Replace a Staff Member in SmartAdvocate

Follow the instructions below when you need to replace a staff member who is leaving the firm with a new
staff member.
In this situation, do not simply edit the contact card of the former staff member with the information of the new staff member. Doing so will replace the former staff member with the new one wherever the former staff
member appeared within the SmartAdvocate system. Thus, any action taken by the former staff member will
now appear to have been done by the new staff member, making it difficult to determine who actually
performed the action.
In order to properly replace one staff member with another, without altering any activities previously
undertaken by the prior staff member, please follow these instructions. The person taking these steps must
have Administrative rights in SmartAdvocate.

Click on the Admin button.
Scroll down the list and click on Users.
Locate the individual who is leaving the firm and click on the edit icon.
Uncheck the Active box. This will remove their access from the system and free up a user ID for use by
the new staff member. Do not uncheck the Visible box.
If the person was given access to the Mobile Application, uncheck that box as well.
Click Update to save the changes you have made. This will bring you back to the Users list.
Click the New User button to add the new staff member.
Enter a Login Name and Password for the new staff member.
Click on the down arrow to the right of the Contact name row in order to add the new staff member’s
contact information to the new user.
If a Contact Card has not already been created for the new staff member, click on the Add New Contact
button to create a Contact Card for the individual.
Enter the contact information for the new user. The following information must be entered: Last
Name, First name, and Gender. The Contact Type should be set for General, and the Active box should
be checked. An email address must be entered. Once the required information is entered, click Save,
which will save the information and close the Contact Card.
Once the Contact Card closes, you will be brought back to the Add User panel, with the new user’s
name now entered.
Enter a Default Case Role, Firm Role, and Title for the new user.
Enter Permission Groups for the new user.
Check the Active box.
If the user will have access to the Mobile Application, check that box.
Check the Visible box.
Check the Enforce password change box if you want to require the user to enter a new password when
first logging into the system.
Click Update to save the changes and add the new user.
Click on the Case Browse button.
Click on Clear All Filters.
Click on the Staff tab and select the staff member who is being replaced.
Click on Search Cases.
A new tab will open, with a list of all cases to which the staff member being replaced has been
assigned. Select all cases by clicking on the top box in the left column.
Click on Mass Update, then choose Reassign Staff.
Choose the From: and To: staff members.
Be sure to check the boxes adjacent to Reassign Tasks, Reassign Appointments, and Reassign Medical
Records Requests.
Click on the Reassign Staff button to complete the reassignment.
Go back to the Users list by clicking on Admin and Users.
Locate the staff member to be removed and click on the edit icon.
Uncheck the Visible box, so the person will no longer be available to choose in the various lists within
SmartAdvocate.
Click Update button to save the changes. This will bring you back to the list of Users.
In the Users list, click on the name of the staff member being removed. That will open the Contact
Card for that user.
Uncheck the Active box of the person being removed.
Remove the email address of the person being removed. If you want to retain the person’s email
address, before deleting the email address simply copy and paste it into the Contact Comments.
You have now completed the reassignment of all current and future open activities from the former staff
member to the new staff member.