Adding New Users

Administrators provision the users that operate within their LinkSquares account. 

User settings are combined for the LinkSquares product suite.

Process

1. To begin, go to Settings from the app selector.

2. Select Manage Users.

3. Click INVITE NEW USER in the upper right-hand corner of the page.

4. Complete the fields as follows.

First Name

Enter the user’s first name. 

This is a required field.

Last Name

Enter the user’s last name.

This is a required field. 

Email

Enter the user’s email address. 

This email will be used to log in to LinkSquares and will receive LinkSquares activity notification emails.

This is a required field.

Job Title

Enter the user’s job title.

If the Job Title field is completed, the information will pre-populate the Title signature field during the LinkSquares Sign Signature Request workflow.

This is an optional field.

Product Access

Determine the product access for the user. 

Note: You must select at least one product to enable a new user. 

To enable LinkSquares Analyze, LinkSquares Finalize, and/or LinkSquares Prioritize, mark the product checkboxes from the Product drop-down. 

• Analyze Administrators and IT Administrators can enable Analyze product access and assign an Analyze role to a new user. 
• Finalize Administrators and IT Administrators can enable Finalize product access and assign a Finalize role to a new user. 
• Analyze Administrators, Finalize Administrators, and IT Administrators can enable Prioritize product access and assign the Administrator role to a new user. 
• Analyze Administrators, Finalize Administrators, and IT Administrators can enable access and assign roles within Analyze, Finalize, and Prioritize and determine a default product.

If multiple products are selected, click the ellipsis icon next to the desired default product. Click Set as default.

The default product selection means that LinkSquares will default to the Analyze/Finalize main Agreements page or Prioritize Board view after logging in. 

Role

Determine the role(s) for the user via the Analyze Role, Finalize Role, and/or Prioritize Role drop-downs.

To learn more about the user roles within LinkSquares, reference our articles on Analyze User Roles and Permissions and Finalize User Roles and Permissions.

IT Administrators

Provision the IT Administrator role by marking the IT Administrator checkbox.

The IT Administrator role is ideal for users who do not need access to any part of the LinkSquares application beyond general settings and user provisioning. 

Users assigned to the IT Administrator role have access to the Account, Login, and Encryption tabs within Analyze App settings, along with the Manage Users page where users can be provisioned and managed. The Manage Users page will be the default page after logging in.

The IT Administrator role is typically assigned to members within IT departments, or stakeholders responsible for user provisioning and account management. 

Contact your Customer Success Manager to learn more. 

Note:

• The IT Administrator role does not apply to Salesforce and API users. 
• Various IT Administrators are supported.

Salesforce Finalize User ID

If Finalize product access is enabled, optionally provision the user's access to the LinkSquares Finalize integration in Salesforce by marking the Finalize SFDC User checkbox.

Enter the Salesforce user ID in the SFDC User ID field. 

Click CREATE USER once complete.

The new user has been invited to LinkSquares.

 

Pending Users

After inviting the new user, they will have a status of Pending. 

The new user will receive an email inviting them to LinkSquares. From here, they will finish creating their account.

Note: Users who are enabled within Salesforce will not receive welcome emails. 

Invites expire after 10 days. After 10 days, Administrators can resend invites by clicking the ellipsis icon next to the user and selecting Resend Invite.

Once the user has successfully created their LinkSquares account, their status will transition to Enabled. 

The new user can now access LinkSquares. 

To learn more about new user login, reference our article on Steps for New User Login.

 

Managing Existing Users

Administrators manage the users that operate within their LinkSquares account.

User settings are combined for the LinkSquares product suite. 

To learn more about inviting new users to LinkSquares, reference our article on Inviting New Users. 

Process

To begin, go to Settings from the app selector.

Select Manage Users.

Manage Users Page

The Manage Users page provides an overview of the users within your LinkSquares account. 

Use the arrow icons at the bottom of the user table to navigate between pages. Modify the number of rows displayed per page via the Rows per page drop-down. 

Click the LICENSES button in the upper right-hand corner of the page for a summary of available Power, Standard, Lite Standard, and IT Admin user licenses.

Click the USERS button in the upper right-hand corner of the table to download a list of active users within your account.

This will download a CSV file locally with the following information:

• User name
• Email
• LinkSquares Analyze role
• LinkSquares Finalize role
• LinkSquares Prioritize role
• User creation date
• Status

Filtering Users

Use the search bar to filter users by name, email address, or role.

Filter users by status using the Status drop-down. All users – regardless of status – are displayed by default. 

Filter by user license type (e.g., Power, Standard) using the License drop-down. All users – regardless of license type – are displayed by default. 

Use the sorting icons next to the columns to sort users by name, Analyze role, Finalize role, Prioritize role, IT Administrator role, default product, and the added date.

User Statuses

Pending

Pending users have been invited to LinkSquares, but have not yet created their accounts. 

Invites for new users expire after 10 days. After 10 days, resend the invite by clicking the ellipsis icon next to the user and selecting Resend Invite.

Enabled

Enabled users have been invited to LinkSquares and have created their accounts. 

They are active users within the platform.

Disabled

Disabled users have been invited to LinkSquares and have either created their accounts or not yet created their accounts. 

They are inactive users within the platform. They are unable to log in to their accounts. 

Disabled users can be easily re-enabled at any time as their information is retained within the platform.

Note: Disabled users who have not yet created their accounts will be unable to do so while in the Disabled status. These users must be in the Enabled status to complete their account setup.

Editing Users

To edit a user, click the ellipsis icon next to the user. 

Select Edit.

Administrators can edit the user name, email address, job title, IT Administrator permissions, product access, default product, product role(s), and Salesforce Finalize user ID. 

Note:

• Administrators cannot edit their own user settings.
• Prioritize Administrators cannot provision users. 
• Editing the email address sends a new invite to the updated email address. The user's status will become Pending until they have finished creating their account. 
• Editing the job title affects the information that pre-populates the Title signature field during the LinkSquares Sign Signature Request workflow.

Click UPDATE USER once complete.

Disabling Users

To disable a user, click the ellipsis icon next to the user. 

Select Disable.

After confirmation, the user will be disabled and their user license will be restored. This user's access to LinkSquares has been completely restricted without deleting them from the system. 

Re-enable the user by clicking the ellipsis icon and then Enable.

Disabled users cannot access LinkSquares. The disabled user’s license will be restored to the account.

Disabling the user will trigger the following activity within the LinkSquares platform.

LinkSquares Analyze

• Open tasks in which the disabled user is the only assignee will be reassigned to the first account Administrator.
• Completed tasks will retain the name of the disabled user for historical reference. 
• Event notifications will no longer be sent to the disabled user. Emails will not be rerouted. 

LinkSquares Finalize

• Open tasks in which the disabled user is the only assignee will be reassigned to the first account Administrator.
• Completed tasks will retain the name of the disabled user for historical reference. 
• Request forms to which the disabled user is the only assignee will be reassigned to the first account Administrator.
• If the disabled user is the owner of a template, the template creator will be marked as unknown.
• If the disabled user is the agreement owner of an agreement, the agreement owner would become unassigned. 
• If the disabled user is the author of an agreement, the Activity tab of the individual agreement view will retain the name and record.
• Activity (i.e., name and record) from disabled and deleted users will be retained within the Activity tab.

LinkSquares Prioritize

• Open tasks in which the disabled user is the only assignee will retain the name of the disabled user.
• Open tasks in which the disabled user is one of multiple assignees will retain the name of the disabled user.

Deleting Users

To delete a user, they must first be disabled. 

To disable a user, click the ellipsis icon next to the user. 

Select Disable.

Once disabled, the option to delete will appear on the ellipsis menu from the drop-down. Click Delete.

Deleted users will be deleted from the system. This action cannot be undone. However, these users can be re-invited at any time.  

When a user is deleted, Finalize Administrators will receive an email summary of all open tasks, requests, and approvals for the deleted user.