Setting User Permissions for File and Contact Management

In this article:

• User Permissions
• Closing Options

Closing (or archiving) files and contacts hides previously completed case files and client information from day-to-day processing and reporting lists. Typically, firms will close out a file after ensuring it has been fully documented and paid in full. 

User Permissions

Only administrators can close contacts and files by default. Non-admin users need to be granted Edit and Close security settings for these items. This section will cover how admins can set these permissions.

To set permissions:

1. Navigate to the Administrator Settings menu, then select Users and then the Security tab.
2. Expand the Contacts and Case Files section.
3. Choose a Group from the options on the left-hand side of the page. This will open the settings for that group.
4. Toggle the Assign Permissions for Group option on.
5. Toggle Edit and Close on.
6. Save your changes.
   

Closing Options

There are several options to control how closing files and contacts will work. This section will explain these options and show administrators how to adjust them.

To find these options:

1. Navigate to the Admin menu, then select Firm and then the Settings tab.
2. Click the Files option from the Settings ribbon.
3. Scroll down to the Closing Files section. 
4. Make changes to the file-close options (see table below).

   Option	Purpose
   Allow files to be closed with unbilled time/fees (toggle)	Determine whether a file can be closed with unbilled time or fees.
   Default format for closed file numbers (dropdown)	Determine the closed file number: whether a new number is generated, a number is to be added manually, or the existing file number is to be used.
   When closing a file, print the client ledger (dropdown)	Determine whether the client ledger should be printed upon file close, or whether the user should be asked in each instance.
   Close contact when closing last file (dropdown)	Determine whether the contact should automatically be closed when their last file is closed.
   When reopening a file, always ask for a new number (toggle)	Determine whether a closed file will be assigned a new number when reopened.

5. Click Save to save your changes.

Related Articles

• Managing Files
• Managing Contacts