Document access in a legal matter
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Summary of Document Access in a Legal Matter
This document outlines how access to documents attached to legal matters is managed within ServiceNow when external storage is enabled. Access permissions are tailored for different personas involved in legal matters, ensuring the right individuals can view or manage documents as needed.
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Key Features
- Real-Time and Scheduled Permissions: Document access is controlled in real-time or through scheduled jobs, allowing dynamic management of permissions.
- Persona-Based Access Levels: Different personas have varying access types, including read-only and full access (read, write, delete), based on their role and the status of the legal matter.
- On-Demand Access Requests: Users can request immediate access to documents if needed before the scheduled job executes.
- Access Revocation: Legal admins can revoke document access as necessary, ensuring that permissions remain current and secure.
Key Outcomes
By utilizing these access controls, ServiceNow customers can ensure:
- Secure document management for legal matters with clearly defined access levels for each persona.
- Efficient processing of document access requests and permissions, enhancing collaboration among team members.
- Ability to manage user access dynamically, accommodating changes in roles or project requirements.
Documents attached to legal matters are uploaded to the configured external storage system when the external storage option is enabled on an intake form with All or matter type selected. The access permission of these documents to various personas is controlled in real time, via a scheduled job, or on-demand.
Document access in legal matters for various personas
The following table shows the type of access to documents and when it is granted to various
personas.
The scheduled job Process External Storage Permissions runs at the
defined intervals to sync access for all unprocessed permissions on documents for legal matters
stored in the external storage.
| Persona | Access type | Access level | When |
|---|---|---|---|
| Requester, requested for | Read only | Document | Legal matter is submitted |
| Group manager | Read, Write, Delete | Legal matter | Legal matter is submitted or promoted from legal request |
| Matter owner (Assigned to) | Read, Write, Delete | Legal matter | Legal matter is assigned |
| Collaborators | Read, Write, Delete | Legal matter | Added to the Collaborators list |
| Ad hoc approvers | Read only, No delete | Legal matter, artifact, or document based on approval requested | Ad hoc approval is initiated |
| Matter task owner | Read only, No delete | Artifact | Artifact is associated to a matter task or when a task is assigned to a user |
| Matter task owner | Read only, No delete | Document in artifact associated with the matter task | Artifact is associated to a matter task or when a task is assigned to a user |
| Members of assignment group | Depends on the Assignment group permission field | Document | Job is run as scheduled, or on-demand |
| Watch list users | Read only, No delete | Legal matter | Added to the Watch list |
| Delegates | Read only, No delete | Legal matter, artifact, or document based on duties delegated | Resolve platform delegation permissions for legal matter job is run as scheduled, or on-demand |
| Delegates through granular delegation | Read only, No delete | Legal matter, artifact, or document based on duties delegated | User is delegated |
Note:
- 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 matter owner assigned to the legal matter can access documents from the Documents tab of the Artifacts 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 admin can revoke a user's access to documents of a legal matter and legal requests.
- Ad hoc approvers lose document access after they approve or reject the requested item.
- Delegates lose access after the delegation period expires.