultimate responsibility for the client and the client's satisfaction with the work of the firm. Thus, this is the person the client should call if there are any disputes that arise, or if there are negotiations regarding fee arrangements. This should not be a staff person at the firm.
Primary Billing Contact and Backup Billing Contact
This should be the person primarily responsible for posting invoices or a person who can answer questions about the invoices that have been posted. This person should also be responsible for overseeing the posting of unbilled amounts into Tracker. This generally should not be an attorney at your firm.
Additional "All Matter Access" Users 1 and 2
These are additional users to whom your firm can grant all matter access. For example, the Client Relationship Attorney may want his or her legal assistant to have access to all the firm's matters in Tracker. In that case, the assistant should be selected as one of the all matter access users.
Client Responsible Users are displayed in your firm profile. The Primary Billing Contacts and Additional "All Matter Access" Users can be edited only by a Firm Administrator (both the Firm Administrator and the company Tracker Coordinators have the ability to select the Client Relationship Attorney to add to your company’s profile).
In addition to all matter access, client responsible users can also receive an email each time a new matter is created. This setting is also made on the firm profile page.

Responsibilities of Client Responsible Users

The users selected as Client Responsible Users do not have any extra responsibilities within the system. The purpose of assigning these users is so that the client can generate a spreadsheet of key individuals to contact at each firm (for example, if they are sending out new engagement guidelines for all firms). In addition, these users can be granted all matter access and can receive an email each time a new matter is opened in which the firm is assigned.

Alerts and Notifications for Users with All Matter Access

Action Items Alerts
A user with all matter access to a matter will not receive alerts on their Action Items unless they are a direct matter participant or are a delegate of a matter participant. This is because the Action Items is intended to be a list of the user's own alerts and not the alerts for the entire firm. However, if the user with all matter access views the matter profile, the matter Action Items will show all of the incomplete tasks.
Email Notifications
Users who have all matter access to a matter will not receive email alerts of incomplete tasks for those matters unless they are a matter participant or are a delegate of a matter participant. In other words, the emails match the homepage Action Items alerts. However, users with all matter access can be set up to receive email alerts of new matters (this is one of the settings when a user is selected to be a Client Responsible User).

View and Edit Client Responsible Users with All Matter Access

To view and edit Client Responsible Users:
  1. Click
    Users > Firm
     in the left navigation.
  2. Click
    Edit firm profile
     in the toolbar.
  3. Edit the client relationship users and settings.
  4. Click
    Save & close
     in the toolbar.

This article applies to:

  • PRODUCT: Legal Tracker
  • Subject: Matter
  • Audiences: Firm

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