Access Requests

Allowed Users

Users who have access to the assets (and child assets) and are not excluded for being a conflicted user or on opposing team sets.

Asset ID

Clients, matters, client groups, and cases are collectively referred to as "assets", or equivalently, as "items" in the documentation.

Assistants

Assistants are users who are associated with a timekeeper to provide secretarial services or perform administrative tasks related to the timekeeper.

Basic Team Members

When part of an asset as 'Basic Team Members', users can:

• Access asset-specific content.
• Receive notifications when the option selected under Notifications tab of an asset is "Users with Access".

Candidate Users

Users who have either billed hours or performed document activity on an asset, but who are not members of asset staffing, are considered Candidate Users.

Cases

Cases are group of matters that are sub-judice and are expected to be handled by a common team. Cases are also referred to as matter groups. A matter that has been added under a case assumes all the settings defined at the case level. When a matter is under a case, the matter settings cannot be modified. However, opposing team sets and conflicted users are configurable under matters.

Client / Client Group Team

Client / Client Group team implies the list of users (legal representatives) who would be part of the teams working on underlying matters. Client / Client group teams are defined when adding clients / client groups into iManage Security Policy Manager.

Client Groups

A client group comprises a group of clients that has certain commonality. For example, the clients under the client group can be serviced by a common team, the list of clients under client group could be subsidiaries of the same parent organization, and so on. A client group need not have any clients under it. However, that is only by design and not the desired functionality. When you add clients to the client group, all the matters under the client are automatically added to the client group. After a client is included in a client group, client-level settings are disabled.

Collections

A collection comprises a set of defined policy elements, such as staffing and custom properties, that can be used to provide departmental security on an inclusionary or exclusionary basis.

Conflicted Users

Users with conflict of interest or whom an asset administrator may not permit to be on their team, for any reason, are added as conflicted users on the asset. Conflicted users must be excluded from access to the current asset. For example, an attorney might have a conflict with a client due to previous employment history (lateral hire) or through some relationship with an employee in that company.

Custodians

Hold custodians are users who have, or had, access to potentially relevant information in items under a hold. Refer to Holds.

Discrepancy

A Discrepancy occurs if a user is added to the staffing of an asset but is unable to access content due to a conflict of interest, or through working in an opposing team set.

Excluded Systems

Excluded Users

Users whose access to an asset is removed for being a conflicted user or on opposing team sets.

External Users

For SPM Agents that support the use of External Users, a user designated as an External User can only see clients and matters where they are explicitly included in Staffing. An example of such a user can be a contract user. The professional services firm might not want these users to provide unhindered access to all the open assets. Such users will be able to see an asset only if included in the asset staffing.

Floating Users

Users assigned as floating users can be assigned to staffing teams without triggering exclusions from any other opposing team sets. Secretarial users, document processors, auditors, and so on are some examples of users who can be assigned the floating user role.

Historical Users

Users, who at a certain point in time had access to an asset, are deemed to be historical users of the asset.

Holds

Holds comprise an item or group of items that contain information that is potentially relevant to a legal hold. SPM Holds enable definition and management of such items and their custodians, including notifications, acknowledgement, scheduled reviewed and audit. Refer to Holds.

Insiders

Insiders are individuals who may have had access to the asset-level information irrespective of whether they are on the asset staffing. Insiders are at two levels: permanent Insiders and matter-level Insiders.

• Permanent insiders are individuals who have knowledge of any of the clients or matters in iManage Security Policy Manager, at all times, irrespective of whether they are on the client or matter staffing.
• Matter-level insiders are individuals who have access to a matter irrespective of whether they are on matter staffing.

Clients, matters, client groups, and cases are referred to as "items". The term "item" is used equivalently with "assets" in the documentation.

Marked as deleted

Some users or groups may be presented with transparent or strike-through formatting, and adjoining tooltip of type "This user has been marked as deleted". This indicates that such users or groups have been deleted in the import target system. While such users remain visible, all of their functionality in SPM is disabled. For more information, refer to the iManage Security Policy Manager Import and Scheduled Import Setup section in iManage Security Policy Manager Installation Guide.

Matter Team

Matter team implies the list of users (legal representatives) who are working on a matter. Based on the security type defined for a matter under a client, the matter team is formed. If the security type is:

• Open: The Matter team consists of users who are listed on the matter team (and are not conflicted). An Open matter has a team and is also available to all other users in the firm, who are not in conflict with the matter.
• Restricted by Client: Matter team is the entire client staffing.
• Restricted: (when parent asset security requires that matters are "Limited to users named under <asset> staffing"): Matter team must comprise of people identified in client staffing.
• Restricted: (when parent asset security does not require that matters are "Limited to users named under <asset> staffing"): Matter team is specified at the matter level.

Open Security

This is an open-for-all setting. However, users working with opposing assets or conflicted users with the current asset are excluded.

Opposing Team Sets

Staffing from the professional services firm who are working on opposing team sets with respect to the current asset team are known as opposing team sets. Staff working for these teams must be excluded from access to the current asset. At a:

• Client level: Opposing team sets comprise teams from other clients that oppose the current client. It implies that all the underlying matters too oppose, by default.
• Client Group level: Opposing team sets comprise teams from other clients / client groups that oppose the current client group. It implies that all the underlying matters too oppose, by default.
• Matters: Opposing team sets comprise teams from other matters that oppose the current matter.
• Cases: Opposing team sets comprise teams from other cases and matters that oppose the current case. It implies that all the underlying matters in the opposing case also oppose, by default.

These are the set of users who have access to all clients and matters in the system unless they have been specifically denied access through Conflicted users or Opposing clients and matters.

Restricted Security

This setting restricts access to a defined set of users. The security restriction can be applied at the asset level. Authorized users are named in the client team unless the matter is individually secured.

Restricted security at the parents asset (Client or Client Group) level can be either of the following:

• Required to be "Limited to users named under <asset> staffing".
• Not required to be "Limited to users named under <asset> staffing".

Secured by Client

When the client-level security is 'Restricted', a matter under it can assume a security level that restricts matter access to users who are defined at the client level. You cannot modify the user list at the matter level. You can modify the list only at the client level.

Security

These are the settings that define the accessibility of the assets. The setting includes configuring the list of users with access, list of users restricted from access, and so on.

In iManage Security Policy Manager, client / client group / case security is classified into the following two types:

• Open
• Restricted

Support Staff

Support Staff cover secretarial staff or document processors - people who are needed to perform the work for the asset but who are not considered to be in the asset team. Support staff might not, for example, be sent notifications related to changes for the asset.

Users get added as Support Staff for an asset, when they are assistants to Asset Team Members, if SPM is configured to automatically include assistants along with their Timekeepers.

Team Members

When part of an asset as Team Members, users can:

• Approve when access requests set to "Approval by Team".
• Access asset-specific content.
• Receive notifications when the option selected under Notifications tab of an asset is Team Members.

Timekeepers

Timekeepers are users whose time on an asset is accounted for and are expected to be billed on that asset.