Multi-user teams in LexLogik: roles, release, less clutter

Document work is rarely solo. Assistants prepare, associates review, partners release - often under time pressure with cover. Multi-user capability is therefore not only “more logins”; it is steerable handoffs.

Roles beat shared accounts

Shared credentials destroy auditability and raise risk when people leave. Better: named access, traceable approvals and clear rights on who may process, who may only review, who may administer. Small boutiques need few roles; larger units need matter or team boundaries.

Handoffs should carry file status: “working”, “for substantive review”, “filing-ready”. Without status, parallel finals appear.

Team checklist

• No shared passwords for matter processing.
• Use status words consistently across the team.
• Cover rule: who owns deadline releases?
• Short note when departing from the standard path.
• Same export target into the firm file for everyone.
• Regular clean-up of orphaned working copies.

LexLogik in a team context

LexLogik Professional is built for firm licences with multiple seats so preparation and review can sit in the same browser environment. The firm rule remains: the tool replaces neither DMS nor professional responsibility. It densifies OCR, quality and output steps.

Onboarding new team members

On day one show access, status words and export targets. A 20-minute sample workflow walkthrough cuts escalations.

Review rights regularly. Orphaned access is a compliance and security risk. Conflict cases with two finals need clear escalation to a partner.

Handoff text as mandatory

Two lines of status and open checks prevent the usual friction: unclear expectations between assistants and counsel.

Handoff culture

The usual friction is expectation, not technology: “I thought you checked the tables.” A two-line handoff note prevents escalations. Partners should discuss handoff quality as they discuss substantive quality.

Roles for release and export

Separate who may prepare, who may release and who may export. Deadline exports need a named person. Shared accounts without roles create version chaos and unclear responsibility.

Handover on shift change

On parallel work on the same matter, a status field is enough: in progress, ready for release, exported. Who skips status blocks colleagues invisibly. Tie status to role (prepare vs release). A few visible states beat long chat threads about “who has the file?”.

Quarterly review whether granted roles still match real work. Too many exporters raise risk; too few create deadline bottlenecks. Role hygiene is part of team steering.

Audit recent exports

Spot-check who exported in the last week and whether the role fit. Raise anomalies early. Role models without control decay into formality.

Record the decision and responsible person in one line on the matter note. That shortens queries and makes quality transferable across cover. Small notes beat long rework after a failed portal attempt. Matter anchor: content day 20.

Tie role changes to onboarding and offboarding. Who leaves the firm loses export rights the same day. Rights hygiene is both a security and a quality issue.

Multi-user teams need clear roles and approvals, not only shared logins. Who prepares and who releases should be visible. Chaos then drops when cover staff and parallel work hit the same matter.