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  • Manage User Groups

User Groups are managed from the Admin & Setup. User Groups are defined so that Permissions can be set to every Group. Users who belong to a User Group automatically inherit the Group's Permission. A User Group can hold as many Users as desired.

A Group is defined with a Name and a Description. Via the action wheel the User has actions such as:

  • View/Edit
  • Clone: This action allows the user to copy the same permissions to another User group to be added under a different name.
  • Show Users: Displays a screen where all the Users that belong to this Group are shown.
  • Delete
  • Permission List: Exports the list of Permissions in an Excel sheet.

Permissions are set from the User Group Permissions page. Via the Actions wheel on the top right of the grid, the user can export the list of User Groups. There's also the Advanced Search feature. You can run your search on a specific field from the Group form. You'll have the possibility also to modify the operator of search for each field (i.e. equal, begins with, contains, >, <, and more). The Advanced Search menu is hidden by default; you need to click on the link Advanced Search.

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  • Manage Users

In App4Legal Users are managed in the Admin& Setup. The Number of Users are strictly related to the license number. At the top of the grid there will always be a summary of the license used.

  • Add a User

Users can be added from the Getting Started page, from the Actions button on the top right of the grid and from the top Add User hyperlink. A User form has 3 sections. The first tab has mandatory fields such as

    • First Name
    • Last Name
    • User Group: A User can belong to one Group at a time. The User will inherit the Permissions given to this Group by default.
    • Email
    • Password
    • Seniority Level

The second tab has other related fields to the User on top of which is the member of which Received by Team(s). This membership affects the assignment process on Cases.

  • User Actions

From the action wheel next to the User there are many actions

    • View/Edit
    • Ban/Unban: This is to Ban a User. Banning a User doesn't decrease the number of used licenses.
    • Activate/Deactivate: This is to Deactivate a User. Deactivating a User frees one license that can be used again.
    • Override Privacy: Users who are flagged to Override Privacy can see all Private objects in App4Legal. When a User has the ability to Override Privacy, there will be a lock sign next to it.
    • Flag to Change Password: An Admin can force a User to Change Password on the next login.
    • Revoke API Key: Stops the access of this User from an API such as Outlook Add-in or App4Legal mobile app.
    • Convert to Active Directory: Coverts the User from Local Directory to Active Directory.
    • Permission List: Exports the list of Permissions in an Excel sheet.

From the Action wheel on the top right of the grid, the user can

    • Add User
    • Export List to Excel
    • Import Users from Active Directory
    • Generate API Keys: to allow users to get access from API such as Outlook Add-in or App4Legal mobile app.
  • Active Directory Users

Integration with Active Directory is possible in the Users module. The Active Directory configurations are set in the Setup & Configuration. In order to import users, click on the Actions button on the top right, choose Import Users from Active Directory. Also from the Admin & Setup, there is a link directly to Import Users from Active Directory.

A screen that allows the import procedure will display:

You can look up Users from Active Directory and choose to which User Group this User will be directly added to. The Test Connection button first tests the connection established between App4Legal and the Active Directory.

There is also the option to transfer a User from Local Directory to Active Directory. On the grid there is a column called User Directory that indicates to which Directory the User belongs to.

The imported fields from the active directory to App4Legal are the following: username, email, first name, last name, department, employee id and user code.

  • Search for a User
  • In Quick Search, from within the Users grid, you can type the First or Last Name of the User and hit Enter from your keyboard to generate your search results.
  • Using Advanced Search, you can run your search on a specific field from the User form. You'll have the possibility also to modify the operator of search for each field (i.e. equal, begins with, contains, >, <, and more). The Advanced Search menu is hidden by default; you need to click on the link Advanced Search from the Users grid to view it.
  • Banned/Deactivated Users

A User is banned using the action wheel next to the User. The Ban action prompts the below screen.

When a User is banned, there will be a limit on the list of actions.

A User is deactivated using the action wheel next to the User. When a User is deactivated, there will be a limit on the list of actions.

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  • User Groups Permissions

This is where Permissions are set to a User Group. All what the User has to do is to choose the User Group, the module and then specific object to set Permissions on.

When Permissions are changed for a User belonging to a User Group, the User has to sign out and then sign in again so that the Permissions take action. By default a newly created User Group has no permissions.

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  • Maker/Checker Feature

The Maker/Checker Feature is activated from the Setup & Configuration. The Checker and Maker User Groups are set also. The basic functionality of this feature is that the Maker can do changes at the level of Users, Groups and Permissions. The Checker has to approve the changes so that they take action. For instance

When a Maker applies changes, a message will be prompted:

The Checker will approve the Changes. On the grid, there will be an indication that there are changes to be approved.

When the Checker has changes to approve, it can be done directly from the action wheel:

The above applies to other objects that are User Groups and Permissions. Such data about changes of Maker/Checker functionality can be tracked in the User Management Reports module.

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