User Management Update
We are pleased to announce several additions to the User Management tab which will provide Account Administrators greater visibility into their account usage, activity, and cost metrics::
- Dashboard Admins can now search and filter columns within User Management
- Tables were added to the top of the User Management tab containing the following metrics:
- Cost/User - The cost of each license
- Active - The number of licenses currently in use
- Available - The number of licenses available for use
- Exceeded - The number of licenses in use but not included in the current contract
- Two columns were added to the User Management tab
- Projects - Allows Admins to to view how many projects each user has access to
- License Type - Allows Admins to view each user's license status and type (See definitions below)
- Dashboard Admins can manage/modify a user's license type from the User Management tab
We have incorporated the updates from this release in the supporting content below. If you should have any questions, please contact your Client Success Director.
User Management for Dashboard Administrators
Nextpoint is pleased to offer User Management, available to All-Access Dashboard Admins in the Account Dashboard. From here, Dashboard Admins can now effectively view and manage all users in their firm's Nextpoint account.
User Management functionality includes the following:
- View all users in the firm's account and their associated details
- View all databases accessible to a particular user and their last access time
- Revoke a user's access for an individual database(s)
- Revoke a user's access for all databases
- Edit a user's database access level*
- Grant access for an individual database(s)
- Add a new account user, grant database access, and set access level*
*Important to note: Dashboard Admins are only permitted to grant access or edit user access levels in databases which they (the Dashboard Admin) have Advanced Access. This was thoughtfully considered by the Nextpoint team to ensure appropriate security measures are taken when handling access to client data and potentially sensitive materials.
I am a Dashboard Admin and need to grant database access to a user, but I do not have Advanced access to the database. What do I do?
To mitigate potential delays in gaining database access, a common workflow suggestion from Nextpoint is that Dashboard Admins add all other Dashboard Admins as Advanced users anytime they create a new database.
However, if you are a Dashboard Admin, and need assistance gaining access to a database, please first contact any other Dashboard Admin or Advanced User in the particular database and request they modify your access level. If an alternative internal contact is unavailable, please contact support@nextpoint.com for assistance.
Definitions
| Term | Definition |
|---|---|
| Firm Account | Your firm's Nextpoint account which houses all projects, databases, and any associated data. |
| Account Dashboard | An overview of user activity, data imports, and other key metrics associated with your firm's account. Access to the Account Dashboard is reserved for the Account Administrator(s). |
| Account Dashboard Administrator | A person(s) having administrative control of a firm's Account Dashboard and maintaining the ability to monitor user activity, user access, data imports, key metrics and the creation of new Projects and Databases. |
| Database | A secure, collaborative, workspace which hosts both active and inactive data. |
| User | Anyone having access to a database in your firm's account. |
| License Type | Reference the main User Management tab, far right column. Here, you will see a status displayed for each user which outlines if they are Active or Inactive, and a description of the user license option(s) included in your contract. (e.g. Active - Internal). Note, if a user is Inactive, they are associated with your account, but do not currently have access to any databases. |
Navigating User Management
Outlined below, are the steps for navigating the different User Management functionalities.
To view all users in your firm's account, begin by navigating to your Account Dashboard via the top left drop-down > click Manage Account.
Click on the User Management tab. All users in your account will be listed together with their email address, last database they accessed, date they last accessed Nextpoint, total count of projects to which they have access, and their license type.
This instant snapshot of account users and their recent activity will provide Dashboard Admins the opportunity to be more proactive when it comes to account activity and license management.
To add a new user to your firm's account (e.g. a new attorney joins the firm), first navigate to your Account dashboard via the top left drop-down > Manage Account > and click on User Management.
Then, click the green Add User button at the top right of your User Management screen.
- You will be prompted to enter the user's email address at the top left and select the appropriate license type for that user (e.g. Internal).
- Select the database(s) to which you would like to add the user. Click the arrow at the top of the list to open a drop-down and select "All Databases" or "None", or in the alternative, check the boxes next to individual databases to make your selection.
- Select the access level(s) for Discovery and Litigation databases, respectively.
- Finalize your selections by clicking the green Add User button.
If you are the Dashboard Admin adding the user, you will receive a confirmation email recording the user and databases to which they now have access.
The invited user will receive an email from Nextpoint with a link to setup their user account and accept the invitation to access the database(s).
To view all databases a user can access and when they last accessed, first make sure you have navigated to the User Management tab of your Account dashboard via the top left drop-down > Manage Account > and click on User Management.
Then, click on the user's name or email from the comprehensive list.
You will be brought to the User Details page which displays all databases the user currently can access.
Supporting information includes the associated project name, database type (Discovery or Litigation), access level, and timestamps for when they were invited to the database, joined the database by accepting the invitation, and last accessed.
To revoke a user's access to individual databases, first make sure you've navigated to the User Management tab of your Account dashboard via the top left drop-down > Manage Account > and click on User Management.
Click on the user's name or email from the comprehensive list.
You will be brought to the User Details page which displays all databases the user currently can access.
- Select the database(s) from which you would like to remove the user's access.
- Finalize your selection by clicking Remove from Database.
You will be prompted to confirm "Are you sure you want to remove this user's database access". Click OK to confirm or Cancel to deny and return to the User Details page.
This action cannot be undone.
If you are the Dashboard Admin removing the user, you will receive a confirmation email recording the user and databases from which they have been removed.
Note: The Admin who removed the user is the only recipient of this email. The user will not receive an email acknowledging their access removal.
To inactivate a user in your your firm's account (e.g. a paralegal user is not currently working on a case in Nextpoint, but may in the future), first navigate to your Account dashboard via the top left drop-down > Manage Account > and click on User Management.
From the main User Management tab, navigate to License Column and select Inactive from the drop-down menu.
Note: Inactivating a user will remove them from all databases. If they should become Active again in the future, they will need to be re-added to any applicable databases.
You will be prompted to confirm "Are you sure you want to remove this user from all databases? This cannot be undone.". Click OK to confirm or Cancel to deny and return to the User Details page.
This action cannot be undone.
If you are the Dashboard Admin removing the user, you will receive a confirmation email recording the user and databases from which they have been removed.
Note: The Admin who removed the user is the only recipient of this email. The user will not receive an email acknowledging their access removal.
To remove a user from your firm's account (e.g. an attorney leaves the firm), first navigate to your Account dashboard via the top left drop-down > Manage Account > and click on User Management.
Click on the user's name or email address to be brought to the User Details page which displays all databases the user currently can access.
Click the red Delete User button at the bottom right of the page.
You will be prompted to confirm "Are you sure you want to remove this user from all databases? This cannot be undone.". Click OK to confirm or Cancel to deny and return to the User Details page.
This action cannot be undone.
If you are the Dashboard Admin removing the user, you will receive a confirmation email recording the user and databases from which they have been removed.
Note: The Admin who removed the user is the only recipient of this email. The user will not receive an email acknowledging their access removal.
The User Management functionality also allows Dashboard Administrators to edit a user's access level for individual databases. To do so, first navigate to your Account dashboard via the top left drop-down > Manage Account > and click on User Management.
Click on the user's name or email address to be brought to the User Details page which displays all databases the user currently can access.
From the User Details page, locate the database for which you would like to update the user's access.
- Click the current Access Level (in the below instance, Advanced) so a drop-down of the various access levels appears.
- Then, select the new Access Level you would like to assign the user in the selected database (in the below instance, Standard). The user's access level will be automatically updated when a new Access Level is selected from the drop-down.
To grant an (existing) user access to a database, first navigate to your Account dashboard via the top left drop-down > Manage Account > and click on User Management.
Click on the user's name or email address to be brought to the User Details page.
By default, the User Details page displays all databases the user currently can access via the Current Access tab.
To add the user to a database which they do not yet have access, click on the tab titled Add to Databases.
- Select the database(s) to which you would like to add the user with access.
- Select the access level(s) for Discovery or Litigation databases, respectively.
- Finalize your selections by clicking the green Add User button.
Want to learn more about User Management and how you can add to your firm's Nextpoint account? Contact your Account Director for further information.
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