Getting started in Xakia is an easy 10 step process.
What are the 10 steps?
- Register your Xakia platform
- Locate the Admin section
- Add internal clients/divisons
- Edit your work Categories
- Select features
- Create Groups
- Add users
- Add external resources
- Upload your company logo
- Start tracking matters
- Bonus tips!
Step 1: Welcome to Xakia!
Click here to log in using the registration details that have been emailed to you.
Step 2: Locate the Location Admin section
The Location Admin section is where users with Admin permissions can manage your configuration, add users and other administrative settings on your platform.
You will complete most of the steps in this article under your Location Admin section.
To navigate to your Location Admin section:
- Click on 'Admin' in the top navigation menu
Note: You can learn more about Administrator Permission levels and how to manage settings here.
Step 3: Add your Internal Clients/Divisions
Xakia allows you to set up your own internal organizational structure using Divisions and Sub-Divisions. Learn how to add Divisions here. These can always be edited later.
Tip: Divisions are typically at the top level of your organization. Sub-Divisions can be classified as any division or department that sits directly under the larger Division.
Step 4: Edit your work Categories
Xakia offers default work categories to get you started.
If you would like to set up your own Categories and Sub-Categories, you can add new ones or edit immediately to reflect the work relevant to your team. These can always be refined later.
Step 5: Select Features
Click on 'General Settings' on the left hand side menu and under the 'Features' tab, you can toggle on specific features to be used by the team.
Step 6: Create Groups
If you have a team of 10+ users, you may like to set up groups. This will drive permissions and reporting options. Learn how to add groups here.
Tip: Groups offer a way to control access to specific matters based on Group permission levels. For example, the Litigation Group may only be able to view Matters with categories of Disputes and/or Litigation.
Step 7: Add Users
You can invite users immediately, or you can do this when you have finished setting up your platform. You can add, edit or remove users at any time.
Complete your list of users with each user's name, email address and permission level. Once you click, 'Add User', a form will appear, and you can add the user's information and invite them to register. Learn more about adding users here.
Tip: When you send a user an invite, they will receive a link to register. The link expires if they do not register within 24 hours of receiving the invitation. Not to worry though, you can always resend the user an invitation if the link expires.
Step 8: Add External Resources
External Resources are your outside law firms, accounting firms, vendors and others that are involved in a matter.
You can create a list of your commonly used external resources within your Admin so that they can be added to matters for you to record details, upload invoices, and more. You can add your External Resources under your Location Admin initially, or you can add them over time as you incorporate more matters with the relevant External Resources.
Learn how to manage your list of external resources here.
Note: Xakia contains a global database of External Resources for users to add to their matters. If you cannot find the External Resource you require, please contact support@xakiatech.com, and we will add it to our Global Database.
Step 9: Upload your logo
Upload your logo to the Xakia platform for inclusion on your reports, legal intake forms and more.
- Click on 'Company Admin' on the left hand menu
- Click on the 'Settings' tab
- Click on the 'Choose file' button to upload your company logo
- Click 'Save'
Note: You can upload your logo at a later time and rest assured you can always change your logo if needed.
Step 10: Start Adding Matters
You're all set! Now it’s time to start adding your matters and seeing your data come to life.
Simply click the + New Matter button in the top navigation menu to begin creating matter.
Complete the required fields on the matter form and click 'Save'.
Learn more about creating a new matter here.
Tip: Do you have repetitive matters? You can set up templates to auto-populate a matter form with completed fields customized by you. Learn more about creating and editing a matter template here.
Bonus tips!
Once you have tackled the basic settings, you can start to incorporate more advanced features:
- Start adding documents to your matters - learn more here.
- Create a customized Legal Request Form so that your internal clients can efficiently submit requests to your legal department. You can then triage the work and keep your internal clients updated on progress. Learn more about setting up legal intake and triage here.
Note: Legal Intake is included in the Xakia Plus subscription. The Legal Intake Portal is included in Xakia Plus and Advance subscriptions.
- Invite your external resources to submit invoices within Xakia. Learn more about external resources and spend management here.
Note: External Fee Management is included in the Xakia Plus and Advance subscriptions.
If you require more information or support, you can get in touch with the Support team here or email support@xakiatech.com.