Overview

Restricted Access is a feature in AppColl that restricts the matters that can be viewed by a user. When Restricted Access is enabled for a user, they can only see information related to a specified set of matters. Note: Only account administrators have the ability to specify the set of matters that are visible to individual users. 

Th Restrict access to information associated with assigned matters checkbox is found off the Permissions button in the Contact record:

Note: If no View Sets are assigned to a user and they are enabled for Restricted Access, the default view set is all matters which they are affiliated with. E.g. those matters where that user is an assigned Attorney, Partner, Paralegal, Contributor, Foreign Associate, or they are an employee of the law firm assigned to the matter.

Additional things to note about users with Restricted Access:

• They do not have access to the Files module, although they can view files related to a matter by clicking on links in the Matters module.
• They do not see the Reports module as this could expose information not related to their matters. They can however run reports from within a module. Regardless of the report, when the run a report in a module only information related to a user's matters will be displayed.
• They also do not have general access to the contacts module - they can only see their own contact. They can however see important information related to matter contacts from the matter details pages.

1. To configure Restricted Access for users, first hover over the Contacts module and select Restricted Access.
2. Click the View Sets tab. The ViewSets tab shows the configured ViewSets. A ViewSet is a named database query similar to those used in filtering.
3. Click Add View Sets.

4. Create one or more View Sets that define, using a database query, a set of matters. For this example, a view set is being created for a user who should only have access to the matters for a specific client. Enter a Name for the view set.
5. Enter the Conditions. 
6. Note the assistance for writing conditions.
7. Click the Add button. 

8. Click the Save button. 
9. With the View Set added, go to the Views tab. The Views tab displays logins and their Restricted Access configurations.

You can now assign the View Set to one or more users. Note that the same View Set can be applied to multiple users, you can give groups of users access to the same set of matters, which can easily be modified if necessary. For example, three View Sets may be associated with a user: A Base View Set (which applies to all Restricted Access users), an Include View Set and an Exclude View Set. The matters that a user can see are the combination of all matters in the Base View Set and the Include View Set, excluding matters in the Exclude View Set.

10. Select the Record for the person you would like to configure.
11. Make the desired selection from the Include View Set dropdown.
12. Choose to Exclude View Set, if desired.
13. Click Ok.
14. Click Save.  

Verify a User's Permission

Once a user’s permissions have been modified it can be useful to verify that they can see only the intended matters. To do this, click the Show button for the contact. 

The Show buttons will only appear for contacts that have Restricted Access enabled. Once clicked, wait for the popup to be populated with a table of matters. You can scroll through the popup or filter for specific text using the textbox at the top.

Filtering and Bulk Modifying Permissions

1. Go to the Restricted Access page.
2. Select the Views tab.
3. Choose from Show Role options to only see contacts with a particular role, such as “Inventors.”
4. Use the Search field to further refine the results as needed.
5. Click the Bulk Edit Visible button to bulk edit the contacts who appear on the page with your selected filters.

6. Select from Restricted Access options as needed to Enable or Disable.
7. Select from the options to Include View Set. For this example, we will enable ABC Matters for all contacts with the Role Inventor shown on the page.
8. Select from the options to Exclude View Set, if desired.
9. Click the Save button on the pop-up.
10. Click the Save button back on the Views page.