This article discusses how to change team status, Admin status, and roles using the Org > Members tool. This tool allows Admins to invite new users, change existing permissions, and change Org Admin status and mailroom access. This tool can also be used to remove a user from an Org.
The Org > Members tool is an Advanced tool and requires Org Admin access to use.
Get to the Org > Members tool by clicking on the top left corner hamburger menu and selecting “Setup” from the dropdown. In Setup, select “Orgs” from the lefthand menu. Select your Org from the dropdown, if asked, and then click on the “Members” tab. If you do not see these options, you may not have access to this tool.
In the Members tab, you will see the cards for each of the Org’s members. Open up a member’s card to view and change their permissions. You will see three tabs: existing projects, new projects, and Org Admin. Existing projects and new projects change a user’s team status, Admin status, and roles for existing and new projects, respectively. From the Org Admin tab you can grant Org Admin status, remove users, and grant access to the mailroom.
If you cannot find a user in the Org, they may have been added to a single project instead and their permissions may need to be managed in the Team section of that project instead of on the Org level.
Inviting New Members
In the Members tab, click the “+ Invite Staff” button in the top right. In the “Invite Team Member” window, enter the email of the new user, and then click invite. If you are inviting a new employee with a new company address, make sure that the email is active before sending this invite.
To invite a user to a single project, consult the Team Status article.
The “Existing Project Permissions” tab allows you to apply permission changes to a user for all projects in your Org (the default option) or a smaller subset, depending on what project set you pick. These options are meant for general changes; if you would like to add or edit user permissions based on a more specific subset of projects, see Mass Update Permissions.
Changes made in this section cannot be undone, so if you are using team status for case assignments, please doublecheck before making changes and consult a Filevine representative for additional guidance. Also be sure to not accidentally add members to sensitive projects; selecting “in the entire org” from the dropdown will apply changes to all projects, even potentially sensitive ones.
Select a set of projects you want to change and then apply the changes by clicking the permission button below. For example, you would add a new user as a Collaborator on all existing projects by selecting “On all existing projects: in the entire org” from the dropdown menu, and then clicking the blue “Collaborator” button below.
Choosing a smaller subset of projects from the dropdown will reveal additional, more specific permission buttons as well as a section where you can add or remove roles.
Changing the permissions on existing projects will not add that permission badge to the user’s card. If you make a user an admin-collaborator on all existing projects, for example, the “Admin-Collaborator” badge will not appear on their card. The badge on a user’s card reflects only their permissions for new projects, not existing ones. When you make changes to a user’s permissions on existing projects, look for a green update box in the bottom left corner of the screen to let you know that the changes have been made.
You can apply changes to the roles of a user by selecting “where [user] is already a team member” from the dropdown. Scroll down to the bottom of the window, where you will see the option to “Add/Remove Role.” Select the correct role(s) of the user from the dropdowns.
You also have the option to add project roles using the Mass Update Permission/Roles/Primary Advanced tool or manually on a project-by-project basis in the Team section.
You can set permission rules for new projects under the “New Projects” tab in the Org > Members tool. Once a permission rule is set, whenever a new project is made the user will be added to the Team section with the selected permissions and roles.
Toggle “Auto-add [user] to all projects” on, and select the appropriate project permissions for this user from the “Auto-add Project Permissions” dropdown. If desired, set the role(s) for this user for all new projects by choosing the roles under “Auto-add Project Role(s).” Hold Ctrl (⌘ for Mac) to select multiple roles. When the permissions and roles have been chosen, make sure to click “Update.”
In the Org Admin tab, you can give a user Org Admin status, remove a user from the Org, or grant access to the mailroom. Org Admins are automatically granted mailroom access.
To navigate to the Org Admin tab, click the hamburger menu in the top left corner, and then select “Setup” in the dropdown. Click “Orgs” in the lefthand menu, and then click on the “Members” tab. Click on the desired user card and choose the “Org Admin” tab.
To grant Org Admin status or access to the mailroom, click on the respective toggle. To remove a user from the Org, click on the red text in the bottom left of the window. A popup will ask you for confirmation. If you are sure, click “Remove from Org.”