Setup - Users & Assignment Pools

Setup - Users & Assignment Pools

OVERVIEW

This help page for system Owners and Admins covers the following topics:
  1. USERS
    1. Viewing List of Users
    2. Creating/Editing Users
              - Includes information about adding outside counsel as users
    3. System and Access Permissions
    4. Deactivating Users
  2. ASSIGNMENT POOLS
    1. Who Can Be in a Pool
    2. Weighting
    3. Pausing a User
    4. Pausing a User in All Pools
Individual users can also edit their user profile fields and signature file as explained in the User Profile help page. 

USERS

Viewing List of Users

Only your company's system Owners or Admins can access the user listing page.  To do this, click "Setup" on the left-side navigation, and then select "Users."  You can sort the list of users by clicking on the column headers.
InfoTIP:  The default view is Active users. To see deactivated users, change the view selector in the upper right of the table header.

Creating/Editing Users

Alert
IMPORTANT NOTE ABOUT AUTO USER PROVISIONING VIA SCIM
If your company has activated Auto User Provisioning via SCIM (System for Cross-domain Identity Management), all user account creation and permission adjustments occur outside of Safari, ensuring a more streamlined and secure process for user onboarding, offboarding, and updates.  To create or modify user accounts, please contact your IT department.  Also refer to our detailed help page about Auto User Provisioning via SCIM for more information.

The one exception is "pausing" users in the Assignment Pools section at the bottom of the user profile. Pausing a user from assignments is managed only in Safari and is not provisioned by SCIM, so Owners and Admins can still edit it when SCIM is enabled.

Creating/Editing Users if Auto User Provisioning via SCIM is NOT Enabled

If your company hasn't enabled SCIM, only your company's system Owners and Admins can create new users and edit existing users within Safari.  To create a new user, do the following:
  1. Click Setup on the left navigation bar
  2. Click Users
  3. Click the "+ New" button on the top User Listing page (or click on the user's name if already created)
  4. Fill out the user profile and administrative fields and click  SAVE.  See below for detailed information about the administrative fields.
Alert
IMPORTANT NOTE ABOUT CREATING USERS AND SINGLE SIGN-ON  
If your company has implemented Single Sign-On (SSO), you may need instruct your company's network administrator to enable the user's access to Safari.  For companies that have this extra SSO requirement, the user won't be able to log in to Safari until you've created the user in Safari and your network administrator has authorized access.  Your IT department will have instructed you when SSO was enabled as to whether your company requires this extra step.
Notes
WORKING WITH OUTSIDE COUNSEL IN SAFARI
Because Safari is an online software platform, it's ideally suited to working with your outside counsel when you need their review or help in handling extra caseloads.  Generally, all you need to do is create them as a user.  If your company has Single Sign-On (SSO), your outside counsel must use a user ID (email) and password to access your Safari system (i.e., they can't use SSO).  We generally recommend creating them as Editor (so they can work in matters in which they have access but can't create matters).  As for default matter access, if you're assigning matters to outside counsel on a case-by-case basis, don't give them default access to matters, but instead give them access to a specific matter by making them the Reviewer or by giving them Participant access.

System and Access Permissions

User Profile Fields

Every user can edit their user profile fields and signature image as explained in the User Profile help page.  
Limitations
  1. The email is never editable.  For emails entered incorrectly, contact your Safari Customer Success Manager.
  2. Only system Owners can update the team field in the User Profile.
  3. If you company has enabled Auto User Provisioning via SCIM (see above), this locks the First Name and Last Name fields.

Administrative Fields

Active
Change this setting to "NO" if at any time you need to prohibit a user's access to Safari.  To learn more, please see Deactivating Users later in this Help page.

Send New User Email
Most companies turn off this new user email so users first receive training before logging in, but there's nothing wrong with immediately sending the new user email.  The new user email is very basic, and essentially specifies the following login information:
  1. Single Sign On (SSO) enabled:  instructs the user to visit app.safarilaw.com and enter their work email.
  2. SSO not enabled:  instructs the user to visit app.safarilaw.com and click the "Don't remember your password?" link.  They then enter their email address to receive a reset password email that enables them to log in.
Permissions
Each user receives a system-level permission, which appears on the user listing page and is editable in the Administrator Settings.
 
If SCIM is NOT Enabled* 
  1. Owner - can create users and modify permissions; can edit all company settings; can view, create, and edit all matters.
  2. Admin - can create users and modify permissions; can edit most system setup features (but not Company page nor Subtypes); can view, create, and edit permitted matters.
  3. Creator - can view, create and edit permitted matters. 
  4. Editor - can view and edit permitted matters. 
  5. Viewer - can view permitted matters. 
  6. Uploader - has limited permissions to view only the matter information, view documents in the Served folder, view Notes made by Uploader or in which the Uploader was @mentioned, upload documents to the "Collections" folder (other folders not visible) and view the user's own documents in the Collections folder but not documents uploaded by other users. 
If SCIM is Enabled*
  1. Owner - can edit all company settings; can view, create, and edit all matters. 
  2. Admin - can edit most system setup features (but not Company page nor Subtypes); can view, create, and edit permitted matters. 
  3. Creator - can view, create and edit permitted matters. 
  4. Editor - can view and edit permitted matters. 
  5. Viewer - can view permitted matters. 
  6. Uploader - has limited permissions to view only the matter information, view documents in the Served folder, view Notes made by Uploader or in which the Uploader was @mentioned, upload documents to the "Collections" folder (other folders not visible), and view the user's own documents in the Collections folder but not documents uploaded by other users. 
Info
*REPORT ACCESS:  A user can pull data from any report from "permitted" matters.  This means that if a user has access to a matter—whether through Subtype Access or as a Participant—they can view and pull data from that matter in a report.
How does this setting affect access to matters and the ability to work in matters?
The Owner permission grants global access to all matters.  All of the other permissions apply to access being granted via "Subtype Access" and Participant access.  Below are several examples of a user with a system permission of Editor.
  1. You receive Subtype Access to a Subtype called "Wage Garnishments":  By default you can view and edit all Wage Garnishments, although you cannot create Wage Garnishments because only Creators and Administrators can do so. 
  2. You receive No Subtype Access:  Here, you can access a matter ONLY IF you are added as a Participant.  For example, even though the system permission is Editor, it has no effect unless you also receive access to matters.
  3. You receive matter access as a Participant.  Your system permission affects your rights in the matter.  For example, if your system role is Editor, you can view the matter and edit data and attach files in it.  However, if your system role is Viewer, you have "read only" rights in the matter.
Type / Subtype Access
Safari gives you detailed controls for which matters you can automatically access by default.  You can receive default access to all matters, all matters of a particular Type(s), and/or just matters of a selected Subtype(s). 
  1. Note: if you don't have default access to a matter, you can always receive access to a matter as a Participant.  
  2. Owners by default have access to all Types and Subtypes, so this section only applies to users with a system permission of Admin, Creator, Editor, Viewer, or Uploader.
Type / Subtype Access Selection for Users  
  1. Global:  You have automatic access to all matters in Safari and can change the Subtype of any matter to any other Subtype.
  2. Selected:  Your automatic access is only to the Types and/or Subtypes selected.  Also, you can change a matter's Subtype to another Subtype only if you have default access to the new Subtype.
  3. Participant:  You have no automatic access to matters and can only see a matter if you've been added as a participant.
What Happens When a User Receives Default Access?  If you are given default access, you automatically gain the following rights:
  1. Access rights:  You have automatic access to all matters of that Type and/or Subtype unless the matter is "locked" (for more information, see the help page about access controls).  Without Subtype Access, you can access a matter only if you've been given access as a Participant.  
  2. Matter Creation Rights:  If you are a System Owner, Admin or Creator, you can create matters designated for a specific Subtype ONLY IF you have default access to (a) the Subtype, or (b) the Type in which the Subtype applies.  Thus, if you receive Subtype Access to some but not all Subtypes, that limits the selectable list of Subtypes you can created:

Idea
WHAT SHOULD YOU DO IF YOU NEED TO CHANGE THE SUBTYPE BUT DON'T HAVE PERMISSIONS?   Recommended best practices: 
  1. Change the Reviewer on the matter to a person responsible for that Subtype, and include a Note to change the Subtype -OR-
  2. Use the @Mention in Notes to notify an Owner (or an Admin with permissions) to change the Subtype.  
Assignment Pools
Lists every active Assignment Pool the user belongs to, and lets you pause the user in all of them at once.  See Pausing a User in All Pools later in this help page.

Deactivating Users

Deactivating a user keeps them from accessing the system and removes them from the active users listing. Note: If the user you are deactivating is currently assigned as a Coordinator, you must remove their Coordinator status before deactivating their account. 

Notes
If your company has enabled Auto User Provisioning via SCIM, you'll need to contact your IT department to deactivate users.  
If your company has NOT enabled Auto User Provisioning via SCIM, a system Owner or Admin must do the following to deactivate a user: 

  1. Go to the user profile as follows:  Setup > Users > click on the user's name.
  2. In the Admin Settings section at the bottom of the user profile, change the "Active" toggle from "YES" to "NO" and click SAVE.  



Notes
When ACTIVE toggle isn't live:  A Safari user won't be able to deactivate another user in these five situations:
  1. User is not an Admin or Owner.
  2. User is an Admin attempting to update an Owner.
  3. User is attempting to update their own profile (you can’t deactivate yourself).
  4. User is attempting to update a user who is a Coordinator.
  5. Auto User Provisioning via SCIM is enabled

ASSIGNMENT POOLS

Overview

An Assignment Pool is a group of users that Safari assigns work to automatically, in rotation. Pools can be used for Intake Events, matters, and Tasks.

Pools are created once in System Setup and then selected wherever they are needed, rather than being configured separately inside each Subtype. One pool can serve many Subtypes, which means fewer pools to maintain and one place to go when the membership changes.

Who Can Be in a Pool

There is no restriction on which users can be added to an Assignment Pool other than system Viewers cannot be added to Assignment Pools.  Also, there is no restriction on where a pool can be used -- in other words, it can be selected for assigning Intake Events, matters, or Tasks. This is deliberate, so that you can keep the number of pools small.

Where a specific user cannot take a specific assignment, that user is skipped in the rotation and the assignment goes to the next eligible person. For example, a user without SDM access is skipped when the pool is assigning an Intake Event, but still takes their turn when the same pool assigns a matter.

Info
NOTE: It is possible for a pool to have no eligible user for a particular assignment. When that happens the item is left unassigned rather than routed to someone who cannot work it. For Intake Events, unassigned items appear on the New Intake page, and an alert can be configured to make sure they are not missed. See Setup - Served Document Management.

Weighting

Every Assignment Pool is weighted based on a percentage of 1-100%. Weighting lets you give one user a larger or smaller share of the rotation than another, which is how you account for people who carry other duties alongside this work.  For example, if user 1 is weighted at 100% and user 2 is weighted at 50%, then user 2 will be assigned only half of the Intake Events / matters / Tasks (whatever is applicable).

Pausing a User

When someone is out of office, on leave, or temporarily on other duties, you can pause them in a pool so automatic assignment skips them. Pausing does not remove them from the pool, so nothing has to be rebuilt when they return.

Since people usually know about a vacation ahead of time, you can schedule the pause in advance. Record the first day out and the first day back, and Safari starts and ends the pause on its own.

On the Assignment Pool edit page, each user has a Pause checkbox. Checking it opens two dates:
  1. Pause Date (required): the first day the user is out of the rotation.
  2. Resume Date (optional): the first day the user is back in the rotation. If the user is out indefinitely or is unknown, leave this field blank.
Both dates can be edited at any time while Pause is checked. Unchecking Pause and clicking SAVE clears both dates.

Status Column
The Status column shows where each pause stands, so you don't have to compare dates:
  1. Paused (dark grey): the pause is in effect. The user's name is greyed out and the user is skipped.
  2. Scheduled (light grey with a clock icon): the Pause Date is in the future. The user's name looks normal because the user stays in the rotation until that date.
  3. Blank: the user is not paused.
Safari changes Scheduled to Paused at midnight on the Pause Date, and ends the pause at midnight on the Resume Date, both in the user's time zone.

Info
NOTES:
  1. Each user can have only one pause per pool. If someone has two vacations planned, schedule the second one after the first has ended.
  2. Pausing can only be scheduled by an Owner or an Admin. Users cannot pause themselves unless they are an Owner or an Admin.

Pausing a User in All Pools

A person who is out is usually out of every pool. Rather than editing each pool, you can set the pause once in the user's profile. Go to Setup > Users > click the user's name, then scroll to the Assignment Pools section at the bottom of Admin Settings.

The section lists every active Assignment Pool the user belongs to, sorted by name, with the user's weighting (i.e., what percentage of the assignments they are given), Pause Date, Resume Date, and Status in each. The list is read-only. Click a pool name to open that pool.

Above the list is one Pause checkbox (All pools) with the same Pause Date and Resume Date fields and the same rules as the pool page. When you click SAVE, those dates are written to every pool in the list, replacing any pause already set in a pool. Unchecking Pause and saving clears the pause in every pool.

If the user's pause differs from pool to pool, the checkbox shows a dash and reads Varies by pool, and a message explains that checking Pause will replace the pause in every pool. If you don't touch the Pause fields, saving the profile leaves every pool as it is, so you can edit other profile fields without losing pool-level pauses.

If the user is not in any active pools, the section shows Not in any active Assignment Pools.
Alert
ASSIGNMENT POOL COVERAGE REQUIREMENTS
A pool must always have at least one available user. If a pause leaves a pool with zero coverage on any day, your changes will not save, and an error will highlight the uncovered dates. To resolve this, adjust the pause dates or ensure another pool member is active, unpaused, and weighted above 0%.
For automatic Triager assignment on Intake Events, see Setup - Served Document Management. For Subtype configuration, see Setup - Subtypes.

Is there a question we haven't answered?  Please send it to us at support@safarilaw.com.