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Custom User Roles/Permissions

Updated this week

Lawmatics makes it easy to customize which of your firm's users have access to the various different aspects of your Lawmatics account. You may wish to keep certain things private amongst the firm owners, such as firm financials, reports, ROI, etc.

To begin customizing your user roles, you will start by going to your settings page (gear icon near the bottom left). When you scroll toward the bottom on the left sidebar you should see a section labeled User Management.

If you do not see this option, you likely do not have the Admin permission required to view this page. Check with one of the admins on your firm's Lawmatics account to have them switch you to an Admin if needed.

Once you are on the Mange Users page, you will see a screen similar to the one shown below.

On this page you will have the ability to invite additional users (if you have seats available), view, edit, and remove existing users, and manage your firm's custom roles. To begin managing your roles, click the button labeled Manage Roles shown in the top right corner above.

Several roles will come built-in to your Lawmatics account by default, these roles are Admin, User, and Non-Active (if your firm has any non-active seats added to your subscription).

The Admin role cannot be edited, this role will always have complete access to everything within your Lawmatics account. Similarly, the Non-Active user role cannot be edited, since the access level is predetermined as a severely limited role.

You can, however, edit any other User role if you wish to limit or grant access for this role. You can also use the New Role button, shown below, to add custom roles. For example, you may have different roles for Intake Specialists, Salespeople, Attorneys, etc.

When you edit an existing role or create a new one, you will see the options shown below. This window is where you will customize exactly what this particular role will have access to within the platform.

First, you will select if you wish to limit access to matters and their related contacts. You may wish for your staff to only be able to view matters of which they are the owner, assigned staff, lead attorney, etc. Note that you have the option to select as many different options as apply for this role, you are not limited to just one option in the Access to Matters section.

If you do choose to limit matter access, the user will not be able to view, edit, or see anything whatsoever pertaining to matters that they don't have access to.

Next, you will choose if you wish to limit the role's access to view External Emails. You may allow them to see All Emails, or only emails that they are included in. The latter will be selected by default and cannot be deselected.

Your next step is to select whether you would like to limit the role's access to any features within Lawmatics. In this section you will be able to pick and choose from all of the various features within Lawmatics such as firm financials, marketing campaigns, automations, practice areas, settings, etc.

If you choose to remove access to certain features, the user will simply not see those pages/sections within the platform.

Once you have created your roles, you can then select the role when inviting a new user, as shown below. You can also click the edit pencil for any current users to adjust their role.


FAQ's

What happens if a user tries to view a matter that they shouldn't have access to?

The user can search for a matter, try to find them in the pipeline, or on the matters page, but if it is not a matter that they have access to then they will not be able to view the matter in any way. The matter simply will not appear on the pipeline, matters page, or come up in their search results. If they are given a direct link to a matter they don't have access to, they will see an error page.

Can multiple people be signed into one user account at once?

No, each individual person at your firm who will be accessing Lawmatics needs to have their own user account.

What do the Feature Access options affect?

Permission Name

What It Controls

Analytics

· Reports > Analytics

Audiences

· Marketing > Audiences

Automations

· Automations > Workflows

· Related automation features

Automation Stats

· View automation statistics on Automations page

Billing

· Administrative Settings > Billing

Booking Requests

· Docs & Forms menu > Booking Forms

· Booking form actions from Matters page

· Manual booking request in Request Appointment action

Calendar

· Calendar (main navigation)

· Event Management pages

· Marketing > Event Management (if events enabled)

· Quick Add > Appointment

Calendar Settings

· User Settings > Calendar

· User Settings > Mail Sync

Call Settings

· General Settings > Calls (if CallRail/RingCentral connected)

Clients

· CRM > Clients

Companies

· People menu > Companies

· Quick Add > Company

Contacts

· People menu > Contacts

· General Settings > Contacts

· Quick Add > Contact

Create/Edit Custom Dashboards

· Ability to create and update custom dashboards

Custom Documents

· Docs & Forms menu > Document Templates

· Create custom documents throughout app

Custom Emails

· Marketing > Emails

· Create custom emails throughout app

Custom Email Stats

· View statistics on custom emails

Custom Fields

· General Settings > Custom Fields

· Create custom fields throughout app

Custom Forms

· Docs & Forms menu > Custom Forms

· Create custom forms throughout app

Email Assigning Inbox

· Email Assigning Inbox (email icon in banner)

Email Domain Settings

· General Settings > Email Domain

Events

· Marketing > Event Management

· General Settings > Appointments/Events > Event Settings

· Event Registration block on forms

· Registered For Event entry condition in automations

· Event creation and filters on Calendar

Event Settings

· General Settings > Appointments/Events

Exporting

· Administrative Settings > Export

File Requests

· Docs & Forms menu > File Request Templates

· Docs & Forms menu > File Requests

Files

· Docs & Forms menu > Firm Files

· Quick Add > Upload File

Firm Financials

· Reports > ROI Tracker

· Estimated Case Value on matter details

· Actual Case Value on matter details

· Estimated, Actual, Total, and Expected Value on Pipeline

· Financial data visibility throughout app

Firm Settings

· General Settings > Firm Settings

Grant Portal Access

· Ability to grant matter access to Client Portal

Importing

· Administrative Settings > Import

Integration Settings

· Administrative Settings > Integrations

LMPay

· General Settings > LMPay

Marketing Campaigns

· Marketing > Campaigns

· Campaigns in Automations menu (related items)

Marketing Settings

· General Settings > Marketing Sources

Matters

· Matters menu (main navigation)

· Quick Add > Matter

Matter Settings

· General Settings > Matters

· Create relationship types throughout app

Merge Companies

· Ability to merge companies from company detail page

Merge Contacts

· Ability to merge contacts from contact detail page

Merge Matters

· Ability to merge matters from matter detail page

Notification Settings

· User Settings > Notifications

Nylas Outbox Quick Reply

· Send quick reply from matters, contacts, and companies

OneDrive Integration

· Integrations > Firm Integrations > OneDrive

Phone Calls

· Marketing > Phone Calls (if CallRail/RingCentral connected)

· Phone icon in banner

Pipelines

· Pipeline (main navigation)

· General Settings > Pipelines

· Create pipelines throughout app

Portal Messaging

· Portal message visibility in policies

Practice Areas

· General Settings > Practice Areas

· Create practice areas throughout app

Recovery Bin

· Recovery Bin (Trash Can icon in banner)

Reports

· Reports menu > Custom Reports

ROI Tracker

· Reports menu > ROI Tracker

RSS Feed Settings

· General Settings > RSS Feed

Signature Requests

· Docs & Forms menu > E-Signatures

Stage Settings

· Create new stages from within layers while creating matter

Tags Settings

· General Settings > Tags

Tasks

· Tasks (main navigation)

· Quick Add > Task

Task Settings

· General Settings > Tasks

Tracking Settings

· General Settings > Tracking

User Timeline

· User activity under User Management page

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