User Management Documentation

User Management User Management is used to manage user registration and account information throughout the system for controlling user access, permissions, and organizational structure. This comprehensive module handles user profiles, role assignments, department mappings, and various configuration settings that determine how users interact with different system functionalities systematically across the platform.

Accessing User Management

1. Navigate to the Settings section by clicking the settings icon in the header bar on the left side.
2. Under the Users section, click on Users Registration

User management navigation through settings menu interface

Managing Existing Users The User Management page displays all users in a table with comprehensive management capabilities:

The page includes search functionality and action buttons at the top:

• Search All Columns: Global search functionality to find specific users
• Upload User Excel: Import users from Excel template files
• Download User Excel: Export user data in Excel format
• Add New User: Create new user accounts

User management interface showing search, import/export options and add new functionality

User Information Grid

The main table displays detailed user information with:

• Profile Picture: User profile image thumbnail
• User Name: Login username
• Full Name (English/Arabic): Display names in both languages
• System Role/Display Role: Assigned role and custom role display name
• Email/Mobile: Contact information
• Office/Department: Organizational assignments
• Email Alert/Two Factor: Notification and security settings
• Auto Mapping: Automatic role mapping status
• Admin Access: Administrative privileges indicator
• Timesheet/Hourly Rate: Time tracking and billing configuration
• Last Login Time: Recent activity tracking
• Status: Active/Inactive

Existing users grid view with comprehensive user details and status indicators

Available Actions

Users can:

• Edit user profiles and settings
• Resend Password Link to reset password
• Send Username and Password via email - This will send username along with a link to set the password
• User Transfer to reassign clients, matters, cases and projects individually to another user, this comes handy when some user leaves the law firm and the clients are divided amongst multiple users
• User Transfer All for complete data migration - this will transfer all the data from this user to the other user, this comes handy when some user leaves the law firm and all the clients are assigned to a single user only
• Send Temporary Password for immediate access, This will send username along with a temporary password on email which the user will be forced to change once the user logs in the system 
• Disable Two Factor authentication when enabled, To disable the two factor authentication if enabled by the user

User action dropdown menu showing available management options

Adding a New User

1. On the User Management page, click the Plus icon in the top right corner
2. Configure the following sections in the user creation form:

Role Configuration

• Role Name: Select the user role from the dropdown using single selection
• Auto Mapping: Check to enable automatic role-based mappings
  • When enabled, user will be automatically mapped to appropriate resources based on role
    • For Lawyer, user will be mapped to all available locations
    • For Secretary, user will be mapped to all available users
    • For Clerk, user will be mapped to all case types in the selected locations
  • When disabled, manual mapping configuration is required in User Mapping section

Location Mapping (for Clerk roles)

When Clerk role is selected and automapping is enabled:

• Location: Select locations for clerk assignment using multi-selection
• Map to all locations: Check to assign clerk to all available locations

Location assignment interface for clerk role configuration

Basic Information

• User Name: Enter unique username for system identification
• Email: Enter email address for account notifications and system access
• First Name (English): Enter first name in English
• First Name (Arabic): Enter first name in Arabic
• Last Name (English): Enter last name in English
• Last Name (Arabic): Enter last name in Arabic

Basic user information form with bilingual name fields

Organizational Assignment

• Department: Select one or more departments using multi-selection
  • Access To Selected Department Only: Check to restrict user access to selected departments only    

For restricted department access, the user can only see the matters and cases registered in the selected department

• Office: Select office location from dropdown using single selection

Department and office assignment with access restriction options

Communication and Access Settings

• Enable Email Alert: Select Yes/No for email notifications
• LSR Approver: Select Yes/No to designate user as Legal Service Request approver
• Language: Select English or Arabic as default interface language
• Share User Credentials: Check to email login credentials to the user

Communication preferences and access control configuration

Time Keeper Configuration

• Time Keeper: Check to enable time tracking capabilities for the user

When Time Keeper is enabled, additional configuration becomes available:

• Working Hours: Picked from the user office
• Billable Hours: Picked from the user office 
• Non Billable Hours: Picked from the user office 
• Hourly Rate: Enter billing rate in numeric format

Time keeper configuration section showing working hours and billing rate settings

Profile Picture and Language

• Profile Picture: Upload user profile image
  • Supported formats: .gif, .png, .jpg, .jpeg

Profile picture upload and language preference selection

3. Click Submit to create the new user account

Complete user creation form showing all configuration sections

Editing an Existing User

1. On the User Management page, click the Edit action in the action menu
2. When editing an existing user, additional advanced configuration options become available:
   
   

Only those fields are covered which were not present in the user creation

Additional Settings

• Clear Mappings: To clear all the mappings for this user
• Mobile: Mobile phone number for contact

Communication and Access Settings

• Due Payment Reminder: Select Yes/No for payment notification alerts
• Received Payment Reminder: Select Yes/No for payment receipt notifications
• Timesheet Approver: Select Yes/No to enable timesheet approval capabilities
  
  

Timesheet Approver Configuration

When Timesheet Approver is enabled:

• User: Select users for whom this user can approve timesheets using multi-selection
• Select All: Button to quickly select all available users

Additional Reminders and Approver Settings

Email Preferences

Configure email notifications for different modules, if this is enabled, user will be added in cc for every mail that is sent by the system related to the specific module:

• Case: Enable case-related email notifications
• Matter: Enable matter-related email notifications
• Client: Enable client-related email notifications
• Project: Enable project-related email notifications
• Case Hearing: Enable hearing notification emails
• Document Expiry: Enable document expiration alerts

Email notification preferences for different system modules

Access Restrictions

Configure restricted access for sensitive data:

• Client: Restrict client data access, user can only see those clients in which they are either responsible or supervisor
• Matter: Restrict matter data access, user can only see those matters, in which they are either responsible or supervisor 

Access restriction configuration for sensitive information

Administrative Controls

• Time Keeper: Enable time tracking functionality
• Can Have Admin Access: Grant administrative system access
• Can see all data in case grid and reports: Enable comprehensive data visibility

Administrative access controls and data visibility settings

Advanced User Permissions

Configure advanced permissions for experienced users:

• Enable Accounting Summary: Grant access to financial summaries, this will show the account summary on the dashboard for this user
• Enable edit access for all: Configure comprehensive editing permissions
  • Client: Full client data editing
  • Matter: Full matter data editing
  • Case: Case editing with permission levels (Full/Enter Only/Read Only), To enable, select the checkbox, select the permission and click "Reset Permission"
  • Project: Project editing with permission levels (Full/Enter Only/Read Only), To enable, select the checkbox, select the permission and click "Reset Permission" 
• Reset Permissions: Buttons to reset ACL permissions for specific modules

Advanced permission configuration with granular access controls

User Identification Settings

• Short Code: Enter abbreviated identifier for anonymity in contracts
• Color Code: Select color for user identification in reports and interfaces
• Agreement Status Updates: Allow user to mark client agreements as signed in the Existing Client Action Menu
• Payment Status Updates: Allow user to mark client payments as completed in the Existing Client Action Menu 

User identification and special permission settings

Status Configuration

• Active/Inactive: Toggle user account status using the status toggle button

3. Click Submit to update the user settings

User Export Feature

Excel Download

Users can download an excel having the details of all existing user, to download, click the download excel button on the existing users page

User Import Features
To import, click the upload button on the existing users page 

Excel Template Download

Users can download a pre-formatted Excel template for bulk user creation:

• Download Excel Template: Provides standardized format for user data entry
• Template Format: Includes all required fields with proper formatting guidelines
• Upload User Excel: Import multiple users from completed Excel template
• Format Requirements: Date fields must be in dd/mm/yyyy format
• Validation: System validates data before import and provides error reporting

Excel template download interface for bulk user import

Reference:

• Role Name field references the Roles Master
• Department field references the Department Master
• Office field references the Office Master
• Location field references the Locations Master (for Clerk roles)