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1. Before you start

You must register your firm or chambers with Common Platform before you can use it.

Once registered, you will receive an email from noreply@cjscp.org.uk. Please check junk and spam filters for this notification.

If no one in your organisation has received the email, ask your IT support administrator to check you can receive emails from 鈥榓n Azure server鈥�.

Follow the link in the email to complete your one-time account activation and security set up.

You must activate your account before you can complete any administrator tasks in Common Platform.

2. Your responsibilities as an administrator

As the organisation administrator, you are responsible for keeping the organisation details current and managing individuals鈥� account access.

You will:

• manage company information (for example, a change of address)
• manage user information (each user can manage their account, such as updating a phone number, but you can help if they are locked out)
• add new starters and allocate the correct role-based permissions
• deregister users
• reregister users (user accounts will be deregistered if not accessed for more than 90 consecutive days and then deleted 28 days after deregistration)
• re-send link activation emails for pending users (links expire after 28 days)

3. Create a user account

1. Sign into your account and select 鈥楢ccess Management鈥�.

2. From the actions list, select 鈥楥reate user鈥�.

3. Complete the form with the user鈥檚 details then select 鈥楽ubmit鈥�. You cannot use:

• a CJSM email address
• a landline phone number
• a shared email address or phone number

Once registered, the user will receive an email from noreply@cjscp.org.uk. Ask the user to check junk and spam filters for this notification if it has not arrived.

4. Search for the user and view their account. Select 鈥楻esend registration email鈥�.

4. Assign or add a user role

After you have created a user鈥檚 account, you will need to assign them a role. The role will determine what functionality they can access on Common Platform.

Choose:

• 鈥榙efence lawyer鈥� if the user needs to take non-court-based actions and access case material
• 鈥榓dvocate鈥� if the user needs to take court-based actions, access case material and sign in at court
• 鈥榦rganisation admin鈥� if the user will manage organisation and user accounts

You only need to assign one role to a user but a defence lawyer or an advocate can also be given organisation admin permissions.

1. From the 鈥榊our services鈥� screen, select 鈥楥ommon Platform鈥�.

2. Complete the 2-factor authentication using your phone and the Microsoft Authenticator app you used when activating your account.

3. From the 鈥楬ome鈥� screen, select 鈥楳anage User Access鈥� under 鈥楢ccess Management鈥�.

4. To find a user, enter their email address into the search bar and then select 鈥楥ontinue鈥�.

5. Select the appropriate role for the user, then select 鈥楥ontinue鈥�.

6. You will be asked if a time limit applies to the role. Select 鈥楴o鈥�, then select 鈥楥ontinue鈥�. Do not select 鈥榊es鈥�.

7. Check the user access information, making sure you have selected the correct role. Then select 鈥楽ave user鈥�.

5. Change a user鈥檚 details

You can help a user manage their account by changing their registered name, email address or mobile number. You can also reset their password if needed or change their status as an administrator or not.

1. Open the access management screen and then search for a user using their name or email address. Then select the user鈥檚 name from the search results.

2. To update the user鈥檚 details, select 鈥楥hange鈥� next to the relevant detail. On the screen that follows, make the change and then select 鈥楽ave鈥�.

3. If a user has changed their device but still has the same phone number, you can remove the old device, if it has been authenticated. Select 鈥楻emove鈥� in the 鈥楢uthentication Device鈥� row (this will only show if the device is authenticated).

4. You will be asked if you are sure you want to remove the device. If you are sure, select 鈥榊es - remove device鈥�. The user can then add their new device by following the guidance in the Activate your Common Platform account guide.

5. To reset a user鈥檚 password, select 鈥楻eset password鈥�.

6. You will be asked if you are sure you want to reset the password. If you are sure, select 鈥楻eset user鈥檚 password鈥�. The user will receive an email with instructions to reset the password.

6. Suspend or remove a user

You can suspend a user鈥檚 account for a period if needed, such as if they are taking an extended leave of absence. You can also remove a user鈥檚 account from your organisation, either by transferring them to another organisation or deregistering them.

1. To suspend a user鈥檚 account, select 鈥楽uspend this user鈥� from the edit user account screen. Then select start date and, if you know it, the end date of the suspension. Add the reason, if appropriate and then select 鈥楽ave and continue鈥�.

2. You鈥檒l be asked if you are sure you want to suspend the user鈥檚 account. Select 鈥榊es 鈥� suspend this account鈥�.

3. To transfer a user鈥檚 account to another organisation, select 鈥楾ransfer this user鈥� from the edit user account screen. Search for the transfer organisation then select them from the results. Then select 鈥楥ontinue.

4. You鈥檒l be asked if you are sure you want to transfer the user. Select 鈥榊es 鈥� transfer user鈥�.

5. To deregister a user, select 鈥楧eregister鈥� at the bottom of the edit user account screen.

6. You鈥檒l be asked if you are sure you want to deregister the user account. If you are sure, select 鈥楧eregister user account鈥�. The account will become inactive and the user will lose all access to the service. The account will remain deregistered for 28 days unless you re-register it. If not re-registered, the account will be deleted after 28 days.

7. View organisation and all users鈥� information

There are 2 other admin tasks available to you as an organisation administrator:

• view organisation鈥檚 details
• generate user report

To access these select 鈥楢ccess Management鈥� from the 鈥榊our services鈥� tab.

1. To view your organisation鈥檚 information, select 鈥榁iew organisation鈥檚 details鈥�.

2. A screen will appear with your organisations name, contact details, LAA contract numbers, accountable person details and notification emails. To change any of the details, select 鈥楨dit this organisation鈥� and then change the appropriate information.

3. Your organisation will receive messages about cases and about user accounts. Make sure to add the appropriate email address in each section:

• in the 鈥楬ead Office Details鈥� section, add the organisation鈥檚 main email address to receive messages about case associations 鈥� you can only add one email address
• in the 鈥楢ccountable person鈥� section, add your email address and that of other administrators (you can add more than one) to receive messages about user accounts and changes to the organisation

4. To generate a user report, select 鈥楪enerate user report鈥�. The report will automatically download to your device as a Microsoft Excel spreadsheet. It will include information about each of your users on their account status, activity and history.

8. Further help and guidance

We can help create accounts for new sites with a high volume of new users. This is called 鈥榖ulk uploading鈥�. If you think you need a bulk upload, contact us by email.

For updates about merger and acquisition activity, contact us by email. We will manage the transition to make sure case access and continuity are maintained.

As a nominated administrator you can update accounts without needing to go through the service helpdesk. But if you need further help or have questions that are not addressed in the guidance, you can contact us on our helpdesk or by email.

Helpdesk

Email

DTS-ITServicedesk@justice.gov.uk

We aim to respond within 5 working days.