iManage Security Policy Manager Administration Guide

In addition to importing matter definitions, you can manually register matter definitions using the iManage Security Policy Manager administration console.

Creating a new matter

In the left navigation pane, select Matters.
The Matters dashboard with the list of matters appears.
Select + Add Matter.
The Add Matter page appears.
There are two steps in the wizard to add a matter:
1. General Details
2. Security
In the General Details pane,
1. Choose the Select Client button. The Select Client modal appears.
  1. Select a parent client from the list.
  2. Select OK.
2. In the Matter ID field, enter the unique matter identifier. This is a mandatory field. Matter ID can be any combination of numbers, letters and/or special characters. The length limit is 32 characters.
3. Enter the name, in the Matter Name field. This is a mandatory field. The length limit is 255 characters.
4. Enter any desired description for the matter in the Notes field. 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 clicking 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.
  In the Link Text field, enter brief and relevant text that provides context to the content in the link and then select Add Link.
5. Your name appears as the default administrator for the matter in the Matter Administrator field. You can add more administrators to the matter. You can add users as well as user groups as the administrators. Your role defines which types of administrator you can add.
6. 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.
  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.
  Select Administrator, Conflicts Administrator, or Staffing Administrator, and then select OK.
7. Select 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, select the uppermost check box on the left, or, if a user has already been selected, you can also select Select All n Items, where n represents the number of items available for selection. Then, click OK to choose a user(s) to be the administrator(s) for the client. This is NOT a mandatory field. A matter administrator can update matter level details as well as delete the matter.
  NOTE:
  You may choose to not assign any user as an administrator for the matter:
  Click on the row of the administrator or select the check box next to the administrator. Then, click 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 Viewing Historical Changes.
  Alternatively,
  Click x on the row of the matter 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 do not add any local administrator, then any user with an applicable global role administers (the corresponding aspects of) the matter.
8. Select Next. The Security pane appears.
In the Security pane, the security policy applied for this matter is displayed. The security policy options listed here are influenced by the security policy defined for the 'parent' asset. If the security policy defined for the 'parent' asset is:
1. Open – then, for the matter, choose from one of the following options:
  - Open means that the matter is matching the open security of the parent asset and all non-excluded/non-conflicted users can access the matter.
  - Restricted means that you can define a staffing team for the matter, in turn restricting access to those users defined. You can select the matter staffing list from any of the staff members of the firm.
2. Restricted (Limited to users named under Client staffing) – then, for the matter, choose from one of the following options: Restricted by <Asset> or Restricted.
  - Restricted by <asset> in this case then means that the matter staffing is the same as that of the asset staffing.
  - Restricted means that you can define the staffing at the matter level, but the user base from which you can choose the matter staffing has to be from the <asset> staffing.
3. Restricted (Not limited to users named under Client staffing) – then, for the matter, choose from one of the following options: Restricted by <Asset> or Restricted. 'Not limited to users named under Client staffing' implies that the user base from which you can choose the matter team is not limited to the user list defined at the <parent asset> level, but can contain any of the staff members of the firm.
  - Restricted by <asset> in this case then means that the matter staffing is the same as that of the asset staffing.
  - Restricted means that you can define the staffing at the matter level, but the user base from which you can choose the matter team is not limited to the user list defined at the <parent asset> level, but can contain any of the staff members of the firm.
    NOTE:
    Users in the conflicted users list for the client, or members of opposing client teams can be added to the matter team. However, they do not have access to the matter.
4. Restricted (if the parent asset is a case) - in this case, the matter security is defined by the case and cannot be modified.
Click Finish to complete the matter addition process. The Matters dashboard appears and you can view the matter you added in the dashboard. Refer to Viewing Matters Dashboard.

Add security instructions (memo) for matter staffing

You can configure instructions for the staff members who have access to the matter, in the Matter Security Memo field. There are different memo types for different scenarios.

NOTE:

If the matter security policy is 'Restricted by Client', 'Restricted by Case' or 'Restricted by Client Group', then this feature is not available at matter level.

For detailed information on how to use and configure security memos and scheduled awareness reminders, see Matter 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, icon appears.

Click . The Add Work Link dialog box appears.
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 clicking 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}}
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 text box. and then click Add Link.

Add matter staffing

Select Matters in the left navigation page. The Matters dashboard appears.
Select the required matter.
Select the Staffing tab.
NOTE:
Based on the security policy you selected in the Security pane, the fields in the Staffing pane are customized. Some fields are mandatory for certain selections.
If the security policy for the matter is 'Restricted by <Asset>' then the Staffing pane is not available for the matter. The <parent asset> level definitions get applied to the matter.
In the Staffing pane, you can add team members and basic team members to the team; set access periods for those members; set the responsible attorney for the matter, 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 click Set as Responsible Attorney.
Click on the required row to select the Team Member, then click Set as Responsible Attorney.
Click corresponding to the Team Member, then click Set as Responsible Attorney.
Click next to Add Members, then click 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 are working on a matter. Team Members can access client content, receive notifications and approve user access requests.
      Based on the security policy defined for a matter under an client/client group/case, the matter team is formed. If the security policy is:
      - Open: Matter team can comprise any member of the professional firm, as long as they are not in conflict with the client and matter.
      - Restricted by <Asset>: Matter team is the same as the <Asset> team.
      - Restricted (Limited to users named under Client staffing): Matter staffing can be selected from the client staffing.
      - Restricted (Not limited to users named under Client staffing): Matter team can comprise any member of the firm, as long as they are not in conflict with the <parent asset> and matter.
      You can add individual users/groups to the matter team, or add the entire <asset> team to the matter team in a single action.
    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 do not receive access request notifications.
  2. Add <Asset> Team
    1. To add the entire <asset> team (as defined at the <parent asset> level) as the matter team, click > Add <asset> Team Members. Any changes subsequently made to the parent asset team is reflected automatically in the matter team as well. On the Staffing page, these <asset> team members or grouped together on one line.
    2. To view the individual <asset> team members, click on "View Members". A pop-up appears showing the number of members, and the names of those members.
  3. Add Team Member (and set Access Period)
    1. To add users/groups to the matter team individually, click Add Members.
      - If the security policy is 'Restricted (Limited to users named under Client staffing)', then list of users identified at the time of client addition are populated.
      - If the security policy is 'Open' or 'Restricted (Not limited to users named under Client staffing)’, then the list of all the staff members of the firm is populated. Conflicted users are listed as well. They can be added to the matter team and they are denoted by (red exclamation mark) indicating that they are in conflict. Such users do not have access to the matter.
        NOTE:
        If the security policy is 'Restricted by <asset>', then you do not see the option of selecting the staffing team because the matter team, in this scenario, is the same as the <asset> team.
    2. Select the checkboxes 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, click 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. Click View Selected to view the list of users/groups selected to be part of the matter team as Team Members. (To deselect the users/groups selected, click 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 matter 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:
        Click the editable setting Unlimited Access Period. A dialog box 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 matter staffing. See Set Access Period.
    5. When adding these type 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 matter, 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/groups are added to the matter team. The users/groups that are added to the matter staffing must acknowledge the security memo, if the acknowledge criteria is required for the matter.
  4. Add Basic Team Member (and set Access Period)
    1. To add users/groups as Basic Team Members, click Add Members.
      NOTE:
      If the restriction applied 'Limited to users named under Client staffing' then only the list of users defined at <parent asset> staffing level are displayed.
    2. Select the checkboxes 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, click 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. Click View Selected to view the list of users/groups selected to be part of the matter team as Basic Team Members. (To deselect the users/groups selected, click 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 and have Access to All Systems". To add Basic Team Members:
      1. Select on the editable setting Team Members. A dialog box Set the User Type for Selected Users appears.
      2. Select Basic Team Member.
    5. Select the Access Period for the Basic Team Members:
      1. To provide access to the matter 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 box 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 matter staffing. See Set Access Period.
    6. You can select the included systems access for the user. In this context, a "system" is any system connected to SPM by an agent, for example iManage Work. Included Systems in SPM are specified by the unique identifier (name) of the agent connecting that system to SPM.
      TIP:
      You can obtain an agent's unique identifier by viewing the Agents panel on the SPM Home Page. The unique identifier is the agent name displayed in the agent list, before any _libraryname suffix.
      For example, for an agent displayed as WORK01_library1, the unique identifier is WORK01.
      For on-premises agents, the unique identifier can also be found in the corresponding CFG file, as the value of the uniqueAgentIdentifier parameter.
      1. To enable the user to access to all systems, leave the editable setting Access to All Systems in the editable setting "These users will be added as Team Members <or your selection> with an Unlimited Access Period <or your selection> and have Access to All Systems" as is.
      2. To specify the system or systems to which the user will have access:
        Select the editable setting Access to All Systems in the editable setting "These users will be added as Team Members <or your selection> with an Unlimited Access Period <or your selection> and have Access to All Systems".
        In the text box under Limit Access to Specific Systems, enter the name(s) of the system(s) to which you want to restrict the user's access to.
    7. When adding these type 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.
    8. Select OK. The selected users are added.
      - If any of the selected users are groups are conflicted on the matter, for example listed as excluded users, 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.
      You can view the list of Basic Team Members in the Staffing page. The users that are added to the matter as Basic Team Members must acknowledge the security memo, if the acknowledgement criteria is required for the matter.
  NOTE:
  You have the option to filter the displayed user list based on User, Type, Job Title, Practice Area, Time Posted Exceeds and/or Document Activity Exceeds.
  The User Activity filters reflect the Activity Feeds 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. Add Client Team. If the client under which the matter is being added has Open security policy, you have the option to add the Client Team to the matter staffing. All users from the Client team who have the user type of Team Member on the client, are added to the matter staffing.
  1. Select and then Add Client Team.
  2. The Client Team is displayed in the staffing list.
  3. Select View Members for additional information.
3. 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', then you must set a responsible attorney for the matter. You can choose a responsible attorney only from the matter team members who have access for unlimited duration and not from other roles. If the security policy for the matter is 'Restricted by Client', then the responsible attorney defined at the client level applies to the matter.
  1. To set a responsible attorney for matters, select the check box next to a matter team member or click on the required row to select the matter team member, then click Set as Responsible Attorney.
    Alternatively,
    Click corresponding to the matter team member, then click Set as Responsible Attorney.
    or
    Click > Set Responsible Attorney. The Add a Responsible Attorney dialog box appears. You can select a user from the list.
    The responsible attorney is set for the matter.
  NOTE: SUPPORT STAFF
  In addition to the three user types described, there is another user type that can access a matter, "Support Staff". Support Staff are firm staff members who are not part of the matter 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 a Assistant gets automatically added to the Matter staffing as Support Staff and continues to remain on the staffing till at least one Timekeeper to whom they are assistant to remains on the staffing of the matter. Support Staff will have access to the matter content but will not receive any notifications (unless added as additional users to notification events). For additional information on the Support Staff role, see Users and Roles. For additional information on Assistants, see Managing Assistants.
4. Set, Edit or Unset Access Period
  If a user/group has access to a matter with "Team Member" or "Basic Team Member" role, you can restrict their access duration to a defined period, if this was not already done so when the user/group was initially added (see Adding members). You can also modify the access duration of users whose request was time-limited when they were added to the matter, or after their auto-approval when the Access Request for the matter was set to "Access requests are granted automatically and are time limited".
  1. To edit, set, or unset the Access Period, click > 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 click Set Access Period.
    The Set Access Period dialog box appears.
    1. Select the Access Period is Unlimited radio button 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 radio button 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 do not 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. Click OK. The access duration is set for the selected users/groups.
5. Set User Type
  1. To change the user access type of users/groups on client staffing, select the check box next to the client staffing member or click on the row of a matter staffing member / 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 click Set User Type.
    Alternatively,
    Click corresponding to the client staffing member, then click Set User Type.
    The Set User Type dialog box appears.
  2. Select one of the two options: Team Member or Basic Team Member.
  3. Click 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 matter staffing of their own accord. If you then remove the timekeeper from the staffing, the assistant is not removed.
6. Remove a staffing member
  1. To remove a staffing member / group from the matter, select the check box next to the staffing member / group or click on the row of a staffing member / 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 click Remove Selected.
    Alternatively,
    Click corresponding to a staffing member / group, then click 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 do not want to add the staff member as a historical user, toggle this option off. The staff member will not 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 via self-maintaining rules. You can alter this behavior by editing the omitted users list.
    2. Select View omitted users checkbox if you want to edit the omitted users list after closing the dialog box.
    3. Select Yes to proceed.
  NOTE:
  If you are removing a timekeeper from the staffing, all the associated assistants are also removed, unless the assistant is also assisting another timekeeper in the staffing.
7. 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 asset. When enabled, assistants follow their timekeepers on or off the asset, as described in Managing Assistants.
To add the entire <asset> team (as defined at the <parent asset> level) as the matter team, click > Add <asset> Team Members. Any changes subsequently made to the parent asset team is reflected automatically in the matter team as well. On the Staffing page, these <asset> team members are grouped together on one line. To view the individual <asset> team members, click on "View Members". A pop-up appears showing the number of members, and the names of those members.

Exclude systems from policy

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

To exclude a system:

Select Matters in the left navigation page. The Matters dashboard appears.
Select the required matter.
Select the Security tab.
In the Excluded Systems panel, 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 matter.