Bring a whole team into Juristic

A practice group is starting on Juristic, a lateral team joins on Monday, or the trainee intake arrives in September. HR has sent you the list. Rather than create each person by hand, import the list and let Juristic invite them all at once.

Two questions decide how it goes. Does the firm have licences for everyone on the list? And is the list clean, with one row per person and a work email for each?

Prepare the list

1. Open the Admin panel from your user menu or the foot of the sidebar, and choose Users under Access & Security.

2. Check Unoccupied Licences at the top of the page. Everyone you import is active straight away and takes a licence, so the number of free licences should cover the list. If it does not, see add a product to the firm's subscription or talk to Juristic before you import.

3. Click Import users.

   

4. Click Download CSV template if you are starting from scratch. It has three columns, email, firstName and lastName, and one example row to replace. HR's own export works as well, as a .csv or .xlsx file (Juristic reads the first sheet of a workbook), as long as it has a column for each of the three. Keep each person on their own row, and no more than 500 people in one file.

   

Import the team

5. Drag the file onto the dialog, or click it to choose the file, and click Continue.

6. Check that each column in the file is matched to the right field. Under File column you see the columns of your file, with a Preview of the first person; under Maps to you choose Email, First name, Last name or Skip. Columns with headings such as "Email", "First name" and "Last name" are matched for you. Every other column, such as department or office, should show Skip; Import stays greyed out until each of the three fields has a column.

   

7. Click Import. Each new person is invited exactly as if you had created them one by one, and receives an email from Juristic: a link to sign in if the firm uses single sign-on, otherwise a link to set their password.

Read the result

8. The result counts how many people were Created, how many Already exists, and how many were Invalid or Failed.

   

9. Under Rows that were not imported, each row of the file that did not go through is listed with its Row number, Email, Status and Reason:

   Reason	What to do
   The email address is not valid	Correct the address in the file
   First name or last name is missing	Fill in the name
   This email address appears earlier in the file	Nothing: the person was handled in the earlier row. Remove the duplicate to keep the file tidy
   A user with this email address already exists	Nothing, if they are on your Users list: they are left untouched and get no email. If they are not, the address is already in use elsewhere in Juristic, for example at their previous firm; contact Juristic support
   The user could not be created. Try again or contact Support.	Import the file again; if it fails again, contact Juristic support

10. Correct the file and import it again. People who were created the first time now count as Already exists: they are left as they are and get no second email, so only the corrected rows are invited.

After the import

Everyone comes in with the user type User. Then:

• Name the administrators. Give the people who will run the firm's settings the right role, as described in decide who administers Juristic.
• Limit products where needed. Open a person with Edit and set Access if they should see fewer products than the firm has. Left empty, the Access column on the Users page shows Same as organisation.
• Put them on their matters. The import gives each person a user, not access to any matter. Matter managers bring the team into the matter, or your groups do it for you if you put people in the right groups automatically.

Tips from practice

• Ask HR for work addresses only. The invitation goes to the address in the file, and a user's email address cannot be changed afterwards.
• Start a day early. Import the list the day before the team starts, so the invitations are in their inboxes on the first morning and any rejected rows can be fixed in good time.
• One person, not a list? Use give a new joiner access to Juristic instead.
• Keep a record. Each import is recorded as Users bulk imported in the firm's audit trail.

Before this: set up single sign-on for the firm. Next: decide who administers Juristic.