Org Settings

Permission required: Any of org.read, account.read, department.read or role.read Each section only appears if you have its permission. Administrators see everything.

Organization settings is where you manage who works in your firm and what they can see and do: the firm profile, staff accounts, departments and roles.

Opening Organization settings

1. Click your organization's name at the top of the left sidebar.
2. Under Organization, choose Org Settings.

The page has a menu on the left with four sections: General, Team, Departments and Roles. If you are an administrator, the same menu also lists the Admin pages (see Admin Settings).

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1. General

Permission required: org.read to view, org.update to edit

The General section shows your firm's profile: name, phone, address, and when the organization was created and last updated.

Editing the organization profile

1. Click Edit on the organization card.
2. In Edit organization, update any of these fields:

Field	Notes
Organization name	Required.
Contact email	Required.
Phone number	Optional.
Address	Optional.
Organization slug	Shown for reference only; it cannot be changed here.

3. Click Save changes.

Sign-in method

If your firm signs in with Microsoft, a card here shows Sign-in method: Microsoft Entra ID and one of these notes:

Note	Meaning
Staff can sign in with Microsoft or a password.	Both sign-in options are available.
Staff sign in with Microsoft only; passwords are not used.	Password sign-in is turned off. Password resets and password setup links do not apply.

Microsoft sign-in is set up for your firm by the CaseBright team; it is not switched on or off from this page. A person can only sign in with Microsoft if a staff account with their email already exists, so you still add every staff member under Team first.

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2. Team

Permission required: account.read to view. Adding people needs account.create, editing needs account.update, disabling needs account.deactivate.

The Team section (Staff members) lists every staff account in your firm. It has two tabs:

• Active — people who can sign in.
• Disabled — people whose access has been turned off. Their history (cases, comments, time logs and so on) is kept.

Use the search box to find people by name, email, role or department.

The list shows Name, Email, Roles, Departments, Created and Last login. Open the ⋯ menu at the end of a row for the actions described below.

Adding a staff member

1. Click Add org member.
2. Fill in Email, First name and Last name (and Middle name if needed).
3. Choose a Role.
4. Choose where the person belongs:
   • Tick Firm-wide account if they should see all cases across the firm, or
   • Select one or more Departments. Every staff member must belong to at least one department.
5. Click Create account.

The new person receives a welcome email:

• If your firm uses passwords, the email contains a link to set their password. The link is valid for 24 hours.
• If your firm signs in with Microsoft only, the email tells them to sign in with their Microsoft work account.

Editing an account

1. In the row's menu, choose Edit account.
2. Update the email or name fields.
3. Click Update account.

Roles and departments are shown in this dialog but are changed elsewhere: roles from the role's page (see Roles) and departments from the department's page (see Departments).

Individual permissions

Permission required: account.permissions.manage

Use this when one person needs a little more or less access than their role gives, without creating a new role.

1. In the row's menu, choose Manage permissions.
2. Find the permission (use Search permissions... if needed). Each permission shows whether the person already has it from role.
3. Choose one of three settings:

Setting	Effect
Inherit	Follows the person's role (the default).
Allow	Grants the permission even if the role does not.
Deny	Removes the permission even if the role grants it. Deny always wins.

4. Each row shows the result, Effective: allowed or Effective: no access.
5. Click Save changes.

Note: Administrators bypass all permission checks, so individual permissions set for an administrator have no effect.

Login history

Permission required: admin.audit.read

Choose Login history in the row's menu to see when the person last signed in and a list of their Sign-in events. Filter by Outcome (Success or Failed) to spot failed sign-in attempts.

Shadow login (administrators only)

Shadow login lets an administrator use CaseBright as another staff member, with exactly that person's access. It is useful for checking what someone can see or reproducing a problem they report.

1. In the person's row menu, choose Shadow login.
2. Read the dialog. It explains that:
   • the session lasts up to 1 hour,
   • anything you change is saved as that user,
   • the session is recorded under your name. If the person is an administrator, a warning tells you that you will have full admin access while acting as them.
3. Click Start shadow login.

A bar at the bottom of the screen shows who you are viewing as and until what time. Click Exit shadow login to return to your own account.

You cannot shadow-login as yourself, and you cannot start another shadow login (or reset passwords) while you are already in one.

Resetting a staff member's password (administrators only)

This option only appears when your firm allows password sign-in.

1. In the person's row menu, choose Reset password.
2. Choose a method:

Method	What happens
Email a reset link	The person gets a link that expires in 1 hour and chooses a new password. Their current password keeps working until then.
Reset now and email a new password	The password changes immediately and the person is signed out on every device.

3. If you chose Reset now and email a new password:
   • Choose Generate a strong password (a 16-character password is created and emailed only to the person; you never see it) or Set it myself and type the New password.
   • Leave Require a new password at next sign-in ticked (recommended, since the password travels by email).
4. Click Send reset link or Reset & send.

Handing over work: Transfer ownership

When someone leaves or changes role, move their open work to a colleague in one step.

1. Click Transfer ownership at the top of the list (or Transfer remaining work in a disabled person's row menu).
2. Choose From (current owner) — an active or disabled member — and To (new owner). A disabled member cannot receive work. Swap accounts switches the two.
3. Click Continue and review the summary. For each type of work it shows how many items Moves, how many are Already theirs and how many Stays:

Item	What is included
Case memberships	Open cases they are a member of
Case steps	Open steps on open cases
Tasks	Open tasks
Tickets	Unresolved tickets assigned to them
Workflow default members	Where they are suggested as a member on new cases
Workflow step defaults	Where they are assigned to steps on new cases
Default ticket assignee	If they receive new tickets automatically

• Moves — reassigned to the new owner.
• Already theirs — the new owner is already assigned, so the old assignment is simply removed.
• Stays — completed, cancelled or archived work keeps the old owner as history.

4. Click Transfer N items (for example Transfer 12 items) to carry out the transfer, or Back to change your choice.

Warning: A transfer cannot be undone. Moved and removed assignments are not restored automatically.

Disabling and re-enabling an account

1. In the row's menu, choose Disable account.
2. CaseBright checks the person's assignments first. If they still have open work or workflow defaults, you are asked to Transfer ownership before you can disable them.
3. Confirm. Disabled users cannot sign in but remain in the organization, and their history is preserved.

To restore access, open the Disabled tab, choose Enable account in the person's row menu and confirm. They can then sign in again with the access their role gives.

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3. Departments

Permission required: department.read to view. Creating needs department.create, editing and moving need department.update, archiving needs department.delete, adding or removing members needs department.members.manage.

Departments organize your staff (for example "Litigation Team" or "Immigration Department") and decide which cases people can see. They form a tree under your firm:

• The top of the tree is the firm itself. It is named after your organization and cannot be renamed, moved or archived.
• Departments can have sub-departments, up to 3 levels below the firm.
• A department's members also reach the cases of the departments beneath it. Members of a sub-department do not see the cases of the departments above it.

The Department hierarchy view shows every department with its number of members and cases. Click a department's arrow to Expand or Collapse it and see its members.

Creating a department

1. Click New department (or, in a department's ⋯ menu, choose Add sub-department).
2. Enter a Department name (at least 3 characters) and, optionally, a Description.
3. Optionally, under Add team members (optional), search for people and add them. You can also add members later.
4. Click Create department.

Case sharing

Each department has a Sharing switch.

• On — the department's cases are shared with its members.
• Off — members of the department (and of its sub-departments) only see the cases assigned to them personally. When you turn off sharing for a department that has sub-departments, CaseBright asks you to confirm with Turn off sharing.

If a department above is set to off, the switch below it is locked; hover over it to see which department to turn on first. Sharing cannot be turned off for the firm itself.

Note: The Sharing switch only takes effect once department-based case visibility has been turned on for your firm by the CaseBright team. Until then, people see the cases assigned to them personally or to their department (including the departments beneath it), whatever the switch shows.

Department details

Click a department to open its details page. It has four tabs:

Tab	What you can do
Members	See members with their Role and the date they were Added. Use Add member to add someone, or Remove from department in a member's menu.
Overview	Summary of the department's information, members and case assignments.
Cases & leads	Cases and leads currently assigned to this department, with type and status.
Global fields	Custom fields that apply to this department's new cases (see Admin Settings).

To rename a department or change its description, click Edit on the details page, make your changes and click Save changes.

Moving a department

1. In the department's ⋯ menu, choose Move department.
2. Under Move under, choose the new parent department, or Top level (under the firm).
3. Click Move department. Its sub-departments move with it. If a department has deep sub-departments, only parents that keep the tree within 3 levels can be chosen.

Archiving a department

1. In the department's ⋯ menu, choose Delete department.
2. CaseBright checks what would be affected. A department cannot be archived while:
   • it still has sub-departments,
   • it owns active cases or active workflows,
   • any of its members belong to no other department,
   • it is the firm itself or the Unassigned department (which holds cases and workflows without a department).
3. If nothing blocks it, click Archive. The department disappears from every list and picker and its name can be reused. Archived cases and workflows stay linked to it.

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4. Roles

Permission required: role.read to view. Creating needs role.create; changing a role's details, permissions or users needs role.update.

The Roles section (Roles management) has two tabs: System roles and Seat & case roles.

System roles

System roles control what people can see and do in CaseBright. Each person has a role, and each role is a set of permissions.

The list shows each role's Name, Description, number of Permissions and Users, and Type:

Type	Meaning
System	Built-in role provided with CaseBright. Its name and description cannot be edited.
Custom	A role your firm created.

Creating a role

1. Click Create role.
2. Enter a Role name and, optionally, a Description.
3. Select the permissions. Permissions are grouped by area and can be searched. To start from an existing role, click Copy from existing role, pick the Source role and a Copy mode:
   • Replace existing permissions — use exactly the source role's permissions.
   • Merge with existing permissions — keep your selection and add the source role's permissions. Then click Apply permissions.
4. Click Create role. At least one permission must be selected.

You can also click the Duplicate role icon next to any role (or Duplicate role on its page) to create a copy with all of its permissions under a new name.

Viewing and editing a role

Click a role to open it. The role page has two tabs:

• Users — who has this role. Click Add user to assign one or more people, or remove someone from the role.
• Permissions — the role's permissions. Tick or untick permissions, then click Save changes. For custom roles you can also use Copy from role.

To change a custom role's name or description, click Edit role, update the fields and save.

Tip: Changes to a role's permissions apply to everyone who has that role. To change access for one person only, use Individual permissions.

Roles cannot be deleted from the application.

Seat & case roles

Case & Seat Roles are the titles people hold on a case team, such as Attorney, Paralegal or Mediator. They are used when assigning case members and when setting default seats on workflows (see Workflows). They do not grant any permissions.

To add one:

1. Click Add Seat Role.
2. Enter the Role Title (for example "Senior Attorney") and an Identifier Key (for example SENIOR_ATTORNEY).
3. Click Add role.

Each title is marked Default (provided with CaseBright) or Custom. To remove a custom title, click the delete icon on its row and confirm. The title will no longer be offered when adding default seats or assigning case members. Default titles cannot be removed.

The same list can also be managed under Admin Settings → Metadata → Case member roles.

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Quick start: setting up a new organization

1. Check the firm profile under General.
2. Build your Departments tree and decide which departments share cases.
3. Review the System roles; create custom roles if the built-in ones do not fit.
4. Add your Seat & case roles (case team titles).
5. Add your staff under Team, giving each a role and at least one department.
6. Continue with Workflows.