Summary
On occasion we are asked to set up generic accounts on the platform, which are not speicifcally tied to one individuals email address. This can be for the purpose of enabling Counsel to access the platform on two different devices (as the platform does not permit multiple device logins on one account) or so that different members of the team can use the account during the course of the hearing.
Process
When we are asked to set up one or more generic accounts we first need to establish the reasoning behind the request. If this appears to be to allow an existing user access to multiple devices at the same time, we begin by flagging that we generally advise against multiple accounts for one user. If the user is accessing the platform in Court and requires a second account for this purpose, we can recommend that they request an extended monitor so that the user can access the platform on two screens thorugh one account, copying the Case Manager and Case Management Team in our reply. We should also flag that any user accessing the platform on two separate accounts will need to be aware which account they are accessing, as work product cannot be transferred from one account to another, although it can be shared en masse from one account to another.
If the request to set up one or more generic accounts is for the purpose of allowing new users access to the platform we first need to ascertain if this is for the purpose of accessing just the Realtime feed, or if the account is for Bundle (and possibly Realtime) access. If the account only requires access to the Realtime feed, we can copy the relevant Case Manager and the wider Case Management Team and they will be able to take this forward - no further action requred from us.
If the account needs Bundle access we need to confirm that the account should have access to the main workspace and if Realtime should be enabled (if enabling Realtime, ensure the Case Manager and Case Management Team are copied in the confirmation email). Once confirmed, we can proceed to set up a generic account in the Admin > Users page of the workspace. To do so, navigate to the relevant workspace and follow these steps:
- Enter the generic email address to be used - this should end in @generic.com to ensure billing works correctly. Any @opus2.com email addresses added to a workspace are not billable. If the user(s) names are given this can be name@generic.com, otherwise this can just be opus1@generic.com (and subsequent users can then be opus2@generic.com and so on).
- Set the role relevant to the request - for example if Realtime or AI should be enabled, otherwise just select User.
- Select Set Details in the Add Users section.
- For First Name and Last Name we can use the users name if provided, otherwise these can match the opus1@generic.com details (First Name: Opus, Last Name: 1)
- Set the Signature as the users initials or O1 (in the opus1@generic.com example)
- Set the Password as O1Generic@! and the Memorbale Word as 123456.
- Fill in Role in Proceedings as Other unless known.
- Finally, press Create Account.
Do the same for all accounts that need to be created, then send the below email confirming login details for the account(s), updating the red text as required.
Email Template
Email Address:
Password:
Memorable Word:
Please login at URL using these details. Note that usernames, passwords, and memorable words are all case-sensitive when logging into the platform. We also note the following:
- Only one person can access the account at any given time.
If someone accesses the account and changes the credentials, they will need to share the new details with all users who should be able to access it.
All work product is associated to the one account as opposed to individuals who may share the account.
It is not to monitor the activity of the individuals who have access to the account e.g., who created specific custom bundles, notes, tags etc.