Updated by Maarten Truyens
In order to administer users, you need to use an administrator account, and click on a relevant option in the upper right corner of ClauseBuddy.
Users typically correspond to physical persons — like Mia, John, Marie and Peter. You can create as many users as your subscription allows (e.g., 5 in the free version of ClauseBuddy).
Each (physical or functional) user will have a security code ("login") associated with his/her account. You can treat this security code as a combination of a user name and password, so you should properly safeguard this code.
[ENTERPRISE version] The Enterprise version of ClauseBuddy also allows you to create functional users, such as "External client", with limited access to only certain search folders and subfolders.
In addition, in the Enterprise version, you can create multiple security codes for functional users. For example, you will probably want to create a separate security code for each external client that you grant access to a part of your clause library, in order to create separate legal "subscriptions", with separate pricing, expiry dates, and so on. Even so, all those security codes may point to the same functional user(s), so that you don't have to juggle with separate access rights for every single client.
Groups typically correspond to different departments in a law firm or inhouse legal team — e.g., Corporate Law, M&A, Employment Law, and so on. Each group you create, will also have its own search folder.
However, because groups also facilitate access control, you may also want to create cross-department groups — e.g. the Aviation Group with lawyers from both Corporate Employment sharing knowledge to work together to target a specific sector.
[PRO version] Each group can have its own "access bundle", i.e. a set of access configurations that define who can read and/or edit folder with clauses. (In the free version of ClauseBuddy, every user can add and edit every clause.)
Most aspects of managing users are fairly easy: simply click on a user and change his/her name or email address.
Even so, a few points of attention:
- You can designate one or more users as clause curators, i.e. persons to whom everyone can send new clauses, to review/cleanup and insert into the library. Typically, this will be an experienced person.
- You can have one or more anonymous accounts. As implied by their name, such accounts do not correspond to one particular person, but are instead intended to be used to allow third parties to use documents/templates without having to login with a username/password/security code.
You can create multiple anonymous accounts, because it can be interesting to have slightly different configurations for different types of anonymous logins. For example, one login can be configured to have French as its default setting and be allowed access to corporate governance folders; while another anonymous accounts can be configured to show content in English and be allowed access to employment folders.
- By clicking on the Groups button, you can see which groups the user is a member of. If you want to effectively change memberships, you should go to the Groups management section (described below).
- By clicking on the Login codes button, you can get an overview of the security code(s) currently assigned to each user. While you can copy and revoke login codes here, you should go to the Logins management section to create new login codes.
- [PRO version] In the Rights part, you can assign or revoke rights for each user. For example, you may want to remove certain search options for less experienced users in your team.
In the Logins section, you can manage the security codes of each user.
To add a security code, simply click on the green + Security code button, and choose the right user. The security code itself cannot be chosen by you, as it will be randomly generated by the system.
Once generate, you can click on the copy button (the two squares) to copy the security button to your computer's clipboard.
When a security code would get compromised — e.g., after a hack or laptop being stolen — you can simply throw away the security code, and generate a new one for the relevant user.
Editing groups is as easy as clicking an existing group and modifying its properties. Or clicking the green + New group button to create a new group. Even so, a few points of attention:
- When creating a new group, you are asked whether the new group should have its own sub-library. For most groups that you will create, you will indeed want to create such as sub-library, as it comes with its own search folder, and therefore allows you to logically segment your content into different parts. However, some groups are purely created for access control reasons, and may therefore not require their own sub-library.
- In the Members tab of the group (not visible until a group is effectively created) you can assign or revoke the membership of every user.