iManage Security Policy Manager Administration Guide

You can add matters under a case. A matter that's been added under a case assumes all the settings defined at the case level. Such matters are represented as 'secured by case' under clients and client groups. Matters in a case can have their own conflicted users, opposing team sets and (matter-specific) holds. All other settings will be defined by the case.

Business rules

You can add only open matters to open cases.
You cannot add a matter that is 'restricted by client' (or by client group), where the client (or client group) has 'more restrictive' security (that is, a security policy with 'Limited to users named under <asset> staffing' setting set to true), to a case that has users not included in the client's staffing. When attempting to add such matters to a case, you are presented with an option to modify the client (or client group) security to a more 'open' type, that is, to set the 'Limited to users named under <asset> staffing' setting to false, for that client or client group. For more information, refer to Managing Case Matters.

Addition Procedure

On the Home page, select View Cases.
Alternatively, select Cases in the left navigation page.
The Cases dashboard appears. It displays all the cases existing in iManage Security Policy Manager.
On the Cases dashboard, select Add Case.
The Add Case page appears.
There are two steps in the wizard to add a case:
1. General Details
2. Security
In the General Details pane,
1. Case ID is a mandatory field. If this isn't displayed, it indicates that a Case ID is automatically generated and isn't editable by users. (Refer to ID Settings in Settings>General for details on the corresponding setting.) If Case ID has a tooltip icon beside it, this means that you can optionally specify the Case ID; if it is left blank, an ID is automatically generated.
  Otherwise, enter a unique identifier for the case in Case ID. A manually-entered Case ID can be any combination of numbers, letters, and/or special characters. The maximum length is 32 characters.
2. Enter the name, in Case Name. This is a mandatory field.
  NOTE: The limit for the Case Name field is 255 characters.
3. Enter any desired description for the case in Notes. This is NOT a mandatory field.
  NOTE:
  If the Work URL Templates setting is configured under the Settings page, then in the Notes field, icon appears.
  1. Select . The Add Work Link dialog box appears.
  2. Select one of the options provided:
    Paste Work Link: You can add a different work document/folder url to the one configured in the Settings page. You can test the link by selecting Test Work Link.
    Select Document by ID and Version: You can add the document ID and version. In this option, the URL configured in the Settings page is considered. For iManage Work at cloudimanage.com, this would be in the form: https://cloudimanage.com/work/link/d/{{DATABASE}}!{{DOCUMENT_ID}}.{{DOCUMENT_VERSION}}
    Select Folder ID: You can add the folder Id. In this option, the URL configured in the Settings page is considered. For iManage Work at cloudimanage.com, this would be in the form: https://cloudimanage.com/work/link/f/{{DATABASE}}!{{FOLDER_ID}}
  3. Enter the relevant details based on your selection.
  Enter a brief and relevant text that provides a context to the content in the link in the Link Text field and then select Add Link.
4. Your name appears as the default administrator for the case in the Case Administrator field. If your role allows, you can add more administrators to the case.You can add users as well as user groups as the administrators.Your role defines which types of administrator you can add.

1. Select Add. The Add Administrators dialog box appears.
  NOTE:
  You have the option to filter the displayed user list based on user, type, job title, and/or practice area.
2. Select on the row of a user or select the check box next to a user. You can select more than one user at a time. To select all available users/groups, select the uppermost check box on the left, or, if a user/group has already been selected, you can also select Select All n Items, where n represents the number of items available for selection. Then, select OK to choose a user(s) to be the administrator(s) for the case. This is NOT a mandatory field. A case administrator can update case-level details as well as delete the case.
  When an item is selected, a line displays above the lists stating "These users will be added as Administrator". Select Administrator to choose the administrator type.
  Choose from Administrator, Conflicts Administrator or Staffing Administrator, and then select OK.
  NOTE:
  You may choose to not assign any user as an administrator for the case:
  Select ‌the row of the administrator or select the check box next to the administrator. Then, select Remove Selected. You are then presented with an option to specify the reason for removal; if a reason is entered, this will be visible in the Viewing Historical Changes.
  Alternatively,
  Select x on the row of the case administrator to remove them from the role. You are then presented with an option to specify the reason for removal; if a reason is entered, this will be visible in the Viewing Historical Changes.
  If you don't add any case-specific administrator for the case, then any user with an applicable global role administers (the corresponding aspect(s)) of the case.
3. Select Next.
In the Security pane, select one of the following security policies for the case.
- Open: Access to matters for this case is open by default.
- Restricted: Access to matters for this case is only available to authorized users. Authorized users are named in the case staffing team and are also inherited from the included matters.
  When you select "Restricted", additional options become available to define how access requests to matters should be handled.
  - Access can't be requested by users.
  - Access requests require approval by the responsible attorney or an administrator.
  - Access requests require approval by an applicable administrator.
  - Access requests require approval by any member of the team or an applicable administrator.
  - Access requests are granted automatically and are time-limited.
    NOTE:
    The value of the time-limited period can be specified. You can set this value through the interface on the Settings > General Settings tab.
  - Access requests are granted automatically
Select Finish to complete the case addition process. The Cases dashboard appears and you can view the case you added in the dashboard. Refer to Viewing Case Dashboard.

Add security instructions (memo) for case staffing

You can configure instructions for the staff members who have access to the case, in the Case Security Memo field. There are different memo types for different scenarios.
For detailed information on how to use and the configure security memos and scheduled awareness reminders available in this field, refer to the Case Security Memo section in Updating Security Policy.
NOTE:
For text (not email) Security Memos, if the Work URL Templates setting is configured under the Settings page, then in the Memo field, the icon is displayed.
1. Select .
2. In the Add Work Link dialog, select one of the options provided:
  - Paste Work Link: You can add a different work document/folder url to the one configured in the Settings page. You can test the link by selecting Test Work Link.
  - Select Document by ID and Version: You can add the document ID and version. In this option, the URL configured in the Settings page is considered. For iManage Work at cloudimanage.com, this would be in the form: https://cloudimanage.com/work/link/d/{{DATABASE}}!{{DOCUMENT_ID}}.{{DOCUMENT_VERSION}}
  - Select Folder ID: You can add the folder Id. In this option, the URL configured in the Settings page is considered. For iManage Work at cloudimanage.com, this would be in the form: https://cloudimanage.com/work/link/f/{{DATABASE}}!{{FOLDER_ID}}
3. Enter the relevant details based on your selection.
4. Enter a brief and relevant text that provides ‌context to the content in the link in the Link Text text box, and then select Add Link.
In the Security Memo field there's also a check box to Automatically send the Security Memo to new staff. If this is selected, any new staff added to the case will receive the memo upon their addition. If this check box is selected, then it's mandatory to enter text in the Memo field. Select Save to apply changes.
If the Automatically send the Security Memo to new staff check box is selected, a further check box is also displayed: Security memo must be acknowledged before access is granted. If you want to ensure that users acknowledge the security memo in User Console before they are given access to content in policy managed systems such as iManage Work, iManage IRM, Elite, File System, and so on. Select Save to apply changes.
You can also schedule Awareness Reminders of the Security Memo to help ensure that users are reminded regularly of their obligations with regards need-to-know access. Scheduled Awareness Reminders aren't sent by default, but can be sent on a scheduled basis, as follows:
1. Select the Edit button below 'Scheduled Awareness Reminders'. The Edit Scheduled Awareness Reminder dialog box displays.
2. Select the Frequency of Review dropdown. Choose the frequency that you'd like the reminder to be sent, from the following options: Never, One Week, One Month, Three Months, Six Months, One Year, or Custom.
3. If your selection is Never, One Week, One Month, Three Months, Six Months, or One Year, the Due Date of the next Awareness Reminder that will be sent is displayed in accordance with your selection. Select Save. If your selection is Custom, there are some additional options to configure, as follows:
  1. 1. Select the Select Time Period drop-down first. The options available are: Days, Weeks, Months, or Years.
    2. In the Custom Period text box, enter the number of Time Periods (that is, the number of Days, Weeks, Months, or Years accordingly to your selection in 1. above) between which you want to send the Awareness Reminders.
      (For example, if you wish to send reminders every 3 months, you'd choose Months from the Select Time Period, and the enter the number '3' in the Customer Period text field.) Per the time period you have set, the Due Date of the next Awareness Reminder that'll be sent is displayed.
    3. Select Save.
  Based on your selection, a message communicating the frequency of reminders is displayed. For example, "The Security Memo will be sent once every 3 months".
  NOTE:
  You can edit the Scheduled Awareness Reminder, or send a One-Off Awareness Reminder to all staff with access to the case, as and when required.
  For further information about how to do this, refer to Updating Security Policy.

Add matters to the case

On the Home page, select View Cases.
Alternatively, select Cases in the left navigation page.
The Cases dashboard opens, displaying the cases existing in iManage Security Policy Manager.
Select the required case from the list. The case page opens on the Matters tab.
From the Matters tab, you can add matters under the case.
1. Select Add Matters. The Add matters to case dialog box appears, displaying a list of assets.
2. Select the matters you want to add, by:
  1. Using a semicolon-separated list of matters to filter the matter list, and then bulk-add the filtered matters. For more information about how to do this, refer to Filters.
    Or
  2. Manually selecting the checkboxes next to the matters you want to add, or selecting the row of the matters you want to add. To select all available matters, select the uppermost check box on the left, or if a matter is already selected, you can also select Select All n Items, where n represents the number of items available for selection.
3. Select OK.
  1. If none of the matters you have selected are under 'more restrictive' client (or client group) security (that is, a under a client or client group with a restricted security policy and 'Limited to users named under <asset> staffing' setting set to true), the matters are added to the case.
  2. If any of the matters you have selected are under 'more restrictive' client (or client group) security (that is, a under a client or client group with a restricted security policy and 'Limited to users named under <asset> staffing' setting set to true):
    1. you have the option to change the client (or client group) security to a more 'open' type, that is, to set the 'Limited to users named under <asset> staffing' setting to false, to enable addition to the case, or to not add that matter to the case.
      You can select resolution Allow open up or Don't add individually for each matter selected, or you can multiselect matters and select a resolution for all.
      To proceed, you must select a resolution for each matter.
    2. When a resolution is selected for each matter, the Continue button becomes available. Select it to proceed. The selected resolutions are applied and any matters to be added to the case are added.
4. Select OK. The matters are added to the case.

For more information about adding (and removing) matters from a case, and about case matter business rules, refer to Managing Case Matters.

Add case staffing

On the Home page, select View Cases.
Alternatively, select Cases in the left navigation page.
The Cases dashboard appears, displaying the cases existing in iManage Security Policy Manager.
Select the required case from the list. The case page opens at the Matters tab.
Select the Case details tab.
Select the Staffing tab.
In the Staffing pane, you can add the case team members, basic team members, set the responsible attorney for the case, and define assistant settings. When adding staffing of any type, you can optionally add a comment in the Reason field about why those members were added. This reason is subsequently visible in the Timeline tab.
Staffing Pane Conventions

The interface allows you four ways to perform an action in this pane. You may choose to use any of these ways based on your convenience, while adding, removing, transferring users, and setting / unsetting responsible attorney.
For example,
Select the check box next to a Team Member, then select Set as Responsible Attorney.
Select on the required row to select the Team Member, then select Set as Responsible Attorney.
Select corresponding to the Team Member, then select Set as Responsible Attorney.
Select next to Add Members, then select Set Responsible Attorney. The Set Responsible Attorney dialog box appears. You can select a user from the list.
1. Add Members
  1. Types of Member
    1. Team Member
      Team member implies the list of users (legal representatives) who could be part of the teams working on underlying matters. Team Members can access case content, receive notifications, and approve user access requests.
      Case teams are defined when adding cases as well as during updates to the cases. The users are part of the staff of the firm.
    2. Basic Team Member
      A Basic Team Member can perform all the tasks designated for a Team Member, except approving access requests—basic team members don't receive access request notifications.
  2. Add Team Member (and set Access Period)
    1. To add users/groups to the case team individually, select Add Members.
    2. Select the check boxes next to the users/groups to select the users/groups. To select all available users/groups, select the uppermost check box on the left, or, if a user/group has already been selected, you can also select Select All n Items, where n represents the number of items available for selection. Alternatively, select the required rows to select the users/groups.
      TIP:
      If you require a set of users/groups to have unlimited access, and another set of users/groups to have a limited access period, you can select one of these sets of users/groups accordingly before adding the users/groups as members in the steps below.
    3. Select View Selected to view the list of users/groups selected to be part of the case team as Team Members. (To deselect the users/groups selected, select Deselect.)
    4. When users/groups are selected, an editable line appears above the user/group list, and which by default states:
      "These users will be added as Team Members with an Unlimited Access Period". To add Team Members, leave the editable setting Team Members as is.
      1. To provide access to the case to the selected users/groups for an unlimited period, leave the editable setting Unlimited Access Period as is.
      2. To restrict the duration of access to a defined period, after which period the access is automatically revoked:
        Select the editable setting Unlimited Access Period. A dialog Set the Access Period for Selected Users appears.
        Select Access Period is Time Limited.
        From the date picker, select the date and time up to which you want to provide access to the users/groups. If you do not specify a time, then the system will default the time to midnight in the time zone of the server.
      NOTE:
      You can also set the access duration limit after you have added a user/group to the case staffing. Refer to Set Access Period.
    5. When adding these types of team members, you can optionally add a comment in the Reason field about why those team members were added. This reason is visible in the Timeline tab.
    6. Select OK.
      - If any of the selected users or groups are conflicted on the case or any of its matters, a warning message displays. If your role permits, you can proceed to add such users to staffing but they won't have access to content.
      The selected users/groups are added to the case team. The users/groups that are added to the case staffing must acknowledge the security memo, if the acknowledge criteria is required for the case.
  3. Add Basic Team Member (and set Access Period)
    1. To add users/groups to the case as Basic Team Members, select Add Members.
    2. Select the check boxes next to the users/groups to select the users. To select all available users/groups, select the uppermost check box on the left, or, if a user/group has already been selected, you can also select Select All n Items, where n represents the number of items available for selection. Alternatively, select the required rows to select the users/groups.
      TIP:
      If you require a set of users/groups to have unlimited access, and another set of users/groups to have a limited access period, you can select one of these sets of users/groups accordingly before adding the users/groups as members in the steps below.
    3. Select View Selected to view the list of users/groups selected to be part of the case team as Basic Team Members. (To deselect the users/groups selected, select Deselect.)
    4. When users/groups are selected, an editable line appears above the user/group list, and which by default states:
      "These users will be added as Team Members with an Unlimited Access Period". To add Basic Team Members:
      1. Select the editable setting Team Members.
      2. In the Set the User Type for Selected Users dialog, select Basic Team Member.
    5. Select the Access Period for the Basic Team Members:
      1. To provide access to the case to the selected users/groups for an unlimited period, leave the editable setting Unlimited Access Period as is.
      2. To restrict the duration of access to a defined period, after which period the access is automatically revoked:
        Select the editable setting Unlimited Access Period. A dialog Set the Access Period for Selected Users appears.
        Select Access Period is Time Limited.
        From the date picker, select the date and time up to which you want to provide access to the users/groups. If you don't specify a time, then the system will default the time to midnight in the time zone of the server.
      NOTE:
      You can also set the access duration limit after you have added a user/group to the case staffing. Refer to Set Access Period.
    6. When adding these types of team members, you can optionally add a comment in the Reason field about why those team members were added. This reason is visible in the Timeline tab.
    7. Select OK.
      - If any of the selected users or groups are conflicted on the case or any of its matters, a warning message displays. If your role permits, you can proceed to add such users to staffing, but they will not have access to content.
      The selected users are added. You can view the list of Basic Team Members in the Staffing page. Users that are added to the case as Basic Team Members must acknowledge the security memo, if the acknowledgement criteria is required for the case.
  NOTE:
  You have the option to filter the displayed user list by relevant attributes.
  The User Activity filters reflect the Activity Feeds setting in Settings > General. If a self-maintaining rule is in place for the matter, the User Activity values when Custom filtering is selected will reflect that of the self-maintaining rule.
2. Responsible Attorney
  The responsible attorney is the role that approves or rejects user matter access requests. If the security policy defined is 'Restricted' and the access request option selected is 'Access requests require approval by the responsible attorney or an administrator', then you must set a responsible attorney for the case. You can set a responsible attorney only from the case team members who have access for unlimited duration and not from other roles.
  1. To set a responsible attorney for matters related to the case, select the check box next to a case team member or select on the required row to select the case team member, then select Set as Responsible Attorney.
    Alternatively,
    Select corresponding to the case team member, then select Set as Responsible Attorney.
    or
    Select > . The Set Responsible Attorney
    dialog opens. You can select a team member from the list.
    The responsible attorney is set for the case.
  NOTE: SUPPORT STAFF
  In addition to the three user types described, there's another user type that can access a case, Support Staff. Support Staff are firm staff members who are not part of the case team but have other roles to perform. For example, secretarial staff, administrative staff, finance staff, and so on. These users are assistants to one or more "Timekeepers". Timekeepers are team members or basic team members. If you have configured assistants to automatically follow timekeepers in the Settings page, then an assistant gets automatically added to the case staffing as support staff and continues to remain on the staffing till at least one Timekeeper to whom they're assistant to remains on the staffing of the case. Support staff will have access to the case content but won't receive any notifications (unless added as additional users to notification events). For additional information on the Support Staff role, refer to Users and Roles. For additional information on assistants, refer to Managing Assistants.
3. Set, Edit or Unset Access Period
  If a user/group has access to a case with "Team Member" or "Basic Team Member" role, you can restrict their access duration to a defined period, if this wasn't already done so when the user/group was initially added (refer to Adding Members). You can also modify the access duration of users whose request was time-limited when they were added to the case, or after their auto-approval when the Access Request for the case was set to "Access requests are granted automatically and are time limited".
  1. 1. To edit, set, or unset the Access Period, select > Set Access Period in the row of a user/group. Alternatively, if you want to set access duration for more than one user/group at a time, select the check boxes next to the users/groups. To select all available users/groups, select the uppermost check box on the left, or, if a user/group has already been selected, you can also select Select All n Items, where n represents the number of items available for selection. then select Set Access Period.
      The Set Access Period dialog box appears.
      1. Select the Access Period is Unlimited option to remove restrictions on access duration for the selected user(s), that is, to unset the Access Period.
      2. Select the Access Period is Time Limited option to restrict access duration for the selected user(s) to a specific date and time in the future. From the date picker, select the date and time up to which you want to provide access to the users/groups. If you don't specify a time, then the system will default the time to midnight in the time zone of the server. If the user(s) selected already had time-limited access and you wish to change the date and time, you can edit the date and time in the date picker as required.
    2. Select OK. The access duration is set for the selected users/groups.
4. Set User Type
  1. To change the user access type of users/groups on case staffing, select the check box next to the case staffing member or group or select the row of a case staffing member or group. To select all available users/groups, select the uppermost check box on the left, or, if a user/group has already been selected, you can also select Select All n Items, where n represents the number of items available for selection. Then, select Set User Type.
    Alternatively,
    Select corresponding to the case staffing member, then select Set User Type.
    The Set User Type dialog box appears.
  2. Select one of the two options: Team Member or Basic Team Member.
  3. Select OK. The user type is changed.
  NOTE:
  The support staff member is an assistant and was auto-added to the staffing along with the timekeeper. If you move the support staff member (assistant) to one of these two user types, then the association with the timekeeper is removed and the assistant continues on the client staffing of their own accord. If you then remove the timekeeper from the staffing, the assistant isn't removed.
5. Remove a staffing member
  1. To remove a staffing member from the case, select the check box next to the staffing member or select the row of a staffing member. To select all available staffing members, select the uppermost check box on the left, or if a staffing member has already been selected, you can also select Select All n Items, where n represents the number of items available for selection. Then select Remove Selected.
    Alternatively,
    Select corresponding to a staffing member, then select Remove.
  2. You are then presented with an option to remove the staff member without adding them as a historical user. This option is designed to rectify occurrences when staff members have been incorrectly added to a team, subsequently preventing them from staffing opposing matters that may impact the asset. If you don't want to add the staff member as a historical user, toggle this option off. The staff member won't be considered for team separation. You can add a comment to specify a reason for removal; if a reason is entered, this will be visible in the Viewing Historical Changes.
  3. If an additive self-maintaining rule is in place:
    1. A message displays advising that users removed from staffing will be prevented from re-addition to the team through self-maintaining rules. You can alter this behavior by editing the omitted users list.
    2. Select View omitted users check box if you want to edit the omitted users list after closing the dialog box.
    3. Select Yes to proceed.
    NOTE:
    If you're removing a timekeeper from the staffing, all the associated assistants are also removed, unless the assistant is also assisting another timekeeper in the staffing.
6. Under Assistant Settings you can enable or disable Ensure Assistants Automatically Follow Their Timekeepers. This setting defines whether automatic access is enabled for assistants when their timekeepers are added to the case. When enabled, assistants follow their timekeepers on or off the case, as described in Managing Assistants.

Exclude systems from policy

You can exclude specified systems from policy. This feature should be used cautiously with full awareness of security implications. The case will be 'Open' in the excluded system, regardless of the security policy specified in SPM.

To exclude a system:

Select Add Excluded System. The New Excluded System dialog box appears.
Enter the agent system name you want to exclude in the System Name field. As you type the value, the system will suggest the system names based on the string entered.
Enter the reason for excluding the system in the Reason field.
Select OK. The system is excluded for the current case.