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Managing users

Granting Users Special Access to Matters

When uses are created in Tracker, they do not have automatic access to any matters unless their system role is Company System Administrator. There are three ways in which a user can be then given access to a matter:
  1. They can be added to the matter as a matter participant.
  2. They can have access by being a delegate of another user.
  3. Company System Administrators can grant special access for the user to groups of matters based on organizational units and/or practice groups. For example, you can specify that a particular user will have access to all matters assigned to a specific organizational unit with a matter role of Matter Reader.

Considerations When Granting Special Matter Access

You can grant special matter access to certain users based on organizational units and practice groups. You do not need to grant special matter access to Company System Administrators because they have automatic access to all matters with a matter role of Matter Administrator.
Special matter access and delegates
It is important to note that delegates only have access to matters to which their delegators have direct access. In other words, if you have special access to all matters assigned to the Employment practice group, your delegates will not be able to access those matters unless you also have been given direct matter access to them).
Special matter access and Limited Access Matters
If a matter is designated as a Limited Access Matter, only users who have been specifically added to the matter as participants will have access to it.
Consequently, if a Limited Access Matter is assigned to an organizational unit or practice group to which a user has been given special access, the user will not have access to the matter unless the user is also manually added to the matter as a participant.
Special matter access and Action Items alerts
If a user has access to a matter only because they have been granted special matter access, then the user will not receive action items alerts for the matter. The only way a user receives action items alerts is if they are an express matter participant (in other words, they have been directly added to the matter or are a delegate of a matter participant) with a matter role of Matter Administrator or Matter Editor.
Special matter access and the Matters List page
If you have access to a matter only because you have been granted special matter access, the matter will not be shown on your list open matters.
Office System Administrators and Special Matter Access
An Office System Administrator has limited authority to grant special matter access to other users in the same office. For example, if the Office System Administrator has been granted Matter Reader only special access to all matters assigned to the organizational unit called Subsidiary One, the Office System Administrator will not be able to grant special matter access with a higher role than Matter Reader only, and will not be able to grant special matter access to other organizational units.
If the Office System Administrator wants to grant a user higher access, the Office System Administrator must contact a Company System Administrator to request that the additional authority be granted.

Grant Special Matter Access

To grant users special access to matters:
  1. Click
    Users
    >
    User list
     from the left navigation.
  2. Click
    Edit
    next to the user's name to whom you want to grant special matter access. The user's Administrative Profile opens.
  3. Next to
    (Optional) Grant this user Special Matter Access
    , select
    Yes
    . The Special Matter Access and Report Access Privileges options appear.
  4. Select the applicable authority level, organizational unit(s), and practice group(s). When you select an organizational unit or practice group, the user will be given access—with the authority level you selected—to all matters that are assigned to that unit or group.
  5. On the toolbar, select
    Save & close
    .

Access Authority Information

The matter role specifies the user's rights and limitations regarding what the user can do in the matter. Below is an explanation of the access authority of the matter roles available in Tracker:
Access Authority
Rights/Limitations
No special matter/report access privilege
This is the default access authority and does not provide the user with Special Matter Access to any matters (even if an Organizational Unit or Practice Group is selected).
Report Access
  • Run reports Note: User can only run reports against matters that are assigned to the selected Organizational Unit or Practice Group.
Matter Reader & Report Access
  • View matter information (cannot edit matter information or documents, notes, etc.)
  • Run reports
    Note: User can only run reports and view information for matters that are assigned to the selected Organizational Unit or Practice Group.
Matter Editor
  • Add/edit information (cannot delete items such as documents, notes, etc.)
  • View matter information
  • Run reportsNote: User can only run reports and edit information for matters that are assigned to the selected Organizational Unit or Practice Group.
Matter Administrator & Report Access
  • Add/delete matter participants
  • Add/edit/delete information
  • View matter information
  • Run reportsNote: User can only run reports and edit matter information for matters that are assigned to the selected Organizational Unit or Practice Group.

View a User's Administrative Profile Audit History

For every change to a user's access permissions, you can see the date, the action performed, and the user who performed the action.
To view a user's administrative profile audit history:
  1. Click
    Users
    >
    User list
     from the left navigation.
  2. Click
    Edit
    in the
    Admin Profile
     column next to the user you want to review.
  3. On the toolbar, click the three small dots icon and select
    View history
    .

Assigning Report-only Access

Within the Report Access Security section of a user's profile, Company System Administrators can limit a user's reporting access to just Spending Reports, Budgeting Reports, or All Other Reports.
A typical situation for limiting a user's reporting access is the following: the law department wants to give the business manager of a subsidiary access to spending reports but, because the manager is not a member of the legal team, the user should not access to status data or other potentially privileged matter information. In this case the user could be given Report-only access for spending reports.
Report Access Settings
There are three Report-only access settings:
  1. Spending Reports lets you run the Total Spending and Invoices reports (against matters in the designated practice group or organizational unit)
  2. Budgeting Reports lets you run the Actual-to-Budget report and Budget Details export (against matters in the designated practice group or organizational unit)
  3. All Other Reports
     lets you run all remaining reports (against matters in the designated practice group or organizational unit)
In addition, a system administrator can limit the user's access to invoice attachments within spending reports using the
Invoice access for Report Only matters
 field.

Grant user access to Matter Upload

You can grant matter upload access to Company System Administrators, company office administrators, and matter creators.
  1. Click
    Users
    >
    User list
     from the left navigation.
  2. Click
    Edit
    next to the name of the intended user.
  3. Ensure that the system role for the user is company system administrator, company office administrator, or matter creator.
  4. Next to
    Matter Upload Security
    , check the
    Allow create, update, and close via upload tools
     checkbox.
  5. On the toolbar, select
    Save & close
    .
For any additional matter upload users, repeat steps 2–5.

This article applies to:

  • Product: Legal Tracker
  • Audiences: Company