Who can use this feature?
👤 Organization Administrators
In this article:
Inviting new users to LawVu
Important note: If your organization uses 'Single Sign-On' (very common in larger organizations), then the task of adding or removing users will be overseen by your network administrator. Any modifications to their name and email address must also be coordinated through the network administrator.
For more information, you can refer to this collection of articles and share it with your IT team: Single Sign-on
To add users to LawVu, click the Settings icon > User management > Users settings.
You will find a list of everyone in your organization, and you have the ability to search through them as required. Their names and roles within LawVu will be displayed, along with an indicator of whether they have received an invitation but have not yet accepted it.
To add a new user, simply click the +Add person button at the top right of the screen.
Enter the details for the new user and assign them an appropriate role. Roles allow users different levels of access and responsibility within LawVu - learn more about the various roles in LawVu here.
If you uncheck the 'Send invitation email to this user' option, the user’s account in LawVu will be created without notifying them via email that they have been added to the platform. You can invite them later by navigating to Settings / User Management / Users, locating their profile card, and clicking 'Send invitation'. For a visual guide, check out this animation:
Accepting the invitation
The newly added user will receive an email from LawVu with an invitation to confirm their account. Here's a sample of what the email will look like:
Until the user has accepted the invitation and logged in to LawVu, a small 'Invitation' icon will appear next to their name.
If you hover over this icon, you will see a tool-tip that shows how long ago the person was invited and you can click on the icon to resend the invitation if needed.
You can continue assigning work to that person while their invitation is unconfirmed.
Updating a user’s email address
If you ever need to change a user's email address in LawVu, just hit up the Support chat button at the bottom right of this page, and our Support team will take care of it for you.
If your company is using SSO, get in touch with your IT team since user access is entirely managed on your IT site. Once the changes are made there, email updates should automatically take place during login.
Assigning roles and permissions
Adjusting roles and permissions for your users is essential for ensuring efficiency in their work. Discover how to modify roles, and enable/disable permissions in this article. Managing roles and permissions for your team members
Sometimes you may need to grant a specific group of legal members full access to all matters and contracts in LawVu, irrespective of their membership status in those matters.. To achieve this, you'll need to include these individuals in what are known as Administrator Groups. Check out this article to learn how Give legal users access to all matters and contracts in LawVu
Removing users from LawVu
In LawVu, you can only deactivate user accounts; there's no option to delete them. This is because our system needs to maintain a solid audit trail, and deleting users would disrupt that by creating gaps in our audit logs.
Disabling a user means they can't log in anymore, but their records will still be visible for historical purposes and will show in LawVu as "deactivated", with no access granted.
Before you deactivate someone's account, make sure you reassign their records to someone else so you don't lose access to their data. Check out how in this article How to reassign matters when people leave
Watch this quick animation for a step-by-step guide on how to deactivate a user:
For organizations using 'Single Sign-On,' your Network Administrator (IT) handles user removal.
For more information, you can refer to this collection of articles and share it with your IT team: Single Sign-on
Show deactivated users in your organization
You can show or hide deactivated users by clicking the 3-ellipsis button located on the right side of the page.
Exporting the list of users to Excel
Download a list of all the users to Excel by using the icon located at the top right of the User Management screen:
Prior to downloading the report, you can filter or sort the list by name, email, role, status, department, or when the user last logged in.
In the animation below, I have used a filter to display users according to their role and whether their status is either active or invited:
Checking available user licenses
As an Administrator, you're the go-to person for overseeing everyone's accounts in the company and making updates when needed.
To check the number of licenses, navigate to Settings and select Account details. In this section, you will be able to see the number of allocated seats assigned to your organization as well as how many have been utilized.
For any questions related to licenses, or if you want to increase the count, contact your dedicated Customer Success Manager.