This article discusses project-level permissions. There are three access levels for a project: guests, collaborators, and project Admins. The user's level dictates their data access. Users can also subscribe to or follow a project, which allows them to receive all project notifications.

• Guests
• Collaborators
• Admins
• Notifications/Subscriptions

Guests

Guests are special users that have highly limited access to a case. Guest status is usually used for third parties like clients, co-counsels, or anyone else who might need access to some parts of a project and not others. 

Users added at the Org level, including guests, will have access to the Project Hub. Because of this, guests should be added at the project level.

By default, when a user is added to a project, they are added as a guest. Invite a user to a single project by clicking on the + Invite button in the top right of the Team section. (For steps on how to invite a new user to an Org, read Adding a User.) To learn more about using Filevine as a guest, read Using Filevine as a Guest.

When a guest is added to the case, they are only able to see an empty activity feed and an empty Docs section. By default, the guest can only see the items and documents that they add in the activity feed and Docs section.

Custom sections, documents, and activity items can also be shared with a guest. Read below for a step-by-step for sharing sections, items, and documents with guests.

Sharing with a Guest

To share a section of the project with the guest, follow the steps below. Built-in sections other than the Docs and Activity sections cannot be shared with guests, but any custom section can be. 

Sharing a project section with a guest will give them the ability to see all data in that section, with the exception of attachments in attachments fields, which need to be shared one-by-one in the Docs section. You can choose whether the guest has the capability to edit the information in that section, or only to view. 

1. Open the user’s card in the Team section. In the correct project, select Team in the lefthand menu. In the Team section, search for and select the desired user to open their user card.
2. Click Share Project Sections. In the open user card, click Share Project Sections below the accessibility levels.
   
   
3. Select the custom sections that should be shared. In the Share User Sections modal, move any custom sections that should be shared with this guest to the right [User]’s Sections box by doubleclicking or by selecting and then clicking the right-facing arrow. 
   
4. Choose whether the guest can edit the sections. A guest can either be given access to view a section, or to view and edit a section. For example, this user could view and edit the Case Summary section, but can only view the Defendants section.
   
   To give a guest access only to viewing the section, click on the check box next to that section to uncheck it.

The Activity section and the Docs section do not appear on the list of shareable sections. Items from the activity feed and documents from the Docs section need to be added separately, one-by-one. Follow the steps below to share an activity feed item or a document.

1. Locate the item/doc. In the correct project, navigate to the activity feed or the Docs section in the lefthand side menu, depending on what you’d like to share. In this section, locate the activity feed item or document you would like to share with the guest.
2. Share with the guest. Select the item or doc, and then click on the vertical ellipses on the top right. Hover over either Guest Share (for docs) or Share with (for items), and select the guest that you’d like to share with. Once a guest has had this item or doc shared with them, a check will appear next to the guest’s name.
   
   

Guests will have the ability to view and download the shared document, and will be able to view the item and all comments, as well as to add comments of their own.

Collaborators

Collaborators have viewing and editing access to all project data (with locked fields being the exception), but they do not have Admin permissions like inviting and editing other users.

Making a User a Collaborator

Collaborator status can be assigned at the Org-level by an Org Admin in the Org > Members tool in setup.

To make a user a collaborator on a single project, follow the steps below.

1. Open the user’s card in the Team section. In the correct project, select Team in the lefthand menu. In the Team section, search for and select the desired user to open their user card.
2. Toggle to Collaborators. In the user card, click the Collaborator option in the access menu.
   
   

Admins

Project Admin status enables access to certain permissions on a project level. For example, a project Admin can remove some saved items, manage team status, and more.

Project Admins can, for any project where they have Admin status:

• change a user’s team status
• change a user’s role position assignment.
• invite outside parties and clients into the project
• reset a taskflow trigger button
• enable and disable texting
• remove a saved collection item
• remove a saved document from the Docs section
• edit any field that has been locked for project Admin access only
• change the main project contact
• pin (and unpin) items to the project's activity section
• utilize the Move To option for notes and texts in the activity section
• show or hide project sections that have been set as Initially Visible or Initially Hidden

Making a User an Admin

Only other project Admins can designate users as project Admins. You can be designated as a project Admin for a specific project or for all new projects. Alternatively, Org Admins can also make themselves a project Admin on projects using the settings in the Members > Org tool or the Mass Update Permissions Advanced tool.

To become a project Admin for a specific project, 

1. Open the user’s card in the Team section. In the correct project, select Team in the lefthand menu. In the Team section, search for and select the desired user to open their user card.
2. Toggle to Admin. On the open user card, click Admin. A user must be a Collaborator before they can be made an Admin, so if this option isn’t available, click Collaborator and then click Admin.
   
   

Notifications

Subscribing to a project allows you to receive notifications for that project. Users subscribed to a project receive notifications in their Feed, including:

• updates to the project’s Activity Feed, including deadline reminders
• email alerts about upcoming deadlines and new text messages
• notifications for additional actions like Fusions

These notifications can be customized in the Notifications page.

How to Subscribe

Users can subscribe on a project-by-project basis in the project’s vitals flyout.

Project Admins can also subscribe themselves and other users in the Team section, or users can be subscribed to a set of projects using the Mass Update Permissions tool.

To subscribe other users, in the project’s Team section, toggle to the Role View and select the user you’d like to subscribe to the project. In the opened user card on the right, click the Subscribe toggle to subscribe that user to the project. Click again to unsubscribe.