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Managing Matter-Based Access Permissions

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Overview

Matter Permissions allow you to control who can access a matter.

All new matters are created with Open Access by default, meaning they are visible to all users within the firm.

If a matter contains sensitive or confidential information, you can enable Restricted Access and grant access only to the required users and/or teams.

Users with the Access All Matters permission will still be able to access the matter regardless of any restrictions applied.

Open Access vs Restricted Access

Open Access

Open Access is the default setting for all new matters.

When a matter is Open Access:

  • All users within the firm can view the matter
  • No additional configuration is required
  • Teams do not need to be assigned for visibility

Restricted Access

Restricted Access limits visibility to specific users and teams.

When Restricted Access is enabled:

  • Only assigned users and teams can access the matter
  • Users and teams must be added manually
  • Access can be updated at any time

Access Matter Permissions

  1. Open the matter you want to update.
  2. Click the Settings (gear) icon.
  3. Select Permissions.
The Permissions screen will display the current access settings for the matter.

Enable Restricted Access

To restrict access to a matter:

  1. Open the matter.
  2. Navigate to Settings (gear icon)→ Permissions.
  3. Enable Restricted Access.
  4. Save your changes.
Once enabled, only users and teams assigned to the matter will be able to access it.

Add Users to a Matter

To grant access to an individual user:

  1. Open Settings (gear icon)→ Permissions.
  2. Click Add Entry.
  3. Start typing the user's name. 
  4. Select the user from the list. 
  5. Save your changes. 
The user will be granted access to the matter. Repeat these steps for any additional users who require access.

Add a Team to a Matter

To grant access to a team:

  1. Open Settings (gear icon)→ Permissions.
  2. Click Add Entry.
  3. Start typing the team name.
  4. Select the team from the list.
  5. Save your changes.
All members of the selected team will be granted access to the matter. Repeat these steps for any additional teams that require access.

Remove Users or Teams

To remove access:

  1. Open Settings (gear icon) → Permissions.
  2. Locate the user or team in the permissions list.
  3. Remove the entry.
  4. Save your changes.

The selected user or team will no longer be able to access the matter.

Save Changes

After making any permission updates:

  1. Click Save.
  2. Changes take effect immediately.

Users who are not assigned to the matter will no longer have access when Restricted Access is enabled.

Access All Matters Permission

Users with the Access All Matters role permission can access all matters regardless of Matter Permissions settings.

If a user can still access a restricted matter unexpectedly, check whether they have this permission assigned.

Best Practices

  • Enable Restricted Access for sensitive or confidential matters.
  • Grant access only to users and teams who require it.
  • Use teams where possible to simplify permission management.
  • Review matter permissions regularly, especially for long-running matters.
  • Remove access when users no longer need visibility of a matter.
  • Document access decisions where required for compliance or audit purposes.
  • Check for users with the Access All Matters permission when troubleshooting access issues.
  • Use a consistent internal process for requesting and approving permission changes.