Overview

When accessing a matter link from LEAP, there may be situations where the system cannot open the matter in Efimis. This can happen if:

• The matter does not exist, or
• The user does not have permission to access the matter

Previously, these scenarios could result in a blank screen, which made it unclear why the matter could not be opened.

The system now provides clear on-screen messages to help users understand what has happened and what action to take.

How Matter Access Works (Permissions Overview)

Matter access in Efimis is controlled by a permissions model (ACL – Access Control List) at a matter level.

Default Behaviour (Firm-Wide)

• All new matters are created with Open Access
• This means:
  • The matter is visible to all users
  • No restrictions are applied (a null ACL = full access)

Open Access vs Restricted Access

Each matter includes a Permissions screen with a toggle:

• Open Access (Default)
  • All users can access the matter
  • An “Open Access Enabled” banner is displayed
  • The permissions grid is hidden
• Restricted Access
  • Access is limited to selected users or teams
  • The permissions grid (ACL) becomes visible
  • Users must be explicitly added

Users with appropriate permissions can override the default and restrict access at a matter level.

Managing Matter Permissions 

Permissions can be accessed from the matter drawer → Permissions.

To Restrict Access

1. Open the matter
2. Navigate to Permissions
3. Enable Restricted Access
4. Add:
   • Individual employees, or
   • Teams
5. Click Save

To Return to Open Access

• Disable Restricted Access
• The matter becomes visible to all users again
• The permissions grid is hidden

When Access to a Matter is Restricted

If a user attempts to open a matter that exists in the system but they do not have permission to view, the system will display a message indicating that access is restricted. 

System Message

"Access to this matter is restricted. Please contact your system administrator"

This means:

• The matter exists in the system

• The user does not have the required permissions

• Access must be granted by a system administrator or authorised user

This message is permission-related. The matter exists but you are not currently authorised to view it.

When a Matter Does Not Exist

If a user attempts to open a matter that cannot be found in the system, a different message will appear.

"Matter does not exist. Please contact your system administrator"

This may occur when:

• The matter ID is incorrect

• The matter has been deleted or archived

• The link being used is invalid or outdated

This message indicates the system cannot locate the matter referenced in the link.

How Matter Links Work with LEAP

When using the LEAP integration, clicking a matter link attempts to open the corresponding matter directly in Efimis.

The system checks two things:

1. Does the matter exist?

2. Does the user have permission to access it?

Depending on the result, the system will either:

• Open the matter normally, or

• Display one of the access messages described above.

LEAP links rely on the correct matter ID and appropriate user permissions in Efimis.

What to Do if You Cannot Access a Matter

If you see an access message when opening a matter:

Step 1 – Check the message displayed

• Restricted Access: Request permission from your administrator

• Matter Does Not Exist: Confirm the matter reference or link

Step 2 – Contact your system administrator

Provide the following information:

• The matter link or reference

• The date and time you attempted to access it

• A description of the message displayed

Your administrator can then:

• Verify permissions

• Confirm the matter exists

• Update access if required

Administrators can review matter permissions and confirm whether the matter is valid.

Tips & Best Practices

• Ensure you have the correct permissions for the matter you are accessing

• Confirm the matter reference or link is correct before reporting an issue

• Avoid bookmarking temporary or test matter links

• Report repeated access issues to your system administrator or support team

Clear system messages help users quickly understand whether an issue is related to permissions or an invalid matter link.