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 a project, which allows them to receive all project notifications.
Project Admins can assign these permissions within an individual project’s Team section. Org Admins can assign these permissions across multiple projects using the Teams subsection of the Member Access tool.
Overview
| Permission Level | Description | Typical Assignees |
|---|---|---|
| Guest | A guest has highly limited access and permissions within a project. | Third-party users, like clients or co-counsel. |
| Collaborator | A collaborator has read and write access and reporting access for all non-locked data. | Employees of the law firm that need to work on a case and reference its information. |
| Admin | Project Admins have the highest permission level available within a project. A project Admin can do things like delete documents and collection section items. | Managers on a case or, if you wish to have employees manage their own cases, all employees. |
Guests
Guests are special users who 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.
Tip
If you’d like to give clients access to the basic details of their project, consider using the Client Portal instead of guest access.
By default, when a user is added to a project, they are added as a guest. Use the project’s Team section to add a user to a project. (For steps on how to invite a new user to an Org, read Add or Remove Members.) To learn more about using Filevine as a guest, read Filevine for Guests.
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.
Share Project Sections
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 must be shared one-by-one in the Docs section. You can choose whether the guest has the capability to edit the information in the section, or only to view.
- Select the guest user Team section. In the correct project, select Team in the lefthand menu. In the Team section, search for and select the desired user.
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Click the key icon. Click on the key icon at the top right to open the Project Section Access flyout.
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Select the sections and edit options. Select the sections you want to share. If you would like the guest to be able to edit the section, toggle the Can Edit option on.
Share Activity Items
When guests view the Activity Feed, they can only see activity items that are shared with them (or that they created themselves).
To share an activity item with a guest, find and select the desired item, and then click Share with.
In the modal that appears, search for and select the desired guest user(s). When finished, click Close.
Share Project Documents
Guests can only see project documents that are shared with them (or that they uploaded themselves).
To share a document with a guest, find and select the desired file, and then click the vertical ellipsis ⋮ along the top.
Go to Guest Share, and then find and select the desired guest user(s).
Collaborators
Collaborators have viewing and editing access to all project data, but they do not have Admin permissions like inviting and editing other users. Additionally, these users can view, but not edit, locked fields within the project template.
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 role and permission level
- invite outside parties and clients into the project as guests
- reset a taskflow trigger button
- add and remove a project-specific text number
- remove a saved collection item
- remove a saved document from the Docs section, or move it to another project
- 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
- move an activity item to another project
- show or hide project sections that have been set as Initially Visible or Initially Hidden
- view and adjust project billing settings, including the project’s rate schedule, its invoice terms, and its client matter
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. Users can subscribe to or unsubscribe from an individual project using that project’s vitals flyout.
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