Introduction
As an Admin User, you have full access to all features within your company's Brightflag instance. This guide provides an overview of the key administrative features available to you.
⚠️ Important:
Admins have control over critical configuration settings, such as user management, matter workflows, and auto invoice processing. Ensure any changes are reviewed by your legal operations team or your Brightflag Customer Success Manager (CSM) before implementing.
Brightflag Admin Feature Access Overview
| Feature Category | Description |
|---|---|
| Spend Overview | View a high-level summary of company-wide spending. |
| Invoices | Access and manage all invoices processed within Brightflag. |
| Matters | Full access to all legal matters. |
| Accruals | Manage and track accruals for legal matters. |
| Budgets | Set and monitor legal spend budgets. |
| Reports | Generate and view custom and standard reports. |
| Vendor Management | Manage vendor records, including updates and performance tracking. |
| Vendor Performance | Review vendor performance metrics. |
| AP Export | Export accounts payable data. |
| Timekeepers | Manage timekeeper records associated with vendors. |
Admin Settings (View, Edit, and Configure Features)
| Configuration Area | Admin Permissions |
|---|---|
| Departments | View, edit, and configure department settings. |
| Legal Entity | Manage legal entities in the system. |
| Accruals | Configure accrual settings. |
| Matter Group Management | Set up and manage Matter Groups. |
| User Management | Add, edit, or remove users. |
| Matter Settings | Adjust settings for legal matters. |
| AP API Log | View API log details for accounts payable. |
| Allocations | Manage matter allocations for legal spend. |
| Customer Matter Categories | Set up and customize matter categories. |
| Workflows | Configure workflows for invoice and matter processes. |
| AP Routes | Set up routes for accounts payable. |
| Auto Invoice Processing | Manage auto-processing rules for invoices. |
⚠️ Reminder:
Admins can make critical changes to system settings. Always ensure major changes are reviewed by your legal operations team before implementation.
User Management
🔹 Key Actions:
- Create a User
- Add the User to a Department
💡 Brightflag Tip: The role assigned to a user determines their visibility and access within Brightflag.
Vendor Management
🔹 Key Actions:
- Adding a Vendor & Vendor Offices
- Adding Vendor Users (Brightflag Customers Only)
💡 Brightflag Tip: There are three types of vendor access levels in Brightflag:
- Vendor Admin
- Vendor Office Admin
- Standard
👉 It’s recommended to assign Vendor Admin access to most users so they can manage all vendor-related matters.
Departments
🔹 Key Actions:
- Adding Departments
- Adding Users to a Department
💡 Brightflag Tip:
A Department Overview User can view all matters & invoices assigned to their department. You don’t need to match your company’s internal department/sub-department structure exactly—use a format that best suits your business needs.
Legal Entities
🔹 Key Actions:
- Adding Legal Entities
Matter Settings
🔹 Key Actions:
- Adding Custom Matter Fields
- Controlling Matter Field Accessibility
💡 Brightflag Tip:
Custom Matter Fields feed directly into reporting, allowing you to track key data points. Set up fields early to capture information from the start of a Matter.
Allocations
🔹 Key Actions:
- Setting Allocation Codes for Legal Spend
Custom Matter Categories
⚙️ Action Required:
If default Matter Categories don’t fit your business needs, contact Brightflag Support by Submitting a Request to customize them.
✅ Custom categories improve accuracy and make it easier for users to select the correct Matter Type.
Invoice Workflows
🔹 Key Actions:
- Building an Invoice Workflow
💡 Brightflag Tip:
Setting up invoice approval workflows is essential. For your initial workflows, work with your Brightflag CSM to ensure proper configuration.
AP Routes
🔹 Key Actions:
- Setting Up AP Routes
💡 Brightflag Tip:
Similar to invoice workflows, AP route configuration is critical. Collaborate with your Brightflag CSM when setting up AP Routes for the first time.
Reporting
🔹 Key Actions:
- Building a Report
- Making a Report Public
- Sharing a Report
- Scheduling a Report
- Changing a Scheduled Report
💡 Brightflag Tip:
Your Brightflag CSM is an expert in reporting. Reach out for guidance on leveraging reports to meet your business goals.
Timekeeper Rate Approvals
🔹 Key Actions:
- Viewing Existing Timekeeper Rates
- Reviewing New Timekeeper Rate Requests