The below article explains the different roles of users who have access to LawToolBox as licensed users.
Required Users:
- Central Docketing User - Master Calendar
- LawToolBox Admins - access to admin.lawtoolbox.com
- LawToolBox Experts - fully trained docketing users on the daily use of LawToolBox
- Attorney Users - active or passive users who receive deadlines, reports & reminders
Additional Users:
- Docketing End User Expert
- Docketing Clerk User / Practice Calendar
- Managing Partner - Passive End Users
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REQUIRED: CENTRAL DOCKETING USER (CDU)
A required independent account to act as a Master Calendar
- All LawToolBox accounts are required to have a firm-wide Master Calendar, called Central Docketing User
- CDU is set to auto-share to all matters and can not be removed
- CDU will receive every deadline created by LawToolBox (the calendar can be viewed as a Master Calendar)
- CDU can be used to run firm-wide reports
- CDU account will have access to admin.lawtoolbox.com to manage all matters and users
- This account's credentials will be given to IT staff and main admin users
- Additional practice calendars can be added, but not required
Notes:
*This is not a person, but a stand-alone account designated for LawToolBox as a Master Calendar
**See FAQ - Central Docketing User & Practice Calendar
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REQUIRED: LAWTOOLBOX ADMINS
LawToolBox Admins can go to admin.lawtoolbox.com to manage firm and user settings.
A few of the things that LawToolBox admins can do are:
- FAQ - How to add a new user in LawToolBox
- FAQ - How to remove a user in LawToolBox
- FAQ - Edit User Settings & Permissions
- FAQ - Manage firm settings
- Manage Matters app.lawtoolbox.com
- See all articles in Admin User FAQ
Notes:
*Admin users can be:
- be expert users and use LawToolBox daily
- independent users and do not need to use LawToolBox daily
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REQUIRED: LAWTOOLBOX EXPERTS
LawToolBox Experts have full access to app.lawtoolbox.com, outlook or Teams add-in to manage matters, calendar deadlines, run reports, and use any of the LawToolBox features daily.
LawToolBox Experts are designated prior to roll-out and are the hands-on LawToolBox users responsible for organizing and scheduling onboarding training sessions, and coordinating the adding & training of new users. Experts are the first point of contact for end-user questions/issues, and train a replacement expert when one departs.
- Every account is asked to assign 2 or more experts per department.
- Experts are project leads and will work with IT and leadership to steer the implementation timeline and internal business processes
- Experts and admins attend all LawToolBox training sessions
- Experts help identify unique workflows, naming conventions etc. for LawToolBox and relay internally the use of LawToolBox
- Experts are a designated internal resource to train new users and help set Outlook rules, calendar filters and enable the add-in, as well as training new users on LawToolBox
- If an expert leaves and does not have a trained replacement, LawToolBox can schedule additional training for a fee
Notes:
*Experts attend all sessions with LawToolBox
**Experts help coordinate training and onboarding new users
***See End User FAQ knowledge base
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REQUIRED: ATTORNEY USERS - PASSIVE END USERS
Any LawToolBox user who can be shared on a matter in order to receive deadlines on the calendar.
Attorney users can be active users:
A user has access to the add-in to see the dashboard, matters, receive deadlines and reminders, and receive reports and use any of the LawToolBox features that they have access to granted by the LawToolBox admin.
- Sign in to Outlook add-in
- View the dashboard for their upcoming deadlines
- Self-serve reports for their upcoming deadlines
- Review notifications across matters they have been shared on
- Review matters and review deadline charts for cases they are involved in
Attorney users can be passive users:
Passive users can be attorneys who never log into LawToolBox, but receive deadlines, reminders, and reports for their cases. Can always become active users, but not required to.
- Receive deadlines as all-day events on their outlook calendar
- Receive email reminders for their cases
- Receive reports generated by their staff
Notes:
*Any user who is added via admin.lawtoolbox.com
**Attorneys may have restricted access to view only
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DOCKETING END-USER EXPERT
LawToolBox End Users have access to app.lawtoolbox.com, outlook or Teams add-in to manage matters, calendar deadlines, run reports, and use any of the LawToolBox features in daily workflows.
These users understand the full functionality of LawToolBox and are responsible for training new users and answering questions on LawToolBox internally. If a Docketing expert is unable to answer specific questions, they can reach out to LawToolBox for support.
Notes:
*End users are active users who have full permissions
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DOCKETING CLERK USER / PRACTICE CALENDAR
Docketing clerks have a separate account (different from personal work email) to access LawToolBox.
These users calendar on behalf of a specific office or practice group, but may not actively work on cases.
Docketing clerks only add events to their work calendar on a small number of cases they are personally involved in.
Notes:
*active users who have full permissions
** See the related article on how to configure a docketing expert
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MANAGING PARTNER - PASSIVE END USERS
LawToolBox Managing partner account is similar to a practice group calendar, where all cases are shared to this user and is a secondary account for a managing partner primarily used for reports.
Only important cases will be shared with the managing partner's personal work email to receive the deadlines for a handful of important cases.
Notes:
*A secondary account for a managing partner