Document access in a legal matter
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Summary of Document Access in a Legal Matter
This guide provides information on how document access is managed within legal matters when external storage is enabled. Access permissions for various personas are controlled in real-time, through scheduled jobs, or on-demand, ensuring appropriate access levels based on user roles.
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Key Features
- Access Control: Access permissions are defined for different personas including Requesters, Group Managers, Matter Owners, Collaborators, and others.
- Real-Time and On-Demand Access: Users can request immediate access to documents when necessary, bypassing scheduled job constraints.
- Granular Permissions: Delegates can have specific access based on their delegated duties, ensuring security and compliance.
- Scheduled Synchronization: A scheduled job named Process External Storage Permissions syncs document access permissions at defined intervals.
Key Outcomes
Understanding the access permissions enables ServiceNow customers to manage and control document access effectively, ensuring that users only have access to documents relevant to their roles. This leads to improved security, compliance, and efficiency in handling legal matters:
- Requesters can view documents related to their submissions from the Documents tab in the Standard Ticket page.
- Group Managers and Matter Owners have comprehensive access to manage legal documents.
- Ad hoc approvers and Delegates have temporary access, which automatically revokes after their roles change or the delegation period ends.
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.