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Creating and Managing User Accounts in iManage: A Comprehensive Guide

 

iManage serves as an industry leading knowledge and document management system, extensively utilized by legal, corporate, and professional services firms. Accurate user account creation is pivotal for maintaining system integrity and operational fluidity. This article explains the process of creating new users in iManage, complemented by best practices for configuring permissions, addressing common challenges, and leveraging advanced options.

Preliminary Considerations

Before adding a new user, ensure the following prerequisites are met:

  • Administrative access to the iManage Control Center or Admin Console.
  • A thorough understanding of the organizational roles and corresponding security policies.
  • Proper configuration of the identity provider (e.g., Azure AD) if Single Sign-On (SSO) is employed.
  • Access to scripting tools or APIs for bulk or automated user creation, if applicable.

Step-by-Step Instructions for Adding a New User

  1. Access the iManage Control Center
  • Log in to the iManage Control Center using administrative credentials.
  • Navigate to the User Management or Users section.
  1. Adding a new user
  • Select the Add User button, typically represented by a “+” icon.
  • Input the required user information:
    • Username: Assign a unique identifier.
    • Full Name: Provide the user’s complete name for formal identification.
    • Email Address: Ensure accuracy for notifications and correspondence.
    • Authentication Method: Select between password-based login and SSO.
    • Default Database: Specify the primary database for the user’s activities.
  1. Configure User Permissions
  • Assign a role reflecting the user’s operational responsibilities:
    • User: Grants standard access for routine tasks.
    • Administrator: Provides full control over system settings and configurations.
    • Power User: Offers extended capabilities without full administrative privileges.
  • Define specific access rights to libraries, folders, or documents as required.
  1. Apply Security Policies
  • Assign users into relevant security groups to ensure correct permission management.
  • Implement organizational security policies to delineate data access and control boundaries.
  1. Finalize and Communicate Credentials
  • Review the entered data for accuracy and save the user profile.
  • Securely communicate login credentials and provide any required onboarding instructions.

Common User Management Approaches

Organizations adopt varying methodologies for managing iManage users:

  • Self-Administration: Firms with trained IT teams typically manage user creation internally, especially for straightforward setups.
  • External Support Reliance: Smaller firms or those lacking dedicated IT resources frequently depend on the implementing company for user creation and configuration, particularly during initial deployments or complex operations.
  • Hybrid Strategy: Many organizations blend both approaches, handling routine tasks internally while outsourcing advanced or large-scale configurations.

Advanced User Creation Techniques

  1. Bulk User Onboarding
  • Utilize PowerShell scripts for batch creation in on-premises environments.
  • Leverage CSV import import for bulk user additions.
  1. API Integration
  • Employ the iManage REST API to automate user creation and synchronize external systems.
  • Programmatically manage permissions for enhanced efficiency.
  1. Single Sign-On (SSO) Configuration
  • Verify proper integration of the identity provider for seamless authentication.
  • Ensure user profile synchronization.

Addressing Common Challenges

  • Access Issues: Verify user permissions and database accessibility.
  • Duplicate Entries: Ensure unique identifiers to prevent conflicts.
  • SSO Sync Failures: Confirm the identity provider’s configuration and synchronization settings.

Recommended Practices for User Administration

  • Routine Audits: Regularly review user permissions and roles for compliance and security.
  • Thorough Documentation: Maintain detailed records of user additions and modifications.
  • Comprehensive Training: Facilitate onboarding programs to familiarize users with system functionalities and best practices.

Simplify User Management with iManage & Co-Operative Computing

Managing user accounts in iManage can be complex, but trusted partners like Co-Operative Computing make it easier. We help organizations create, manage, and secure user accounts efficiently.

With expert support, you can make onboarding easier, set up the right access for each user, and automate permissions so everyone gets the documents they need—all while saving your IT team time by taking user management off their plate.

Co-Operative Computing also integrates iManage with Aderant, Co-Flo, and many other day-to-day apps, making login and access management seamless. Plus, we help implement security best practices like multi-factor authentication and compliance monitoring.

From ongoing training to troubleshooting and policy updates, Co-Operative Computing ensures your iManage environment stays optimized, secure, and aligned with your business needs.

Ensuring Secure and Efficient User Management in iManage

Creating and managing users in iManage demands precision and adherence to best practices to ensure operational efficiency and data security. By leveraging the outlined processes and advanced tools, administrators can optimize user management strategies, aligning them with organizational objectives and compliance requirements. For complex scenarios, consult the iManage documentation or engage with the support team for tailored assistance.

Managing User Accounts in iManage: A Complete Guide