Creating User Groups and Assigning Them to Matters

Overview

Link to Video Guide: https://youtu.be/7_WWtSi4JXk

This guide explains how to create a new user Group in Yao and how to assign that Group to an existing matter, using either the Paralegal or Secretary Group field. Admin users only have the ability to create, amend and maintain the user groups via the User Management menu.

What This Guide Covers

• Navigating to the Groups area within User Management.
• Creating a new Group and adding members to it.
• Opening an existing matter and assigning a Group to it via the Paralegal Group field.

Part 1: Creating a New Group

1. From the left-hand navigation menu, select User Management.

2. On the User Management page, select the Groups tab, located next to the Attorneys tab.

The User Management page, with the Attorneys and Groups tabs.

3. If no groups have been created yet, the Groups tab will display a "No data at this point" message. Click + New Group in the top right of the screen.

The Groups tab in its empty state, showing the + New Group button.

4. A New Group window will open, containing the following fields: Group Name, Description, and Members.

5. Enter a name for the group in the Group Name field.

6. In the Members field, click into "Add lawyers" and select the lawyers you want to add to the group. Each lawyer added appears as a tag within the field.

The New Group window, with a group name entered and members added.

7. Once you have entered a name and added the required members, click Create.

8. A "Group created successfully!" confirmation message will appear, and the new group will now be listed on the Groups tab, showing its name, members, and the date it was created.

The Groups list, showing the newly created group and its members.

Part 2: Assigning a Group to a Matter

1. From the left-hand navigation menu, select Matters.

2. From the Matters list, select the matter you want to update.

The Matters list, from which an existing matter can be selected.

3. On the matter's Overview page, click the edit (pencil) icon located next to the matter name.

4. The Edit Matter panel opens. This panel is organised into four steps, shown on the right-hand side: Department & Case Type, Clients, Case Contacts, and General.

5. Scroll down to, or select, the General step.

6. Within the General section, locate the Paralegal Group field.

7. Click into the Paralegal Group field and select the group you want to assign to the matter.

8. The selected group's name will now appear in the Paralegal Group field.

The General section of the Edit Matter panel, with a group selected in the Paralegal Group field.

Summary

This guide has covered the two core actions demonstrated in the source video: creating a new Group under User Management, and assigning that Group to an existing matter using the Paralegal Group field found in the matter's General settings. The process of assigning a group to a new matter is the same but done during the create new matter process.

If you require guidance on the areas listed above that fall outside the scope of this guide, please contact your firm's Yao administrator.