Configured self-maintaining rules enable users from source systems to be added to case teams, or removed from the case team, if users meet the rule criteria. Self-maintaining rules can be configured under the Staffing tab of a case. 

Rules are set on the case for both open and restricted cases. When you add matters under a case, the current users on the matters are added to the case based on the rules set on the matters at that time, but when the matter is added to the case, the matter's self-maintaining rules are cleared and the matter is subject to any self-maintaining rule applied to the case. Conforming to rules set on one matter (at the time of addition of such matter) is sufficient for a user to get added to the case.

If users posted hours or performed a document activity on an matter before they were added under the case, they are automatically prevented from accessing an opposing case/matter. The users need not be on the staffing of the current matter/case. 

When configured, self-maintaining rules are executed daily, at midnight.

1. On the Case Details page, click the Staffing tab. 
   The Staffing page appears.
   Alternatively,
   On the Case Details page, in the Overview tab, click View Staffing. 
   The Staffing page appears.

2. Click . The Self-Maintaining Rules dialog box appears.

   NOTE:

   If there are existing self-maintaining rules, the following icon is displayed: .

   To remove a self-maintaining rule, in the Self-Maintaining Rules dialog box, click x next to the rule. The rule is removed. If there are no rules set for the client, then the icon is displayed in the Case Details - Staffing page.

3. Before creating a Self-Maintaining Rule, consideration should be given to the availability of billing or document activity data: Self-Maintaining Rules rely on data from the Billing Activity feed and/or the Document Activity feed. You can proceed to create rules without these being enabled, but a warning message will be displayed. A panel is also displayed in the Self-Maintaining Rules dialog box advising of the current billing and document activity period specified in SPM settings. You can nonetheless create a rule specifying a period longer than that of the relevant activity data period if required.
   For information on how to enable, or configure the period of such activity feeds, see Activity Feeds in Settings>General.

4. Automatically Add Users

   1. Set the rules as follows:

      1. Enter a value for one, or both, of Time Posted Exceeds (hours and minutes) and Activity Exceeds (number), under Billing Activity or Document Activity, respectively.

      2. In the Past period, which you can select from the dropdown menu. The Fixed Date option enables you to specify a date in the past from which to define the beginning of the rule period.

      • All the users that meet the criteria set in the rules are added to the case team, when the rule executes. If you want to omit certain users from getting added to the case through self-maintaining rules, click Omit Users. The Omit Users dialog box appears. 

        NOTE:

        You have the option to filter the displayed user list based on name, user type, job title, and/or practice area.

   2. Select the check boxes in the user rows who you want to add to the omit user list. 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. Click OK. The users are added to the list and are displayed in the Automatically Add Users tab of Self-Maintaining Rules dialog box under the Omitted Users section. These users are not added to the case team even if they meet the rules criteria. 

      NOTE:

      Click Omit Users to add more users to the omitted users list.

      To remove a user from the omitted list, select the check box in the user row. Click Remove Selected Users.

   3. Click OK. The rules criteria is now set for the case. When the rule executes, all the users meeting the rules criteria and not part of the omitted users list, are automatically added to the case team. 

      EXAMPLE:

      For example, you can set the rule by entering the desired value in the 'Document Activity - Activity Exceeds' field, say '1000', and selecting the period of access in the 'Activity in the Past' field, say 'One month'. Now, add users who are to be omitted.

      This implies that all those users who have accessed at least a 1000 documents related to the case over the past one month, barring those who meet this criteria but have been omitted, are added to the case team when the rule executes.

      TIP:

      The values you enter for Time Posted Exceeds and Activity Exceeds for this type of 'additive' self-maintaining rule are used as defaults for Billing Activity and Import Activity filters in the User Activity > Custom filter of Staffing > Add Members. The Add Members list can be viewed to quickly assess how the rule will be applied when it executes. If the filter is altered and then Restored, it restores to the corresponding values of the self-maintaining rule.

5. Automatically Remove Users

   1. Set the rules as follows:

      1. Enter a value for one, or both, of Time Posted Exceeds (hours and minutes) and Activity Exceeds (number), under Billing Activity or Document Activity, respectively.

      2. In the Past period, which you can select from the dropdown menu. The Fixed Date option enables you to specify a date in the past from which to define the beginning of the rule period.

      • All the users that meet the criteria set in the rules are removed from the case team, when the rule executes.

        NOTE:

        Users who have been added to staffing within the (longest) period specified by the rule(s) are not removed. This is to prevent the removal of new team members (for example, those added in the days prior to the rule being created, or recently re-added users).

      • If you want to omit certain users from getting added to the case through self-maintaining rules, click Omit Users. The Omit Users dialog box appears. 

        NOTE:

        You have the option to filter the displayed user list based on name, user type, job title, and/or practice area.

   2. Select the check boxes in the user rows who you want to add to the omit user list. 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. Click OK. The users are added to the list and are displayed in the Automatically Remove Users tab of Self-Maintaining Rules dialog box under the Omitted Users section. These users are not removed from the case team even if they meet the rules criteria. 

      NOTE:

      Click Omit Users to add more users to the omitted users list.

      To remove a user from the omitted list, select the check box in the user row. Click Remove Selected Users.

   3. Click OK. The rules criteria is now set for the case. When the rule executes, all the users meeting the rules criteria and not part of the omitted users list, and not added to the team within the period(s) specified by the rule(s), are automatically removed from the case team. 

      EXAMPLE:

      For example, you can set the rule by selecting the period of no access in the 'Document Activity - Created no documents in the past' field, say 'One month'. Now, add users who are to be omitted.

      This implies that all those users who have not created any documents for the case over the past one month, barring those who meet this criteria but have been omitted, and those who were added to the case staffing less than one month ago, are removed from the case team when the rule executes.