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).

B-0-3-4-1_Users-Roles-My_Details-LBL.png
  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).
    B-0-3-4-2_Users-Roles-My_RolesWorkgroups-LBL.png
    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.
B-0-3-4-3_Users-Roles-Menu_Options-LBL.png

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.
B-0-3-4-5_Users-Roles-Worklist_Summary-LBL.png
Operations Roles

 

ROLE TASK
Job Originator Create and categorise orders
Contract Administrator Itemise, transmit ordersApprove budget variations and extension of timesReopen orders and matters
Scheduler Allocate and select provider contract for orders and matter
Accounts 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 (Inital Advice, Advice, Program)

Management Roles
ROLE TASK
System Administrator

User management (create, update, maintain user profiles and reset passwords)

Manage workgroups

Set work type templates

Set customer configurations

HR admin User management (create, update and maintain user profiles and reset passwords)
Technical contract manager

Create contract and its components (template, KPI’s, star ratings)

Set work type templates

Send Internal broadcasts

Commercial contract manager Create contracts and configure (add zones, manage rates)Send internal and external broadcasts
Compliance

Upload, maintain and verify compliance documents

Adjust KPI events

 
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