In your matters, organizing users into roles and organizations enhances collaboration and ensures that permissions align with each participant's responsibilities. This guide provides a comprehensive overview of creating and managing roles and organizations, including how to control their visibility to maintain confidentiality.
Prerequisites: You're a Matter Admin
Good to know: When setting up a matter, it's best to get your roles and organizations setup before adding users.
Roles
These group multiple organizations based on their function in a matter. For example, roles like "Buyer," "Seller," or "Lawyers" can encompass relevant organizations involved in those capacities.
Organizations
Within each role, organizations represent specific entities or teams, grouping related users. For instance, under the "Lawyers" role, you might have organizations like "Smith Lawyers" or "Johnson & Co."
Roles
Adding roles
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Click on + Create new role at the bottom of the participants page
Enter the desired role name in the pop-up that appears (eg Buyer or Seller).
Click Create role to add it
Caution: When a role is created, it will get default permissions if the global option is ticked for an element. If the global option isn't ticked, the role won't get any permissions.
Example: If "global" is ticked for the view list permission, then the new role can see that list. If it wasn't ticked, then the new role can't see that list.
Tip: Role names are visible to all participants. Ensure they do not contain confidential information
Moving roles up and down
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Hover over the name of the role you want to move
At the left of the role's card, press the:
Up icon to move the role up
Down icon to move the role down
Renaming roles
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Hover over the name of the role you want to move
At the right of the role's card, press the pen icon
Update the name and click outside or press enter to save changes
Deleting roles
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Hover over the name of the role you want to move
At the right of the role's card, press the bin icon
In the pop-up that appears type DELETE ROLE
Press delete role
Warning: Deleting a role will also delete:
all organizations in the role
all users in those organizations
Reference to these deleted users will also be removed from checkboxes, comments, files and statuses.
organizations
Adding organizations to roles
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Find the role you want to add the organization to
Click on the + Add organisation card inside the role
Enter the name and description of the organizations in the pop-up
Click Create organisation to add it
Caution: When an organization is added to a role, it will inherit any permissions assigned to that role.
Example: If the role has permission to view a list, then the new organization will have permission to view the list.
Renaming organizations
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Press the three dot icon on the top right of the organization you want to edit
In the drop-down, select Rename organisation and make your edits
Click outside or press enter to save your changes
Moving organizations between roles
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Hover over the card of the organization you want to move
When your cursor becomes a hand, press and hold then drag the organization into another role
Caution: When an organizationorganisation is moved into a role, it will inherit any permissions assigned to that role.
Example: If the role has permission to view a list and the organization being moved does not, the organization will gain permission to view the list once it is part of that role.
Hiding organization from other participants
To maintain confidentiality, you can restrict the visibility of certain organization or users. To do this:
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Press the three dot icon on the top right of the organization you want to hide
In the drop-down, select Change view permissions and a pop-up will appear
In the View organisation column, deselect the participants who should not see this organization.
Click Save to apply changes.
A red padlock icon will appear indicating that the organization is hidden from certain participants.
Note: When an organization is hidden from specific participants, those participants will not see:
Files uploaded by users in the hidden organization
Comments made by users in the hidden organization
The name of the hidden organization or its users if assigned to a status
Audit trail logs related to users in the hidden organization
Tip: View the matter as another participant to see how this looks
Deleting organizations
Click on Manage matter at the top navigation bar of your matter
Select Participants from the dropdown menu
Press the three dot icon on the top right of the organization you want to delete
In the drop-down, select Delete organisation and a pop-up will appear
In the pop-up that appears type DELETE ORGANISATION
Press delete organisation
Warning: Deleting a organization will also remove all users in the organization.
Reference to these removed users will also be removed from checkboxes, comments, files and statuses