This article will walk you through removing a departed user from LawToolBox.

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How to remove a user in LawToolBox:

  1. Admin user go to admin.lawtoolbox.com > Users > Actions > Delete
  2. Mail forwarding: recipient selection Yes or No (automatically audit the recipient user's calendars)
  3. Recommended: Download Report for user's matters
  4. Unshare all matters
  5. Delete User


Important Notes: 

Before following the steps below the departed user must still be a licensed M365 user to avoid "undeliverable" notifications. 


If the user has been departed for a long time and have been converted to a shared mailbox, contact your M365 Admin to add a temporary mailbox license.


Please check with IT about mail forwarding before proceeding so you know who receives emails on the departed users behalf. We recommend temporarily disabling mail forwarding to avoid issues. 



Common issues if the above is not verified:

Undeliverable:

Unlicensed:


Mail forwarding: 





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Step-by-step:


Go to the Admin portal: 

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1. Remove User

Navigate to admin.lawtoolbox.com >  Users > Actions > Delete

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2. Mail forwarding: Select one

Note: Used for monitoring upcoming calendar events

  1. Yes or not sure, select a user in the dropdown who is receiving the forwarded emails from the departed user
  2. This feature will automatically audit any calendar entries that may be forwarded from a departed user. 
  3. Note: We do not support multi-recipient mail forwarding. We recommend temporarily disabling mail-forwarding in 365



IMPORTANT: Mail forwarding can cause "canceled" for the recipient user on their shared deadlines as we remove all upcoming events from the departed user calendar. 


If you see cancelations after removing a user, you will need to force re-sync all the deadlines for the affected users:

https://admin.lawtoolbox.com/event/cancelled-events

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3. Departed User's Matters

  1. Select "All" and "Unshare Matters" 
  2. Please note, if a user is associated with matter, it will keep the matters open and will only remove the departed user
  3. Please wait, this may take some time to complete:
    • Remove user from all upcoming events, then remove user from matter
    • Repeat for next matter


Note: the matter report will be downloaded automatically and can be used for reassigning matters to another user

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4. Delete User

Note: If there are no shared matters click "Delete user"


Success! Your user has been deleted from LawToolBox.

If you need to add a new user, please see Admin: How to add a new user in LawToolBox


Video walkthrough:


****UPDATED 11/30/2023*****