Document access in a legal request
Documents attached to legal requests are uploaded to the configured external storage system when the external storage option is enabled on the legal request intake form. The access of these documents to various personas is controlled in real time, via a scheduled job, or on-demand.
Document access for various personas
The following table shows the type of access to documents and when it is granted to various personas.
| Persona | Access type | When |
|---|---|---|
| Requester, requested for | Read, Write, Delete—on their own documentsRead only—on documents attached by the legal request fulfiller | Request is submitted |
| Group manager | Read, Write, Delete | Request is submitted |
| Legal request fulfiller \(Assigned to\) | Read, Write, Delete | Request is assigned |
| Collaborators | Read, Write, Delete | Added to the Collaborators list |
| Ad hoc approvers | Read only, No delete | Ad hoc approval is initiated |
| Practice area lead | Read only, No delete | Scheduled job is run or on-demand |
| Members of assignment group | Depends on the Assignment group permission field | Scheduled job is run or on-demand |
| Watch list users | Read only, No delete | Added to the Watch list |
| Delegates | Read, Write, Delete | Resolve platform delegation permissions for legal request job is run as scheduled, or on-demand |
| Delegates through granular delegation | Read only, No delete | User is delegated |
The scheduled job Process External Storage Permissions runs at the defined intervals to sync access for all unprocessed permissions on documents for legal requests stored in external storage.
Requesters can access documents attached to their legal requests from the Documents tab on the Standard Ticket page.
Note: Requesters can delete only those documents from the request that they've attached.
The legal fulfiller assigned to the legal request can access documents from the Documents tab of the request record in the Legal Counsel Center.
- Users added to the matter can request on-demand access to documents if they need access before the scheduled job is run.
- The legal fulfiller can revoke a user's access to documents.
- Ad hoc approvers lose document access after they approve or reject the requested item.
- Delegates lose access after the delegation period expires.
Parent Topic:Manage attachments for a legal request
Request document access for a legal request
Request access to documents attached to a legal request that you do not currently have access to.
Before you begin
Role required: sn_lg_ops.legal_user or sn_lg_ops.legal_fulfiller
About this task
Procedure
Navigate to All > Legal Request > Legal Counsel Center.
Click the list icon (
List icon\).
In the Lists tab, under Legal Requests, click All.
Open a legal request you want to request access to see the documents attached to it.
In the Documents tab, click Request Access.
Result
The system processes the user's permissions and grants access to the documents in the legal request.
Remove document access of users in a legal request
Remove existing users' access to documents attached to a legal request when they are no longer required to view those documents.
Before you begin
Role required: sn_lg_ops.request_admin
Procedure
Navigate to All > Legal Request > Legal Counsel Center.
Click the list icon (
List icon\).
In the Lists tab, under Legal Requests, click All.
Open a legal request you want to remove users' access to documents attached to it.
In the Documents Access tab, select users for whom you want to remove the document access.
Note: The Document Access tab is only visible to the practice area lead, the manager of the current assignment group, and the assigned to person.
Click Remove Access.
Result
The document access of the selected users is removed, and they're also removed from the list. The user will no longer be able to view the request's documents.