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LawVu Customers, Article 2: Managing your Legal Service Providers
LawVu Customers, Article 2: Managing your Legal Service Providers

Add your LSPs to LawVu and manage their access level and profiles

Alina avatar
Written by Alina
Updated over a week ago

In this article:


External Legal service providers (LSPs) are a vital resource for In-house legal teams.

Simply get in touch with your contact at LawVu. They will assist you in setting up the Spend Management capabilities, so you can invite your preferred LSPs to collaborate with you in LawVu. There is no cost to the LSP for doing so.

Note: You must be a LawVu Administrator to perform these actions.

In this article, the terms Legal Service Providers (LSPs), Law Firms, and Outside Counsel are used interchangeably.


Connect with a Legal Service Provider

There are two ways to add an LSP in LawVu : through the Legal Service Providers tab or from the Directory, both options being equivalent.

From the LawVu Home page, click on Organization settings and select Legal Service Providers and then Settings.

If you already have legal service providers (LSPs) in the Directory, you will find them listed here, along with their connection status.

If you don't have any LSPs, you will be presented with the below screen and have the option to Add a legal service provider.

In the popup that opens, you can first search for the LSP you need to invite. In this example, I have searched for and found "Legal 123".

Click on Add next to the name to send the LSP an invitation. If the search reveals no matches, click the Add a new legal service provider button.

You'll be asked how you would like to connect to the LSP:

Once you have selected the appropriate access level, you'll be prompted to input further information for the LSP such as the address (for new LSPs being added to the directory) and details of your key contact at the firm to whom you can send the invitation.

Note: If the LSP is already in the global directory, it's likely that the external counsel already has an assigned organization admin(s). If you are sending the invitation to someone who doesn't have LawVu access yet, the current organization admin(s) will be notified to accept the invitation to connect and add your designated key contact as a new user. Once the current admin has accepted the invitation and accepted the request to add your key contact, the new user will subsequently receive the invitation.


Collaboration

If you select the Collaboration access level when connecting to an LSP, you will need to enter the email address of your key contact at the firm to whom the invitation will be sent. The LSP will receive an email to set up their login to the LawVu portal.

Once the invitation to collaborate has been accepted, the LSP can be added as a member to matters and contracts, upload invoices, and appear in Spend reporting.

When accessing a matter, the LSP user will have virtually the same view as a user from your own organization.

However:

  • the LSP user can only ever be assigned as Matter Manager or Delegate Matter Manager, never Matter Owner.

  • the LSP user will not be able to restrict/unrestrict matters.

For more information on how to assign and collaborate with your LSP on a particular matter, check this article.


Billing only

If you select the Billing only access level when connecting to an LSP, you will need to enter the email address of your key contact at the firm to whom the invitation will be sent.

Once the invitation has been accepted, the LSP can upload invoices in LawVu but will have no visibility of any matters and contracts.

By choosing this level, the LSP will not have access to other details or participate in any other activities beyond being able to upload invoices.

They will not have access to:

  • Matter details

  • Matter files

  • Tasks

  • Contracts

  • Members

  • Security

  • Time entries

  • Actions

  • Conversations

To enable them to upload invoices, you will need to include the LSP to the matters as Billing Only member.

From the Members tab of the selected matters, search for the LSP in the dropdown and add them as Billing-only member:

From here on, the LSP will be able to upload invoices against the matters you added them to.


No access

By selecting the 'No access' level for the LSP, they will be listed in your Directory, however, they won't have access to any matters, contracts, or invoices.

They will simply not know you exist. The benefit of this access level is that you can still upload invoices for them and assign expenses to them.

Here's an example of how I upload invoices for my Legal Service Provider - whom I have added as No access:


Pending

If your LSP has not yet accepted your invitation to collaborate, the system will display them as Pending. To resend the invitation, click on the envelope icon:


In the event that you have wrongly sent the invitation to an incorrect email address or wish to modify the invitation recipient, simply click on the LSP name. From there, click on the contact first name and use the people picker to search or add a new user.


Which access level should you choose for your LSP?

Selecting the appropriate collaboration level with your LSP is crucial for effective access, communication, and invoice management while maintaining confidentiality and control. Here are some pointers:

⤑ Choose the Collaboration level if you want the LSP to have full access to matters, contracts you add him to, and the ability to upload invoices. They can actively participate in matter-related activities.

⤑ Choose the Billing Only level If you only need the LSP to upload invoices without them having any visibility over matters and contracts, select this level. They won't have access to other details or participate in other activities.

⤑ Choose the No access level if you don't want the LSP to access matters, contracts, or be able to upload invoices, but you still want to handle invoices on their behalf.

No worries, if you later change your mind, you can modify the access level of your LSP at any time by following the instructions outlined in this article: LawVu Customers, Article 3: Change the access level of your LSPs


Manage LSP profile information


You also have the ability to view detailed information of legal service providers added to your directory. Navigate to the Legal Service Provider section under Organization settings and click on the LSP name to view their profiles and update necessary details if needed.

  • Company name and address. The address field is used for reporting on the LSP per region. Note that you cannot edit the LSP name and address; only the LSP organization admin has the ability to modify this information.

  • Expertise. This is a reporting field, it lets you add expertise tags to specify the services offered by the LSPs for your organization.

  • Key contact information. This is your key contact at the firm to whom the initial invite to collaborate is sent. To modify, click on the contact name and perform a search using the people picker. You can also add a new user which will then trigger an invite and send a notification to the LSP org admins to get the user added.

  • LawVu ID number. This ID is automated and assigned when an LSP is added to the global directory.

  • Legal service provider ID. Assign an ID for the LSP for internal tracking purposes.

  • Tax type. This field is managed by the LSP.

  • Tax number. This field is managed by the LSP.

  • Files. Documents specific to the LSP can be stored here. You can download, email, delete, and rename files, and also upload new versions. Access to these files is restricted to organization admins.

  • Budget. You can allocate a budget for the LSP and track your spend through Spend reporting. Any changes made to this field will be reflected in the data within Legal Service Providers > Budgets, and vice versa.


Clicking on the existing LSP access at the top right-hand side of the page allows you to modify the LSP access level. For more details on changing the access level of your LSPs, click here.

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