User Management
Control who has access to your system and what they can do with comprehensive user management tools.
Overview
User Management provides centralized control over user accounts, roles, permissions, and access levels across your Sapphire Legal AI system.
Core tasks
Adding new users
- Navigate to Admin → Users → Invite
- Enter user's email address and full name
- Select appropriate role and permissions
- Choose which cases/projects they can access
- Set account expiration if needed
- Send invitation email
User roles and permissions
- Super Admin: Full system access and configuration
- Admin: User management and system settings
- Attorney: Full case and document access
- Paralegal: Case management and document editing
- Associate: Limited case access with supervision
- Read-Only: View-only access to assigned cases
- Client: Limited access to their own cases
Access control
- Case-level permissions: Control access to specific cases
- Document restrictions: Limit document viewing and editing
- Feature access: Enable/disable specific functionality
- Time-based access: Set account expiration dates
- IP restrictions: Limit access to specific locations
User lifecycle management
- Account provisioning: Automated user setup workflows
- Permission changes: Modify access as roles evolve
- Account suspension: Temporarily disable access
- Account termination: Remove access and archive data
- Offboarding: Secure data transfer and cleanup
Tips & best practices
Security best practices
- Use the principle of least privilege
- Regularly review and audit user permissions
- Implement strong password policies
- Enable multi-factor authentication for all users
- Monitor and log all user activities
Role design
- Create roles based on job functions, not individuals
- Document role responsibilities and permissions
- Regularly review and update role definitions
- Use role templates for consistency
- Test permissions before applying to production
Compliance considerations
- Maintain audit trails for all access changes
- Implement segregation of duties
- Regular access reviews and certifications
- Document approval workflows for permission changes
- Ensure compliance with industry regulations
Role-based notes
For Super Admins
- Manage system-wide user policies and settings
- Configure authentication and authorization systems
- Monitor system-wide security and access patterns
- Implement enterprise-wide security policies
- Coordinate with IT security teams
For Admins
- Manage user accounts and permissions
- Configure role-based access controls
- Monitor user activity and access patterns
- Handle user onboarding and offboarding
- Respond to security incidents and access requests
For Practice Managers
- Coordinate user access for case teams
- Ensure appropriate access for case assignments
- Monitor team productivity and access patterns
- Coordinate with administrative staff
- Maintain case-specific access controls
Troubleshooting
Common user issues
- Login failures: Check credentials and account status
- Permission errors: Verify role assignments and case access
- Access denied: Check IP restrictions and time limits
- Feature not available: Verify feature permissions
- Account locked: Check failed login attempts and policies
Administrative issues
- User not receiving invites: Check email settings and spam filters
- Permission changes not taking effect: Verify role assignments and refresh
- Bulk operations failing: Check file formats and validation rules
- Audit logs incomplete: Verify logging configuration
- Integration issues: Check SSO/SCIM configuration
Note
Pro tip: Use role templates to ensure consistent permission sets across similar user types.
What's next
- Security Settings - Configure authentication and security policies
- System Configuration - Customize system-wide settings
- Authentication - Integrate with external identity systems