Setting Up Users and Teams

Efficient collaboration in Pocketlaw starts with properly configuring users and teams. By setting up roles effectively, you ensure that the right people can collaborate within the platform while keeping workflows organized.

1. Inviting Users

1. Navigate to Users & Teams

   • Go to the Users & Teams tab in the main menu.

2. Invite New Users

   • Click + Invite User and enter the user's email address.

3. Assign an Access Level:

   • Owner: Full control over settings, documents, and user management.
   • Admin: Can create, edit, and manage their own content but requires explicit permission to access others' content.
   • User: Has access only to their own uploaded or shared content and cannot invite new users.

4. Send the Invitation

   • The user will receive an email invitation to join Pocketlaw.

📌 Tip: You can read more about Access Levels here.

2. Assigning Template Access

After inviting a user, you can assign template access immediately or update it later if needed.

1. During User Invitation

   • After adding a new user, a prompt will appear to assign template access.
   • Select templates by checking the boxes next to their names.
   • Click Save Changes to apply access immediately.

2. Assigning or Updating Access Later

   • Go to Users & Teams in the main menu.
   • Locate the user, click the three dots (…), and select Manage Template Access.
   • Choose or modify the templates they can access.
   • Click Save Changes.

📌 Tip: Assigning template access ensures users only see the relevant documents, improving workflow security and efficiency.

3. Creating Teams

Teams help organize users and simplify access management by grouping users under common access rules.

1. Navigate to the Teams Section

   • Go to Users & Teams > Teams.

2. Create a New Team

   • Click + Add Team, enter a team name and optional description.

3. Add Team Members & Assign Roles

   • Team Managers: Can add/remove members and manage team settings.
   • Team Members: Can collaborate on shared content within the team.

4. Save Changes

   • The team is now set up and ready to collaborate.

📌 Tip: Assigning entire teams to folders, templates, or approvals ensures users always have the correct access without manual updates.

4. Best Practices for User & Team Management

• Limit Owner Access – Assign the Owner role only to key personnel to prevent unauthorized changes.
• Use Teams for Collaboration – Instead of assigning permissions to individuals, create teams for departments like Legal, HR, or Sales for streamlined access control.
• Regularly Review User Roles – Keep access up to date as employees change roles or leave the organization.

By setting up users and teams properly, Pocketlaw ensures secure collaboration, clear role management, and an organized workflow across your organization.