New User Challenges

Whether it be new hiring spells, replacements for departed lotto winners, the ones on maternity and paternity leave and those that have relinquished life; you may be the chosen one assigned to or stuck with creating those new user accounts. As simple as it may sometime seem, creating a new user may turn you into a keyboard and mouse abuser.

Many times I walk into law firms and identify various inconsistencies. After setting up a new user or a series of new users you notice different things such as, user A is not linked properly or at all to the 3rd party products, user B cannot find all their assigned files, user C has more buttons to press than all other fellow workmates, etcetera. The aftermath is that you may end up losing out on lunch and missing that early train home dealing with the complaints and fixing possible avoidable errors.

So what are some of the things you should consider?

1. Create an instructional document or prepare a checklist. I know I am preaching to the choir but the chances are high that you, just like many others, fall into the routine of starting and completing tasks without at least glancing at a checklist.

2. Setup a default account. Part of the documentation or checklist should include copying settings from a default account. LexisNexis’ Time Matters does a great job at copying user settings from one user to another. With this functionality you will find it significantly faster and much more efficient ensuring that firm wide generic settings or settings from the previous user are replicated.

3. Transferring and re-assigning future or pending records to the new user. Using the mass change records feature in Time Matters will work but things get a bit trickier when re-assigning records that already have multiple staff assigned. For instances like these I would encourage you to contact a certified independent consultant to assist with creating scripts or utilizing other methodologies built for future use to ensure proper and clean re-assignment of the records.

As you go through the steps over and over you may find other ways to refine this procedure. Go ahead and amend this list and remember to have it documented! After all, wouldn’t you rather have lunch?

- Brendon Cowans