This section covers adding users to an account in Prevail.
Click link below to view video instructions.
A user is an employee of your firm. Each user has a unique login so that Prevail can track their activity in the program. Warnings, reminders, system messages, appointments, etc., are all directed to specific users, so it's important that each user log in to Prevail using his or her own unique user name.
Prevail is licensed by a concurrent user. Therefore, you may create as many users in Prevail as you wish. The number of licenses you own determines how many of those users can be logged in at the same time.
NOTE: This feature is reserved for users with “Add, Delete, Edit, and View” access to the Employee Security section.
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Instructions
Click Administration > Employee Setup.
Click ‘Add’ on the left side of the window.
Enter a login name for the employee.
Name will appear in all caps
Complete the following fields:
Complete the following fields: Login is required. The rest is optional but encouraged for automation in documents later.
Date Hired
Salutation
First name
Middle name
Last name
Name does not show as required, but it shouldn’t be skipped.
Suffix
Initials
Branch Office
Professional Title, Bar Number, and Rate (if applicable)
Mailing Address (employee’s personal mailing address, not the office address)
*NOTE: If the mailing address differs from the physical address, uncheck the box, and enter the mailing address in the fields that will display.
Phone Number(s) and Email Address(es). Under the Communications section in the lower right, click the + button, and choose the type of phone number, email address, or website to enter.
Then, enter the information, and check the "International" and "Primary" (if it is the primary phone number, email address, or website for the employee) boxes as necessary.
*Optional: You may choose to complete the remaining fields in this window (e.g.,
Nickname, Social Security Number, Date of Birth), but this is not required.Nickname
Social Security Number
Date of Birth
Click on the Security tab at the bottom of the window.
On this tab, you will choose what type of access, if any, the employee has to these specific areas of Prevail:
Control Panel Security
Databank Security
Document Setup Security
Employee Security
Firm Log Security
Process Builder Security
Query Manager Setup
Questionnaire Security
Questionnaire Setup Security
Report Security
Report Designer Setup
Contact Setup Security
Trust Account Security
Contact Consolidate Security
Dashboard Security
*Note: When you set up your security groups, under Administration > Security/Group
Setup, you will select the access settings for several other areas of Prevail. In that area, instead of selecting access by individual employee, you will select access by employee type (e.g., Attorney, Paralegal, Receptionist).
ERE Security
Allow Report/Grid Export (checkbox)
On the Security tab, you will need to attach the employee to the appropriate group(s) , and choose their level of access in that group. (For more information about security groups, see How-to Security/Group Setup on page 5.) In Prevail, when you create a new matter or prospect, it is automatically assigned to the "Default" security group if you do not set up any other groups. However, if you have multiple groups, you will need to select the desired group. This group security controls which employees can access the file, and what level of access (i.e., what information in that matter) they will have.*Note: If you use setup: Adding Security Groups, Employee Types/Security).
Click on the Sync tab at the bottom of the window. Prevail's Outlook Sync allows users to synchronize appointments between their Prevail and Outlook calendars. This is a live, two-way sync. Therefore, updates to either calendar are synced to the other.
If you are not absolutely certain of the exact Exchange profile name for each user, do not guess! Consult your network administrator or IT professional.
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Note: If using an Exchange server, you will set up the sync on the Sync tab. If you do not use an Exchange server, your users can still use the Outlook Sync, but will configure it under the File > User Settings menu. For more information, see
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How-to Calendar Sync
Click on the Notes tab at the bottom of the window. If desired, enter any miscellaneous information about the employee. Highlight important information in a panel like this one. To edit this panel's color or style, select one of the options in the menu.
Click, Save.
Note: For this employee to appear in Prevail, you will need to restart to implement the changes you just made.
\uD83D\uDCCB Related articles
Deleting User Accounts, User Settings
Training Plan for Prevail 6-9 Upgrade
Video 2 - Deleting Employee / User