Overview of Users and Roles

Who: All Users
Why: How the User profile and assigned Roles within Legal Panel Gateway determine what you see and how you use Legal Panel Gateway. 

Every Legal Panel Gateway User has a unique Username and Password which they use to log in toLegal Panel Gateway.Legal Panel Gateway keeps a record of the activities and who performed them (such as changes to Matters and Contracts). A “history” of activities can be displayed.

TheLegal Panel Gateway System Administrator creates an account and profile for eachLegal Panel Gateway User. The profile includes information about the User, the roles they can perform and their delegation limits (e.g. value of Order they can create before requiring manager approval).

  1. To see what roles and delegation limits you have, on theLegal Panel Gateway menu select Users > My Contact Details.
    The My Contact Details screen appears with the Details tab selected. The left side of the screen shows your basic User details. The right side lists the roles you are assigned (N2) within each Workgroup (N1).
    In the example shown above:
    The User belongs to two Workgroups (“FWG Group 1” and “FWG Group 2”).
    As part of those two Workgroups, the User has three roles (Approval Manager, Job Originator and Verification). The Word “Customer” indicates that these roles are assigned on the Customer side of Legal Panel Gateway.
    • B-0-3-4-0_Users-Roles-email_notify.png - indicates the role will receive automated email notifications.
    • B-0-3-4-0_Users-Roles-supervisor.png - indicates the User is a supervisor in this role.
    • B-0-3-4-0_Users-Roles-member.png- indicates the User is a member (not supervisor) in this role.
      Dollar amounts in brackets are the limits that the User can approve. If the amount exceeds that value, it is automatically sent to the designated Manager Workgroup for approval.

A role is effectively a job description. Each role has particular tasks that it can perform. A User may be assigned more than one role depending on the structure of the organisation and what workflows are required to satisfy the operational business rules. For example, in a very small Supplier organisation, all the roles may be fulfilled by only one person. Roles can be broadly categorised into Management roles and Operations roles.

(See the tables at the end of this topic for a list of roles and the tasks they can perform.)

The privileges and roles assigned to the User determine which parts of Legal Panel Gateway they can access. The example below shows the menu options available to two different Legal Panel Gateway Users. The first User has many more roles assigned to them than the second User.

    • N3 - The first User has an expanded list of menu options available to them.
    • N4 - Even though both Users in this example have the Reference menu, the first User has many more options when they drop down the menu because of their expanded role.

My Worklist - Summary is an area that shows the tasks you need to attend to. The list of tasks is limited by your privileges and roles. In the example shown below:

  • N5 - The User on the left has more roles and privileges and so their My Worklist - Summary displays many more categories of tasks to be performed.
Operations Roles


Job originator
  • Create orders

Contract administrator

  • Categorise, itemise, transmit orders

  • Approve budget variations and extension of time requests

  • Reopen orders and matters *


  • Ability to select provider contract to allocate to matter and orders


  • Action, review and approve invoices

Matter manager

  • Create, view and take ownership * of matters

  • Create matter templates

Approval manager

  • Approve high-value matter estimates, invoices, budget

Document reviewer

  • Review all Provider submitted documents (Initial Advice, Advice, Program)

Data analyst

  • Ability to view, run and create reports

 * Supervisor access required

Management Roles


System administrator

  • User management: create, update, maintain and add a user to the hierarchy. Ability to reset passwords against user profiles.

  • Manage workgroups

  • Set work type templates

  • Set customer configurations

  • Approve Key Personnel

 Hr admin

  • User management: create, update, maintain and add a user to the hierarchy. Ability to reset passwords against user profiles.

 Commercial contract manager

  • Create contract

  • Manage rates

  • Adjust KPI events

  • Set work type templates

  • Send internal and external broadcasts

Technical contract manager

  • Set contract components (templates - KPI, star ratings)

  • Send internal broadcasts


  • Maintain and verify compliance documents


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