Adding a new user

Access the admin module

When logged in as the admin, you will be able to access the admin module by clicking this button at the top of the page:

The admin module will by default open to the user admin section.

Create a new user

A new user can be added by clicking the button in the top right of your screen. This will trigger some prompts for information on the right side of the screen:

The personal information required is fairly self-explanatory. However, some of the other information may require some additional explanation:

• Password: you can leave the pre-generated password in there - the user should in any case be requested to change their password (either by clicking the relevant activation link in the confirmation email or by manually doing so using the "retrieve password" functionality). In addition, if single-sign on has been activated for your organisation, the password is irrelevant as users will be logged in to Clause9 through the organisation's specific single sign-on procedure.

• Anonymous user? Ticking off the “anonymous user” checkbox makes this an account that can be used to fill in Q&A forms sent through a link to people without a Clause9 account. This option should not be ticked when creating an account for an actual user. Further explanation is available here.
• Two-factor authentication: enables you to activate two-factor authentication (using a one-time password) for this user.

• Clause curator?: setting intended for interaction with ClauseBuddy, making this user a "clause curator" if ticked.
• Disable account?: this checkbox can be used to disable the account for this user later on. It is - as a result - irrelevant when creating an account for a new user.

• Personal search folder: ticking this checkbox will automatically create a personal search folder in ClauseBuddy for this user, enabling them to save clauses in their own personal folder which cannot be accessed by anyone else.

• Special tags: one or more special tags can be added to the user. These tags can be used to tailor a Q&A on the basis of tags assigned to a user. A user having a certain tag can be used as a condition for showing/disabling a question, for example.

• Send confirmation email: ticking this box will generate an automatic email from the Clause9 system to the new user, informing them that an account has been created, prompting them to activate their account by configuring a new password and providing login instructions. This should not be sent if single sign-on is active.

After filling in the information and ticking any relevant boxes, you can create the account by clicking the 'Save' button.

Configuring user rights

After saving the user, navigate to the "rights" tab:

Here, you can configure the specific rights the user will have in Clause9 (and ClauseBuddy, if relevant). You can either:

• apply a standard template (the 'normal legal user' template is selected by default)

• apply one or more profiles
• assign rights manually

The preferred option is to use profiles, as this way user rights can be managed centrally instead of having to edit users manually if e.g. organisation policy changes.

After having assigned the correct rights, click 'save'.

Optional: configure user preferences

In the "preferences" tab, you can (for multi-language servers) configure the user's language preference for the user interface and clauses/templates/etc. on the platform, and do the same for the currencies that should be available to that user. You can disable certain currencies altogether if they will not be relevant.

A user can adapt these preferences later on in their account as well.

Adding the user to a group

It could be the case that groups are being used in your organisation to further tailor access rights (e.g. for different teams). If so, it will be necessary to add the user to the relevant group for them to have the correct accesses. If they are not member of any group, they will (by default) only be able to access the organisation's general library.

Managing group membership is done through the 'Groups' tab:

Click the group you want to add the user to, click the 'Members' button in the screen on the right and , select the relevant user and click 'Add to group' at the bottom of the page:

Finally, do not forget to save the changes you made to the group membership.