Restricting Access to a Matter

In this article:

• Restricting Access to a Matter
• Setting Access Permissions (Admin)
• Reassigning a Restricted Matter to Another User (Admin)

Occasionally, you may need to override the normal permissions for a matter and limit who can access the details of it. For example, say a client 's circumstances change and the case needs to be locked down because of sensitivity. You can limit who within your firm can view the matter.

Once you restrict a matter, a Restricted banner is displayed across the matter's icon. Additionally, any items (like tasks and documents) associated with that matter will no longer be visible.

Restricting Access to a Matter

If you have the correct permissions assigned for your role, you can limit who has access to a specific matter in Actionstep. (An admin can see Setting Permissions below for help reviewing and assigning these permissions.)

To do this:

1. In Actionstep, edit your matter. See Editing a Matter for help.
2. Click the information tooltip next to the matter name.
   A window appears showing information about matter.
3. Click Edit. The Edit Matter Properties window appears. 
4. Toggle Restricted Access to on. Additional fields appear below the option. 
5. Click Add User to find and select which users will have access to the matter. 
6. Repeat Step 5 for each additional user you want to grant access to. 
7. When you're finished, click Save to save your changes.

Setting Access Permissions (Admin)

An admin user can choose which system roles can restrict access to matters. 

To do this: 

1. In Practice Management, go to Admin > Users & permissions. The Users & Permissions page appears.
2. Click Data Permissions in the right-side panel. The Permissions page appears.
3. Choose the role from System Role.
4. From System Object, choose Action table.
5. Select or clear can_restrict, depending on whether you want the role to be able to restrict access or not.
   
6. Complete any remaining fields as needed. (See Configuring System Roles and Data Permissions for complete instructions on working with these options.)
   
7. Click Save to save your changes.

Reassigning a Restricted Matter to Another User (Admin)

Admin users with the correct permissions can reassign a restricted matter from one user to another. This is done when reassigning matters, tasks, etc. from one user to another in the Admin > Users & permissions area of Actionstep. 

To make these kinds of changes, an admin user must have authority to issue, remove, and edit user profiles in Actionstep. (This role is typically known as an admin with authority). 

Before you begin:

• An admin user must go to Admin > General settings > Feature preview and toggle Reassign Restricted Matter to on.

To reassign a restricted matter from one user to another:

1. In Actionstep, go to Admin > Users & permissions. The Users & Permissions page appears.
2. Click Reassign User (on the right side of the page). The Reassign User page appears.
3. Click the Reassign from drop-down list and choose the user who currently has access to the restricted matter.
   
   Once you select a user, if that user is responsible for any restricted matters, you will see them listed in a section below called Restricted matters as owner. Matters will be grouped based on whether they are Active, Closed, or Inactive.
   
4. Click the Reassign to drop-down list and choose the new user who will be given access to the restricted matter.
5. Select the group of restricted matters you want them to take ownership of. For example, if you want them to take ownership of only active matters, select the Active checkbox.
   
   NOTE:  The number of matters in this group appears in parentheses.
6. Click Reassign to apply and save the changes. 

Once the restricted matter is reassigned to the new user, the original user will no longer have access to it. Any other user who was given access to the restricted matter by the restricted matter owner will still have access. 

Additionally, an email will be sent to both the original and new owner, notifying each of them of this change. (This notification can help safeguard against intentional or unintentional misuse of matter restriction.) 

Finally, details of this change will be permanently recorded in the audit log (which an admin can access by going to Admin > Audit logs &  reports > Admin audit log). Like the email notification, this creates a permanent record of the change in case it is queried later. Admin users with authority can also view a list of restricted matters, which includes information about the matter as well as who the matter was assigned to, who restricted the matter, and whether the person that restricted it is an owner of the matter.

Related Articles:

• Viewing a List of Restricted Matters (Admin)
  
• About the Matter Overview Panels
• Creating a Matter
• Editing a Matter
• Reassigning System Users (Admin)