Setting Up Users

Every person in the office, regardless of role, needs to be added as a user on to the system. This is necessary for the login process as well as

allowing for different parts of the system to be restricted to users with certain roles.

Within the ‘Active’ section in the menu on the left hand side of the screen, you will see ‘PROADM – Progress Administrator’ as a user. Do Not Delete

this User. LawMaster uses the ‘Proadm’ user whenever we are required to access your database for support purposes, upgrades or testing. The

‘Proadm’ user does not impact on your licence count, even though it is within the Active users list.

Step-by-step guide

Adding a Resource/ User

1- Go to Security > Maintain User Security. The Maintain User Security screen opens.

2- Click the Add User link.

3- Details which may be entered for users include:-

• Resource No.: This is the identifier for the user and is normally the user’s initials e.g. GCM.

• System Access. Select the appropriate systems that this user will be able to access, which includes Practice Management, Client

Web Access and iBench.

• Date Resource Terminated. When a resource leaves the firm their termination date is recorded in this field. This date must be set

(and the ‘No Login’ box ticked on the User Settings tab) in order for the resource to be removed from the licence count of the firm.

• Resource Description. Name of user e.g. Gregory McInnes.

• Short Description. This field may be searched on e.g. Greg.

• Position. This is the resource’s job title e.g. Solicitor. Limit of 60 characters.

• Type of Resource. A resource type as defined by the RE- Resource Type parameters must be selected.

 E.g. S – Solicitor. The special resource types 'Z' and ‘X’ are used to prevent resources from being included on the various resource

performance reports. Unlike resource type ‘Z’, resource type ‘X’ allows such users to access the Lawyer’s Workbench. The

"resource type" parameter also holds the default activity rate and charge out rate for that type of resource and is brought into

corresponding resource fields when a resource is first added to the system. Refer to Resource Management for further information.

• Work Unit. This is the work unit or office (department) of the resource. A selection must be made from the OC – Work Units Non Accounting parameters. This is also termed 'organisation unit' e.g. C – Commercial.

LawMaster supports the concept of an office code being a branch, a department and a cell, each item being identified by a single

character. Various resource reports are produced by office code. (The term work unit is also used to refer to Office Code).

With respect to matters, the user may define the level of coding for the office code by ticking the Header box in Work Unit-Non

Accounting parameters. When an office code is a ‘Header’ this will prevent it from being assigned to a matter.

• Location. A selection is made from the codes defined in the OL – Office Locations parameter e.g. M-Main Office

Phone number. Ext. This is the phone number and extension of the resource or operator.

Email. Enter the email address of the resource.

• Reporting To. Specify to which user (must also be a resource in LawMaster) this resource will report to e.g. managing partner or

department head.

• Barcode No. If barcode systems are being used within the firm, a barcode number may be assigned to the resource.

• Operator Number. This number is used for scanning documents via the Mailroom Processing module. See Mail Room

Processing for further information.

• Authorisation Limit (used in Practice Management System). If the user has a ‘default to user’ for security purposes and the limit for the actual user is zero, then the ‘default to user’ limit will be used instead.

• Full Time Equivalent (FTE). The use of this field will enable budgets for non-fulltime resources to be calculated in relation to units available per day i.e. FTE * Units per Day. The default value = 1 where 1 is a Full Time Resource.

• Charge Rate (exclusive of GST) – per unit

• Actual Rate. A notional rate which represents the actual cost of employing the resource e.g. pay rate per unit

• Effective Date. Used to determine when Resource Type, Charge Rate, and Actual Rate commence.

NOTE: set the date to the day before you want the rate to take effect.

• Old Charge Rate.

• Old Actual Rate.

• Old Type of Resource.

• Outlook Tasks Synchronisation. Allows the Outlook Tasks to be synchronised either as per system default, enabled, or disabled on a per user basis.

• Remarks Once a user has been added, security details may then be applied. Also, you must add a login for the user so that they can access LawMaster

4. When once you have added the user, select the user and Click the ... button to the right of the Default to User: field to set the security level