Adding, inviting and removing users is essential for maintaining control over who has access to your matters. As a Matter Admin, you have the authority to add new participants and remove those who no longer need access. This guide provides step-by-step instructions to help you manage users effectively.
Prerequisites: You're a Matter Admin
Adding vs inviting
Adding users to Legatics is a two-step process:
Step 1 - Adding users: you add users to matters but they don't get any access to the matter. This allows you to fully configure their permissions before they are notified about matter access.
Step 2 - Inviting users: you invite users to the matter. This sends them an invitation email and gives them access to the matter.
Caution: When a user is added to an organisation, they'll inherit any permissions assigned to that organisation.
Example: If the organisation has permission to view a list, then the user will have permission to view the list.
When adding users to a matter in Legatics, you can decide whether you:
Add, invite later: add users, and invite them later;
Add and invite: add users and invite them at the same time
This is controlled by the Instantly invite users checkbox at the top of the participants page.
Tip: When you're setting up your matter, we recommend having this off. This allows you to fully configure their roles, permissions, and access settings before they are notified.
Good to know: The wording on buttons changes depending on this setting (eg Invite user vs Add user)
Adding users
Remember: To take these steps, instantly invite users must be unchecked
Bulk adding users
This feature lets you quickly add multiple users to a specific organisation. This is really helpful during initial setup of the matter.
Accessing the feature
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Click on the Bulk add users button at the top right of the screen
Enter user details
Type or copy the email addresses of the users into the field
Select the organisation to which these users belong.
Click Add users to add them to the matter
Tip: You can copy and paste emails addresses from emails, and we'll recognise the formatting. You just can't add more than 50
Individually adding users
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Find the organisation you want to add the user to
Enter the email address of the user at the bottom of the card
Press Add
Adding and inviting users
Remember: To take these steps, instantly invite users must be checked
When users are invited, they'll get an email notifying them they've been invited to the matter.
Bulk adding and inviting users
Accessing the feature
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Click on the Invite all users button at the top right of the screen
Enter user details
Type or copy the email addresses of the users into the field
Select the organisation to which these users belong.
Click Invite users to add them to the organisation and invite them to the matter
Individually adding and inviting users
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Find the organisation you want to add the user to
Enter the email address of the user at the bottom of the card
Press invite
Inviting users
If you've just added users, but not invited them, you can easily invite them later.
Tip: If a user hasn't been invited, you'll see Not invited next to their last activity
Inviting all uninvited users
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Click on the Invite all users button at the top right of the screen
In the pop-up that appears, press Send invites to give all uninvited users access to the matter
Tip: This is useful if you've setup your matter and need to give everyone access at the same time
Inviting all uninvited users in an organisation
Instead of inviting all uninvited users, you can just invite all the uninvited users in an organisation.
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Find the organisation you want to add the user to
Click on the three dots icon at the right of the organisation card
Select invite all users in the drop-down that appears
In the pop-up that appears, press Send invites to give the uninvited users in the organisation access to the matter
Inviting an uninvited user
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Find the user you want to invite
Press the invite button next to the users name
Resend invites to users
If a user hasn't accessed the matter yet, their last activity will be Invited. To resend the invite simply press the Resend invite button in the user's card.
Removing a user
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Find the organisation where the user is located
Hover over the users name and press on the person icon that appears
In the pop-up that appears, press Remove user
The user won't be able to access the matter anymore. Any statuses assigned to them or rows assigned to them will have that assignment removed.
Good to know: This will have the following impact on data that the user uploaded:
Organisation user belonged to: Isn't recorded by the system.
Comments left by user: Are retained but only matter administrators can see the name of the user who left the comment. All other users will see Anonymous as the person who left the comment.
Versions uploaded by the user: Are retained but only matter administrators can see the name of the user who uploaded the version. All other users will see Anonymous as the person who uploaded the version.
Audit trail records left by user: Are retained but only matter administrators can see the name of the user who took the action. All other users will see System as the person who took the action.
Moving users between organisations
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Find the organisation where the user is located
Hover over the users card, click and hold, then drop them into another organisation
Caution: When a user is moved to another organisation, they'll keep any specific permissions they had, lose any permissions assigned to the old organisation and inherit any permissions assigned to the new organisation.
Example: If the user had permission to view a list, but it's old organisation and new organisation didn't, then after the move the user can still view the list
FAQ
User name is incorrect when I add them, can I change it?
You'll need to contact the user and get them to update their name. When a user account is created, we take a guess at the name based on the email. The user will improve this when they create an account. As a matter admin, you're not responsible for setting a user's name. The user is!