User Management in DepoDirect provides a way to manage the different people that you want to have access to your DepoDirect account.

What is an account?

A DepoDirect account is typically set up with one account for the entire law firm. The idea behind this setup is to have a central place for all of your firm's cases and billing. Doing so makes it simple to share case and deposition information between members of your firm as needed.

We do not recommend multiple accounts for a single law firm, as that complicates sharing information and the teammates functionality.

Understanding users

In the DepoDirect platform any person you want to access your data needs to be added as a User. This grants that person the ability to log in with their own email and password. Having individual logins also allows our auditing systems to know who viewed and made changes to information. We strongly discourage sharing logins for that reason.

User roles

There are two user roles in the DepoDirect system that grant different levels of data access automatically.

Administrator

Administrators have the ability to access and change any data in DepoDirect. This includes all Cases, Events, and Exhibits within the account.

Administrators are also responsible for managing the Users within your Account. This is the only user type that can see the User Management page to invite new Users to the account. Administrators are also able to deactivate Users, which will prevent them from logging in again.

There will always be at least one Administrator on an account.

Standard

Standard Users are limited in the data they can access and change. They are only able to see data that they added themselves or have been added to as a Teammate.

The Standard User role exists to provide access to someone within your firm without allowing them to see everything the firm is working on. With this role, it is important to remember that they will need to be managing their own Cases and Events or be added as a Teammate to the Cases and Events relevant to them.

Suggested account setup

With the multiple User roles in DepoDirect, there are two suggested ways of setting up your account for your firm. These setups are generally based on the size of your firm, but either setup can be used for any firm. The setups focus on trying to limit access to data to only the information relevant to a specific person.

Large firm account setup

Larger firms, defined here as firms of 20+ associates, are generally working on a wide range of Cases where not every associate needs to access information on every Case. The firm may be at a size where seeing all of the Case data in one place might be overwhelming as well.

For firms of this size, we recommend having a small set of Administrators who can manage the overall account. These Administrators may be people who need to manage who is added or removed from the account, like someone in IT. The Administrators may also be more senior leadership that want to have access to the full set of Cases the firm is working on. We recommend a minimum of two Administrators on these larger accounts, to ensure there is more than one person that can add or remove access for other users.

The rest of the members of your firm should be added as Standard users to DepoDirect. These people will be able to see only the Cases and Events they create or are added to as Teammates. This setup gives them flexibility for an administrative assistant to handle the Case creation and Event scheduling in DepoDirect, and then add the necessary paralegals and attorneys as Teammates to the Case.

Small firm account setup

Smaller firms may generally have a setup where there is not a need to keep Case information private between members of the firm. Each member of the firm may be helping out on a wide variety of Cases, and easy access to the Case data is important.

For firms with this kind of need, we recommend that all members be added with the Administrator role. This avoids the need to work with the Teammates functionality. When every member should have access to all of the data, this saves time by the Administrators already having the necessary access.

Adding new users

Adding users to your account will give them access to the data in your account. Only Administrators can add users to an account. Standard users will not be able to access the User Management page.

Step 1 Navigate to the User Management page through the profile menu in the top right and clicking User Management.
Step 2 Click the Add User button to open the Add User modal.
Step 3 Fill in the Add User modal by providing a first name, last name, email, and role. Review the User Roles section above on this document to understand the difference between the Administrator and Standard roles. Click Save and an email will be sent to the provided user's email address for them to accept their invitation and set up a password.

Resending an invitation

When a user is invited to DepoDirect, they are sent an email with a link to set up their password. This link does expire after a set period of time. If that happens, you will be able to resend the invitation to that user with a new link for completing their account.

In order to resend an invitation:

1. Navigate to the User Management page.
2. Find the user you want to resend the invitation to. This user must be in the Invited status.
3. Select the three dot menu to the right of the user row.
4. Choose the Resend Invite option.

Deactivating users

When you have a user that no longer need access, you can deactivate that user in your account. Deactivating a user will disable their ability to log in to your account, but will retain any data they created in the account.

In order to deactivate a user:

1. Navigate to the User Management page.
2. Find the user you want to deactivate in the list.
3. Select the three dot menu to the right of the user row.
4. Choose the Deactivate User option.
5. Confirm the deactivation.

Reactivating users

If you have a deactivated user that you wish to allow access to your account again, you can reactivate them. Reactivating will allow the user to log in and access all of the data the user previously had access to.

In order to reactivate a user:

1. Navigate to the User Management page.
2. Find the user you want to reactivate in the list.
3. Select the three dot menu to the right of the user row.
4. Choose the Reactivate User option.
5. Confirm the reactivation.

Deleting users

There is one situation where a user is deleted completely instead of deactivating. Users that are still in the Invited state, meaning they have not created a password and logged in, can be deleted completely. Deletion is allowed, because they have not logged in, and thus have not accessed any data yet.

In order to delete a user:

1. Navigate to the User Management page.
2. Find the user you want to delete in the list. They must be in the Invited status, and cannot be Active.
3. Select the three dot menu to the right of the user row.
4. Choose the Delete User option.
5. Confirm the deletion.