How to Add and Manage Users in Matters.Cloud

How to Add and Manage Users in Matters.Cloud

Introduction

Matters.Cloud allows for streamlined management of users, from onboarding new team members to deactivating users as needed. This article will guide you through the user management features within Matters.Cloud, including how to add new users, set up user profiles, and deactivate users when necessary.

Pre-requisites

The user performing these steps must be a member of a role with the 'System admin' permission assigned.

Adding a New User

Adding new users to your Matters.Cloud platform ensures that your team can securely access and use the system’s features. Follow these steps to add a new user:

  1. Navigate to User Management:

    • Go to the Setup menu and select Users.

  2. Select "Invite user":

    • Click on Invite user. You’ll be prompted to enter the new user’s details.

  3. Enter User Details:

    • Fill in the required fields:
      • Email - used as the primary login ID
      • Timezone and Language – Setting these ensures the user’s experience is tailored to their location.
      • Send invitation – Select whether to send an email invitation, or if this will be sent later.

  4. Require SSO

    1. When SSO Required is turned on for a user:
      • The user must sign in using Single Sign-On via your firm’s identity provider (e.g., Microsoft 365, Google).
      • The user cannot log in with a Matters.Cloud email + password anymore.
      • Password-based authentication is effectively disabled for that user.
      • Security is increased because authentication is now governed by your organisation’s identity policies (MFA, conditional access, password rotation rules, etc.).

  5. Save the User:

    • Once the user’s details are entered, click Submit to add them to the system. If you selected 'Send invitation' the user will receive an email with instructions to activate their account and set a password.

Creating a User Profile

Once a user is added, it’s beneficial to complete their profile, as this helps personalise their experience and facilitates easier identification within the system.

  1. Access the User Profile:

    • From the Users section, click on the menu next to the user’s name and select New user profile.

  2. Complete Profile Information:

    • Add any additional details, such as:
      • First name and Last name - used throughout the application to identify the user
      • Job title, Location and Department – helps classify the user within the organisation.
      • Contact information – business phone number
      • Role – applicable user role governing access to application features. For further information, please refer to the following article: Understanding Role-Based Permissions and How to Manage Them in Matters.Cloud
      • Currency and Language - default language and currency for the user when using the application 

  3. Profile Picture:

    • To upload a profile picture, click Choose file on the user’s profile. This can help teammates easily identify each other within the platform.

  4. Save Changes:

    • Click Submit once the profile information is complete.

Deactivating Users

If a user leaves the organisation or no longer needs access, you can deactivate their profile. This action preserves their historical data but prevents them from logging in or accessing the system.

  1. Locate the User:

    • Go to Setup > Users and select the user you wish to deactivate.

  2. Deactivate the User:

    • From the Users section, click on the menu next to the user’s name and select Deactivate.
    • The user will lose access immediately, but all their historical records and contributions will remain intact for reporting and auditing purposes.

  3. Reactivate If Needed:

    • If the user needs access again, go to the Inactive Users list, select the user, and click Reactivate User. Their account will be restored, including all previous permissions and access rights.
Info
Note: Deactivating a user does not delete their profile or data.

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