Separation of staffing is an essential requirement for the protection of sensitive client information. The Opposing Team Sets feature in iManage Security Policy Manager lets you manage such staffing separation across assets on multiple sides, for example to separate teams working on opposing sides of a case, or teams working for customers that have specified exclusivity of staffing. Users added to opposing team sets are prevented from accessing any information on assets on opposing sides, and you can configure customizable notifications to inform them of their obligations upon their addition to the set.

NOTE:

To administer Opposing Team Sets in iManage Security Policy Manager, the Conflicts Officer role is required.

High-level view-only access to Opposing Team Sets is also available to Client and Matter Administrators and Client and Matter Managers, for opposing team sets of clients and matters to which they have access, and to Help Desk Operators.

Local Conflicts Administrators also have access to view opposing team sets pertaining to the asset that they're administrating; edit access depends on the Allow Local Conflicts Administrators to access all clients and matters setting.

For more information on these roles and the functionality available to them, refer to User and Roles.

The Opposing Team Sets list is available from the left navigation bar of the SPM Administration Console.

Opposing team sets can be named and assigned a unique identifier (Set ID). This provides a means of reference to opposing team sets, for example in auction situations where asset names aren't visible to notified users. The unique Set ID can also be used for quick navigation. Set IDs can also be configured to be generated automatically. Refer to ID Generation for details.

You can freely deactivate, and if need reactivate, opposing team sets. This provides flexibility, and the power to preserve side and audit history while removing the active separation.

Furthermore, when creating a new opposing team set, you have the option to save it as inactive, enabling the incremental update of staffing, security policy, and other settings. The set can then be further modified or activated at any time—for example, by the conflicts team.

The administration of opposing team sets in the iManage Security Policy Manager administration console is consistent across asset types (clients, matters, client groups or cases). However, the behavior of opposing team sets when client groups are being modified should be noted. For more information, refer to Behavior of client and client group Opposing Team Sets below.

For information on Opposing Teams sets' interactions with Collections, refer to Collections Security and Access.

This section explains the concepts behind opposing team set functionality, and details the viewing, creation, editing, and removal of opposing team sets for each type of asset, as follows:

Opposing Team Sets - terminology

The terms listed below are frequently used, or are introduced, in this section. For a comprehensive list of terminology used in this Guide, refer to Key Terminology.

Definition of "asset"

The term asset refers to any of the following items in SPM: client, matter, client group, or case.

Definition of "current asset"

An asset (that is, a client, matter, client group or case) to which you are adding opposing sets to is referred to as the current asset, in this section.

NOTE:

The administration of opposing team sets in the iManage Security Policy Manager administration console is consistent for each type of asset (Client, Matter, Client Group or Case).

Definition of "sides"

Opposing team sets are comprised of sides, each of which can have one or more assets (that is, clients, matters, client groups or cases) added to it. Opposing team sets ensure staffing separation between sides.

Opposing team sets assets and users: behavior and exceptions

Behavior of opposing team sets with parent and child assets

If you add a client/case/client group to an opposing side, then matters under such client / case / client group cannot be added to the current side. Also refer to Behavior of client and client group Opposing team sets, below.

Behavior of client and client group Opposing Team Sets 

When a client is removed from a client group, new opposing team sets are automatically created: these are identical to the client group opposing team sets except that the client group is switched out by the client. This ensures that the client stays opposed to the items on the other side of the opposing team set of the client group of which it was previously a part.

Similarly, when a client is added to a client group, new opposing team sets are automatically created: these are identical to the client opposing team sets except that the client is switched out by the client group. However, if an opposing team set that consists of the same sides and assets is already in place for that client group, such newly created set does not affect the settings (for example custom memo, default sides, custom staffing, self-maintaining rules) of the existing opposing team set.

Opposing team sets floating users

If a user is present on multiple sides of an opposing team set, then that user will be excluded from assets on both sides.

However, if a user has been assigned a floating user role, then such a user is not excluded and will have access to assets on multiple sides. There are two types of floating user, global and local: these roles, and how to assign them, are described below:

Global floating users

A user with the global floating user role can be assigned to staffing teams without triggering exclusions from any opposing team sets.

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This global role may typically be assigned to assistants. For specialist users who may need to cross a a particular opposing team set, without being granted a higher, global, role that could provide unnecessary access to other items, the local floating user role is likely to be a more suitable option.

Such users still have the "user on multiple side" exclamation mark warning icon beside their name, for example , but also a tooltip icon which displays tooltip Floating User upon hover.

For more information on the global floating user role and how to assign it, refer to Users and Roles.

Opposing team set 'local' floating users

About this role

Members of the conflicts team can permit individual users, such as specialists, to access all sides of an opposing team set without triggering exclusions.

The local opposing team set floating users functionality lets you specify these users on a per-opposing-team-set basis. It also ensures that the users are permitted access across specified opposing teams sets only, without needing to be granted a higher role (global floating user) that could provide unnecessary access to other items. That is, the opposing team set (local) floating user role is applied to its assigned users on a single-set basis and only within the temporally- and scope-limited context of that set.

Users with this role don't have the "user on multiple side" warning (any longer) but instead show the local floating user icon: .

Viewing and assigning (local) opposing team set floating users

Floating users can be viewed from the:

  • Floating Users tab in the Opposing Team Set Details panel. The number of floating users is also shown in the tab header.
  • Informational banner on top of the opposing team set page. This banner has text of type There are n Floating Users, where n is the number of floating users. Select View users from the banner to view the floating user list.

The user list Reason column shows the reason for their assignment to the local floating user role.

Addition from Floating Users tab

Floating users can be added from the Floating Users tab in the Opposing Team Set Details panel.

To add a local floating user:

  1. Select Add Floating Users. 
  2. In the Add Users dialog, select the users you want to add as floating users on the opposing team set. Filter, pagination, and multiselect tools are available to assist.

  3. When you've made your selection, enter a Reason in the reason text field. This is a required field.

    NOTE:

    If the Work URL Template setting is configured under the Settings > General, then in the Reason field, you can add an iManage Work link.

    1. Select .
    2. In the Add Work Link dialog, use one of the following options:
      • Paste Work Link: You can add a different work document/folder URL to the one configured in the Settings > General 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 on the Settings > General page is considered.
      • Select Folder ID: You can add the folder ID. In this option, the URL configured on the Settings > General page is considered.
    3. Enter the relevant details based on your selection.
    4. In the Link Text field, enter brief and relevant text that provides ‌context to the content in the link.
    5. Select Add Link.

  4. Select OK. A success message is displayed.
    The assigned users are no longer excluded from assets across the sides of the opposing team set (provided they aren't conflicted users on the assets).

Addition of users highlighted as being on multiple sides

When creating, editing, viewing, or managing opposing team sets, warning panels open when users on multiple sides are present—for example, "Warning: 4 users have been listed on more than one side."

You can add floating users directly from the View Details option in such panels when you're creating or editing opposing team sets.

NOTE:

When you're viewing an opposing team set—outside edit mode—a View Users option is presented instead; selecting this opens a dialog with a list of users on more than one side, for informational purposes. Users can't be amended from this dialog. They can be amended only when you're already editing the opposing team set.

  1. In the "Warning: n users have been listed on multiple sides" panel, select View Details. The Users on Multiple Sides dialog opens, showing users listed on multiple sides and the sides that they're on.

    TIP:

    This dialog displays the Job Title of each user to help you determine whether an individual is suitable for assignment as a local floating user.

  2. Select one or more users that you want to assign the floating user role to, and then select Assign Floating User Role. 

  3. In the confirmation dialog, enter a Reason in the reason text field. This is a mandatory field.

    NOTE:

    If the Work URL Template setting is configured under the Settings > General, then in the Reason field, you can add an iManage Work link.

    1. Select .
    2. In the Add Work Link dialog, use one of the following options:
      1. Paste Work Link: You can add a different work document/folder URL to the one configured on the Settings > General page. You can test the link by selecting Test Work Link.
      2. Select Document by ID and Version: You can add the document ID and version. In this option, the URL configured on the Settings > General page is considered.
      3. Select Folder ID: You can add the folder ID. In this option, the URL configured on the Settings > General page is considered.
    3. Enter the relevant details based on your selection.
    4. In the Link Text field, enter brief and relevant text that provides ‌context to the content in the link.
    5. Select Add Link.
  4. Select OK. A success message is displayed.
    The assigned users are no longer excluded from assets across the sides of the opposing team set (provided they aren't conflicted users on the assets).
  5. The new There are n Floating Users—where n is the number of floating users—information panel is displayed. You can optionally View Details.
    • If you select View Details, the Floating Users dialog displays. You can optionally remove users from this dialog, or edit the reason for their floating user role assignment.
Downloading a report showing all local opposing team set floating users

You can also generate reports that list all opposing team set floating users across your organization. The report details include user information and reasons for addition.

For information on how to generate and download this Opposing Team Set Floating Users report, refer to Generating Reports.

TIP:

You can also view local floating users on a per-asset basis, by selecting the Opposing Teams Floating Users option in the Advanced Report of the asset. For more information, refer to the Viewing User and Asset Lists and Reports sections for clients, matters, and so on, in this guide.

Removing local opposing team set floating users

There are two ways to remove local floating users.

  1. From the Floating Users tab:
    1. On the right of the row of user you want to remove, select . Multiselect options are also available.
    2. Select Remove.
    3. In the confirmation dialog, select Yes.
  2. From the opposing team set editing wizard:
    1. On the informational banner on the Select Users page of the opposing team set wizard—which has text of type There are n Floating Users—where n is the number of floating users—select View Details. 
    2. In the Floating Users dialog, select on the right of the row of user you want to remove. Multiselect options are also available.
    3. Select Remove.
    4. In the confirmation dialog, select Yes.

The local floating user role is removed for the selected user(s).

Inclusion or exclusion of Historical and Candidate Users

You can specify if you want historical and candidate users to be included or excluded from the staffing of opposing team sets. This is a global setting available on the Settings page. For more information, refer to Settings - General.

NOTE:

By default, historical and candidate users are included in opposing team sets.

Accessing and viewing existing opposing team sets

Accessing existing opposing team sets

Access to opposing team sets is dependent upon role. Client and Matter Administrators and Client and Matter Managers can view opposing team sets; help desk operators, conflicts officers, and conflicts administrators can view all opposing team sets, and conflicts officers and conflicts administrators can also access opposing team set dashboard view. Local Conflicts Administrators can view opposing team sets pertaining to the asset that they're administering; edit access depends on the Allow Local Conflicts Administrators to access all clients and matters setting. The visibility of users, the reason they're added, the side that they're on, and side details, is dependent on your role, as well as the auction settings, and the Allow Local Conflicts Administrators to access all clients and matters setting.

For more information about opposing team sets visibility and access per role, refer to Users and Roles.

Accessing a list of all opposing team sets, across assets

  1. Select Opposing Team Sets from the left navigation bar of the SPM Administration Console.
  2. A list of opposing team sets is displayed, along with the following information:
    • ID
    • Name
    • Status
    • Sides
      • Number of sides
      • Tooltip showing summary of sides
    • Reason
    • Last Saved – this is the default sorting column

    You can filter the opposing team sets by ID or Name using the text filter field.

    NOTE:

    If you have any opposing team set drafts, a notification banner is displayed above the list as follows:
    "There are unpublished Opposing Team Sets"

    Drafts are being superseded by inactive opposing team sets. Any draft opposing team sets that you don't convert to active or inactive sets will be removed per the information provided on the notification banner. For more information about opposing team set drafts, including how to convert them to active or inactive, refer to Converting or discarding opposing team set drafts before their automated removal.

  3. From here you can view the details of, or edit, any of the opposing team sets shown.

Accessing opposing team sets (dashboard view) for a particular asset

  1. There are two ways to access the opposing team sets relating to a particular asset, as follows:
    • On the asset list (for example, the main Clients page), select on the right of the row of the asset whose opposing team set you wish to view.
      Select Opposing Team Sets.
    • On the Details page of the relevant asset (for example, the Client Details page), select the Opposing Team Sets tab.
      The Opposing Team Sets page opens.
  2. A list of opposing team sets is displayed, along with the following information:
    • ID
    • Name
    • Status
    • Sides
      • Number of sides
      • Tooltip showing summary of sides
    • Reason
    • Last Saved – this is the default sorting column

    You can filter the opposing team sets by ID or Name using the text filter field.

    NOTE:

    If you have any opposing team set drafts, a notification banner is displayed above the list as follows: "There are unpublished Opposing Team Sets". Drafts are being superseded by inactive opposing team sets. Any draft opposing team sets that you don't convert to active or inactive sets will be removed in accordance with the information provided on the notification banner. For more information about opposing team set drafts, including how to convert them to active or inactive, refer to Converting or discarding opposing team set drafts before their automated removal.

  3. You can view the details of, or edit, any of the opposing team sets shown.

Viewing details, sides, users, and timeline of existing opposing team sets 


Visibility and edit functionality of opposing team sets is dependent upon role. Client and Matter Administrators can view opposing team sets that include clients or matters that they have access to; help desk operators, conflicts officers and conflicts administrators can view all opposing team sets; only conflicts officers and conflicts administrators can also access opposing team set dashboard view, and edit opposing team sets. Local Conflicts Administrators can view opposing team sets pertaining to the asset that they're administering; edit access depends on the Allow Local Conflicts Administrators to access all clients and matters setting. For more information on opposing team set visibility and access per role, refer to Users and Roles.

Viewing opposing team set details (dashboard view)

The details of an opposing team set are available to view from the dashboard view of that opposing team set.

  1. Access the dashboard view of an opposing team set.
  2. The opposing team set dashboard displays at the Opposing Team Set Details tab.
    On this page, you can see details about the following, for the opposing team set:
    • General Details (including Set ID and Set Name)
    • Scheduled Review
    • General Security Settings
    • Opposing Team Set Memo

From the dashboard, you can also view the users and sides of the opposing team set (including warnings of users who are on multiple sides), and edit the opposing team set details.

Viewing opposing team set sides and users

You can view the sides and users of an opposing team set from the View Opposing Team Set Users page, or from the Sides tab of the dashboard view of that opposing team set.

NOTE:

The visibility of users, the reason they're added, the side that they are on and side details, is dependent on your role, as well as the auction settings, and the Allow Local Conflicts Administrators to access all clients and matters setting.

Viewing sides and users from the View Opposing Team Set Users page
  1. To access the View Opposing Team Sets Users page:
    1. Select Opposing Team Sets from the left navigation bar of the SPM Administration Console.
      1. From the resultant list, select anywhere on the row of an opposing team set to open it.
        OR

      2. Select  on the right of the relevant opposing team set row and then select View Opposing Team Set Users.

      OR

    2. On the Opposing Team Sets tab of the Details page of an asset (see here for how to access this):
      Select  on the right of row of the opposing team set that you wish to view.
      Select View Opposing Team Set Users. The View Opposing Team Set Users window displays. On this page, you can see all users and groups on each side of an opposing team set.

      Users who are on another side or sides (including those who are members of a group on another side), and any groups which contain members who are on another side, are displayed with an indicator to the left of the name of those users or groups, for example , for ease of identification. (Also refer to tip, below.)

  2. Select side(s) to view users:
    1. Select:
      1. All Sides
        OR
      2. A single side (for example, Side 1) of the opposing team set for which you want to view the users.
        • If there is more than one asset on a side, blue text of the form "and ... others" is displayed where "..." is the number of others. Selecting this blue text displays the other assets, which can in turn be selected to access the page(s) of those assets.

        • You can also select the asset, or "and ... others" text shown in the heading above the user list.

          TIP:

          For users with Conflicts Officer or Conflicts Administrators role, edit functionality is accessible when viewing (users on) a side. Select the Edit button to open the Edit Opposing Team Set wizard.

    2. Select the filter text box or select the Filter button to filter the items shown.
      • The Users on Multiple Sides filter is available on this page.
      • If you have selected All Sides, and filter by an individual user's name, that user will be listed for each side that they are a member of.

    TIP:

    You can apply the Users on Multiple Sides filter, including with the Users / Groups filter, to view only users who are on another side or sides, and/or to filter any groups which contain members who are on another side or sides.

    NOTE:

    You can generate a Users on Multiple Sides report for a specific user, or for all users, from the Report Tab. These reports can be downloaded in .PDF or .CSV format. Refer to the Generating Reports in the Reports section.

  3. To view the page of a user in the list, select the name of the user, which displays as the larger text to the upper right of the user icon.
    The page of that user displays, in the Users/Roles section of the interface.

Viewing sides and users from the Sides tab of the dashboard

From the dashboard view of an opposing team set:

  • Select the Sides tab.
    The sides of the opposing team set are displayed.
    1. You can view the items on a side, by selecting the Items button.
    2. You can view the users on a side, by selecting the Users button.

      • Select the filter text box or select Filter to filter the items shown.

        The Users on Multiple Sides filter is available on this page. You can apply the Users on Multiple Sides filter, including with the Users / Groups filter, to view only users who are on another side or sides, and/or to filter any groups which contain members who are on another side or sides.

      • Users with  conflicts officer  or conflicts administrators role can also edit the sides from this page by selecting Edit.

Viewing (and downloading) opposing team set timeline

  1. You can view the sequence of updates and changes to an opposing team set, in the timeline tab.
    The historical changes visible to a given user depend on the role of the user and how settings (for example—auction (wall) settings) are configured.
    1. From the dashboard view of an opposing team set:
      • Select the Timeline tab. The historical information of the opposing team set is displayed.
        • Select the filter text box or select the Filter button to filter the items shown.
        Alternatively,
    2. From a list of opposing team sets (in main opposing team set list, or in the opposing team set tab of an asset):
      1. Select  on the right of the relevant opposing team set row.
      2. Select Timeline.
    The opposing team set timeline displays.

  2. From this page, you can download the timeline if required:

    1. For PDF format:

      • Select Download Report.

    2. For Microsoft Excel format:

      • Select the  icon > Download Excel Report.

    The opposing team set timeline is downloaded in the specified format.

    NOTE:

    If the timeline has been filtered, you have the option to download the full report or the filtered report.

Changes included in opposing team set timeline

The opposing team set timeline can include (changes to):

  • Set ID
  • Set name
  • Set reason
  • Custom staffing of an opposing team set side
  • Assistants
  • Active or inactive status changes
  • Users (added by side self-maintaining rules)
  • Asset modifications (excluding asset staffing changes)
  • Custom side (to default side)
  • Scheduled review frequency
  • Scheduled reminder frequency
  • Email templates
  • Memo
  • Sending to new users
  • Auction
  • Sending one-off Awareness Reminder
  • Floating User assignment/removal

The historical changes visible to a given user depend on the role of the user and how setting (for example—auction (wall) settings) are configured.

Converting or discarding opposing team set drafts before their automated removal

The option to save sets as inactive supersedes the functionality of opposing team set drafts. 

Any draft opposing team sets that you don't save as active or inactive will be removed, in accordance with the information presented on the banner displayed at the top of the opposing team sets main page.

To save or discard opposing team set drafts:

  1. On the There are unpublished Opposing Team Set drafts banner notification, select View Details. The Opposing Team Set Drafts dialog opens. This shows all of your existing drafts.
  2. Select the ellipsis icon .  Two options are presented:
    • Edit Draft: Select this option to enter the Edit Opposing Team Set Draft wizard.

      • Edit the draft as required.

        TIP:

        For more information about the options available when editing opposing team sets, refer to Addition of opposing team sets with the Add Opposing Team Set wizard. 


      • On the last page of the wizard, you have two options for saving the set:
        1. Save & Activate: Select this option to save the set and activate the security policy defined by the set. This is the default option. When saved and activated, policy enforcement of the set is initiated.
        2. Save as Inactive: Select this option to incrementally update staffing, security policy, and other settings, without activating the opposing team set. For example, you can save the set as inactive, pending review and activation by the conflicts team.
      • You are prompted, if required, to Review Details. For more information about this, refer to System verification of opposing team sets when saving. Select Continue when done. A success message displays and the opposing team set is shown on the ain opposing team set dashboard, with Active status.
    • Discard Draft: Select this option to delete the draft. A confirmation message displays. 
      • Select Yes to confirm discardment. The draft is permanently deleted.

Creating new opposing team sets

iManage Security Policy Manager provides two ways to add opposing team sets to an asset. You can add the opposing team sets directly from the main opposing team set list, or from the Client, Matter, Client Group, or Case page, as applicable.

NOTE:

At several points during the creation of an opposing team set, SPM may need to check for users who are on multiple sides of the set. Depending on your system environment, it may take some moments for this check to be performed: In such cases, a message "Security Policy Manager is checking for users who are listed on other sides of the Opposing Team Set" will be temporarily displayed. Any long-running tasks can also be viewed in My Activities by selecting on the top banner.

TIP:

As with other items in iManage SPM, you also have the option to create opposing team sets by way of import. That is, you can define the opposing team sets in either XML or schema form, and then import them into iManage SPM. For more information about these options, refer to the following for:


Opposing team set limits

To ensure the performance and stability of opposing team set creation and processing, limits are placed on the size and number of opposing team sets that you can create.

The limits in place are provided in the table below. If you are approaching 80% of any of the limits, warning messages advise you of this, in relevant parts of the interface.

Table: Opposing team limits

Limited item

Limit

80% warning threshold

Number of opposing team sets—whether active or inactive—in your SPM instance

5000

4000

Number of items per opposing team set

2000

1600

Number of sides per opposing team set

15

12

Numbers of items per opposing team set side

1000

800

NOTE:

If you are upgrading from a pre-10.3.1.4 version of SPM, any existing opposing team sets that now breach any of these limits are retained. However, warning messages will be displayed where appropriate. Furthermore, we recommend that you reconfigure such sets as required, to keep them within the limits specified.

Addition of opposing team sets with the Add Opposing Team Set wizard

The opposing team sets wizard provides access to the full creation and editing tools available for opposing team sets.

Preliminary Step: Access the Add Opposing Team set wizard

  1. Select Opposing Team Sets from the left navigation bar of the SPM Administration Console.
    OR
    On the Details page of the relevant asset (for example, the Client Details page), select the Opposing Team Sets tab. On the Details page of the relevant asset (for example, the Client Details page), select the Opposing Team Sets tab.
    The Opposing Team Sets page opens. From this page you can edit existing opposing team sets, or add more opposing team sets. 

  2. To add an opposing team sets, select + Add Opposing Team Set.

    The Add Opposing Team Set wizard is displayed. 

    TIP:

    The numbered sections at the top of the wizard provide instant access to available steps of the wizard, and are available in accordance with the data you have already entered. When a section number is circled in black, you can browse to that step by selecting the circle.

    Figure: Numbered sections of the Add Opposing Team Set Wizard
    The numbered sections are as follows:

    1. General Details: Corresponds to section Step 1: Name and add General Details to an opposing team set.

    2. Security: Corresponds to section Step 2: Configure security, review and notifications settings.

    3. Select Sides: Corresponds to section Step 3: Add or remove sides.

    4. Select Users: Corresponds to section Step 4: Select users for a side.

Step 1: Name and add General Details to an opposing team set

Enter the Set ID, Set Name, and/or Reason using the corresponding text fields. Opposing team sets ID provides a means of reference to opposing team sets, for example in auction situations where asset names aren't visible to notified users. Such name or unique identifier can also be used for quick navigation.
Set ID is a mandatory field. If this isn't displayed, it indicates that a Set ID has been automatically generated and isn't editable by users. If the Set ID field has a tooltip icon  beside it, this means that you can optionally specify the Set ID; if it is left blank, an ID will be automatically generated. (For details on the corresponding setting, refer to ID Generation.)
Otherwise, enter a unique identifier for the opposing team set in Set ID. A manually-entered Set ID can be any combination of numbers, letters and/or special characters. 
NOTE: The length limit for the Set ID field is 32 characters, and for the Set Name field, 255 characters.

NOTE:

Adding a Reason is optional

Step 2: Configure security, review, and notifications settings

The next step in adding an opposing team set is to configure the security, review and notification settings for that opposing team set.

The settings available for configuration are:

General Security Settings

You can make the staffing list of an asset's opposing team set visible or invisible to members of its opposing teams. This setting can be reflected in the email notification configured for recipients when users are added to an opposing team set: if the staffing list is set not to be visible, the list of users on opposing teams set sides is not displayed, and only the list of users on that user's opposing team set side are shown. This setting applies to both notifications configured to be sent to individuals added to opposing team set sides, and notifications configured to be sent to administrators or conflicts officers specified when an opposing set is added to, or changed for, an asset. For more information on asset notifications, refer to the Updating Notifications section for Client, Matter, Client Group and Case, respectively.

Making staffing list invisible to opposing teams - 'Auction (wall)' setting on

By default, the staffing list of an opposing team set is visible to opposing teams. To make it invisible, under Visibility of Staffing, select Staffing list should not be visible to opposing teams in target systems (or the adjoining check box).
When the staffing list is made invisible to opposing teams, this is also reflected in the Opposing Team Sets page of the current asset, with an icon and tooltip which states "Staffing list is not visible to opposing team sets".

Making staffing list visible to opposing team (if previously set to invisible) - 'Auction (wall)' setting off
  1. If the staffing list of an opposing team set isn't visible to opposing teams and you want to make it visible, under Visibility of Staffing, select Staffing list should not be visible to opposing teams in target systems (or the adjoining check box), ensuring that the check box displays as deselected. A message displays asking if you are sure you want to disable this option.

  2. Select Yes.

Opposing Team Set Security Memo 

Select Opposing Team Set Security Memo to add information, such as security instructions, which can be added to notifications, for example that users receive to advise them of their obligations under the opposing team set.

Update the security instructions as required.

NOTE:

If the Work URL Template setting is configured under the Settings > General page for the relevant asset, then in the Memo field, a configured template can be used, and the Add Work Link button () is available for selection.

  1. Select . The Add Work Link dialog opens.
  2. Select one of the options provided:
    1. Paste Work Link: You can add a different work document/folder url to the one configured in the Settings > General page. You can test the link by selecting Test Work Link.
    2. Select Document by ID and Version: You can add the document ID and version. In this option, the URL configured in the Settings > General page is considered.
    3. Select Folder ID: You can add the folder ID. In this option, the URL configured in the Settings > General page is considered.
  3. Enter the relevant details based on your selection.
  4. Enter brief and relevant text that provides a context to the content in the link in the Link Text field. and then select Add Link.
Opposing Team Set Scheduled Review

You can set Scheduled Reviews (for example, of users or sides) of an opposing team set. Notification to review the opposing team set are sent to conflicts officers or applicable conflicts administrators.

To set a scheduled review for an opposing team set, select the required frequency of review in the Opposing Team Set Scheduled Review panel. You can choose one of the pre-defined review periods or enter a custom period. In accordance with time period you've selected, information about the Due Date of the next Awareness Reminder that'll be sent is displayed.

When you have completed configuring the settings as required, you can proceed to the next step.

Notification Events 

Notification events help you create precisely the opposing team set notifications you require, with simple, intuitive and flexible setup of messaging, recipients, acknowledgment and reminders. Events can be edited or deleted as required, and the event creation wizard allows quick editing of email templates while preventing the inadvertent creation of duplicate events.

The Notifications Events panel provides options to update the messaging and recipients for events, on a per-set basis, where:

  • Users are added to the opposing team set.
  • Users are removed from the opposing team set.

Notifications created in this way are sent as email notifications to users participating in the opposing team set, and/or any specified interested parties, when conditions are met.

TIP:

You can include the opposing team set security memo, with a single click, in the notification when creating notification events.

Creating and configuring opposing team set notification events

To create a notification event:

  1. In the Notifications Events panel, select + Add New.
  2. In the Add Notification Event dialog, under Notification Event, select Select an Event. A drop-down list opens.
    • Select Opposing Team Set - User Added to Set to create an event that sends specified information to all users added to a side of the opposing team set, and/or to any other interested parties as required. This notification event type has an acknowledgment option, and if the relevant setting has been enabled, an acknowledgment verification option.
    • Select Opposing Team Set - User Removed from Set to create an event that sends specified information to all users removed from the opposing team set, and/or to any other interested parties as required. 

The method to create notification events is similar for both types of notification event. Follow the instructions as described below:

Recipient and acknowledgment options
  1. Select to whom the notification will be sent.
    For Recipient, you can select:
    • Impacted User. This option has a different meaning corresponding to the event selected:
      • For Opposing Team Set - User Added to Set, it is the user added to the set.
      • For Opposing Team Set - User Removed from Set, it is the user removed from the set.
    • Other, which provides the following additional options in the Recipients field:
      • Administrators: Local administrators specified for the case.
      • Conflict Officers
      • Additional Users: Select this option to specify other users to whom notifications are to be sent:
        • Upon selecting this option, the Add Recipients dialog opens.
        • Use the filter and selection tools as required to specify recipients.
        • To add additional users (not present in iManage SPM), enter those emails into the Additional Emails field. You can enter text, semicolon-separated lists, new-line-separated lists, and Microsoft Outlook email address lists.

        • Select Save. Specified additional users are added as event recipients.

  2. In Select a Notification Template, create the email template that you wish to use for this event. For more information about how to do this, refer to Creating or editing email notification templates.

    TIP:

    After you have created one or more notification templates, these become available for selection for this event. If the Save for global use option is selected when saving, any templates will be available for corresponding event types. The Settings > Notifications > Notification Templates page allows you to quickly view, edit, or delete any such globally-saved notification event templates, without needing to edit an asset notification event. In addition, you can create new templates for global use.

    If you have upgraded to SPM 10.3.2 or higher from a pre-10.3.2 version, existing opposing team set notification templates are migrated upon upgrade and available for selection here.

  3. If the Impacted User recipient is selected, in an Opposing Team Set - User Added to Set event, the Acknowledgment Required check box is displayed.

    • Select this if you want to ensure that users acknowledge the opposing team set memo.

      NOTE:

      When opposing team set memo content is changed, there's also an option, when saving changes, to ask relevant users to re-acknowledge the memo.

      If you select the Acknowledgment Required check box, you can then:

      1. Select Acknowledgment Required if you want notifications to be sent to ‌existing users for acknowledgment of the memo.

      2. Select Acknowledgment Not Required if you only want users who'll be added to the opposing team set thereafter to be required to acknowledge the memo.

        NOTE:

        Under the Sides > Users tab of an opposing team set, the icon is displayed next to users that have not yet acknowledged the opposing team set memo.
  4. You can optionally send reminders to users who haven't acknowledged the memo. To do so:
    1. Select Send a reminder.
    2. Specify the date when the reminder will be sent, using the In field:
      • 1 day
      • 3 days
      • 7 days
      • 10 days
      • 14 days
      • Custom
        • For this option, manually enter the number of days in Send a reminder in ___ Days.
    3. In Reminder Template:
      You can:
      1. Select the template you require.
      2. Create, a new reminder email template, by selecting Create a New Template.
      3. Edit an existing template, by selecting Edit.

    4. Follow Steps 2 and 3 of Creating or editing email notification templates. The template tags available for these reminder notifications are:

      Template Tag

      Displays as

      Description

      Opposing Team Set ID

      {{OTS_DISPLAY_ID}}

      Returns the Opposing Team Set ID.

      Opposing Team Set Name

      {{OTS_DISPLAY_NAME}}

      Returns the Opposing Team Set Name.

      Opposing Team Set Reason

      {{REASON}}

      Returns the Reason for an Opposing Team Set.

      Items by Side > ID, Name 

      {{OTS_ITEMS}}

      Displays the names of assets on opposing team set sides.
      Parent asset names (such as client, for matters) are not displayed.

      Items by Side > ID, Name (including Client Name)

      {{OTS_ITEMS_FULLNAME}}

      Displays the names of assets on opposing team set sides. Parent asset names are also displayed.

      Opposing Team Set Sides (ID, Name, Staffing)*

      {{SIDES}}

      Returns the sides for an Opposing Team Set.*

      Opposing Team Set Sides (Staffing)*

      {{SIDES_HIDE_ASSET_NAMES}}

      Returns the sides, without asset names, for an Opposing Team Set.*

      Opposing Team Set Sides (ID, Name)*

      {{SIDES_HIDE_STAFFING}}

      Returns the sides, without staffing lists, for an Opposing Team Set.*

      Opposing Team Set Sides (ID, Full Name, Staffing)*

      {{SIDES_SHOW_FULL_ASSET_NAMES}}

      Returns the sides, including full client and matter names, for an Opposing Team Set..*

      Recipient > Name

      {{RECIPIENT_FULL_NAME}}

      Returns the name of the notification recipient., on a per-recipient basis.

      Recipient > Email Address

      {{RECIPIENT_EMAIL}}

      Returns the email address of the notification recipient., on a per-recipient basis.

      Recipient > Username

      {{RECIPIENT_USERNAME}}

      Returns the username of the notification recipient., on a per-recipient basis.

      Memo

      {{OTS_MEMO}}

      Returns the opposing team set memo

      • *These tags are now superseded, and only available if you had been using them in a pre-10.3.4 version of iManage SPM. Any notification templates you created in earlier versions with these template tags, are retained upon upgrade to iManage SPM 10.3.4 or higher. While these legacy template tags will retain their functionality in those pre-existing templates, they're no longer available for selection when creating or editing notifications templates.

        TIP:  For more information about formatting notification templates, refer to the Notification template syntax and formatting section of Settings>Notifications.

    5. To help ensure the acknowledgment of important memo information, you can configure automated reminders to be sent repeatedly on a schedule of your choosing, until acknowledgment occurs.

      1. Select Repeat until acknowledgment.

      2. Specify the frequency of reminder repeats, using the Every field:
        • 1 day
        • 3 days
        • 7 days
        • 10 days
        • 14 days
        • Custom
          • For this option, manually enter the number of days in Repeat every ___ Days.
  5. You can send additional notifications for the same event, with each notification having its own recipients, template, and optionally, name. This lets you send specific messaging to different recipients. For example, when a new user is added to an opposing team set side, you can configure a notification to that new user containing the opposing team set name, asset names and the opposing team set memo, with acknowledgment required; and for the same event, another email to the conflicts officers, showing the updated full list of opposing team set participants.
    To add an additional notification for the event, select Add Another. Repeat the steps above, as required. You can only send one notification to the impacted user; when already selected, that recipient option is unavailable for additional notifications for the event.
    You can add as many additional notifications as required.
  6. Select OK. The event is activated and a confirmation dialog box is displayed. Each event notification added is visible in the Opposing Team Set Details > Notifications > Notifications Events pane. 
  7. When opposing team set memo content is changed, all relevant users must re-acknowledge the memo but re-verification isn't requested. If, however, you want user acknowledgments to be re-verified:
    1. De-select Acknowledgment Required for a given notification event. A confirmation message is displayed.
    2. Select Yes.
    3. Select Acknowledgment Required. A confirmation message is displayed.
    4. Select Yes.
    5. Configure other options as required.
    6. Select OK.
Creating or editing email notification templates 

When adding or editing notification events, you can create or edit notification templates as follows:

  1. Under Template, select Notification Template. A drop-down appears.
    • Select Create a New Template. The New Email Template dialog opens.
      Alternatively,
    • Select an existing template, then at the top of the Preview panel, select Edit. The Edit Email Template dialog opens.
  2. You can add, or edit, the Name of the template.
  3. You can add, or edit, the Description of the template.
  4. You can add, or edit, the Subject of the notification that recipients will see when the receive the notifications. In addition to text, you can add template tags in the subject, by selecting. The tags available are:
    • Opposing Team Set ID.
    • Opposing Team Set Name.
  5. The Body contains a text edit window with all of the text, formatting options, and relevant Template Tags for that template. There's also a Preview pane.

    1. By default, the body and preview are displayed in a horizontal view. You can alter the preview visibility or position, using the preview buttons.
      Figure: Notification template editor preview buttons

      NOTE:

      The visibility or position of the preview, as defined by button selection, will be applied across all events.

    2. Edit the template as required:

      1. Select the text window in the Body to directly enter or edit text to be included in the notification.
        Shortly after you enter or format any text, the Preview updates to display the text as it'll be formatted in the notification.
      2. The following formatting, view, and tag tools are available:
        • : Toggle bold formatting of selected text.
        • : Toggle italic formatting of selected text.
        • : Toggle underline formatting of selected text.
        • : Toggle bullet-point listing of selected text.
        • : Toggle numbered listing of selected text.

        • : Add linked text.

          NOTE:

          For this functionality to be available, Work document and folder links need to be configured. For information about how to do this, refer to Settings > General.

          NOTE:

          Any text selected before selecting the  icon will be overwritten by the linked text. Therefore, you should ensure that no text in the text window is selected before selecting the  icon.

        • An Add Work Link dialog box displays. You can then:
          • Paste a Work Link as follows:
            • Select Paste Work Link.
            • Enter Work Link in the Work Link * field. You can add a different work document/folder URL to the one configured on the Settings page. For information about how to do this, refer to Settings > General. You can test the link by selecting Test Work Link.
            • Enter link text in the Link Text field.

            • Select Add Link to add the link. The linked text will appear in the text window (and the Live Preview window).

          • Add a link to a specific document and version as follows:

            • Select Select Document by ID and Version.

            • In the relevant fields, enter the Document ID and Document Version.

            • In the Link Text field, enter the link text.

            • Select Add Link to add the link. The linked text will appear in the text window (and the Live Preview window).

        • : Select this icon to add a Template Tag. The template tags available vary in accordance with what is relevant for a given notification. The following is a full list of template tags across all event types:

          Template Tag

          Displays as

          Description

          Opposing Team Set ID

          {{OTS_DISPLAY_ID}}

          Returns the Opposing Team Set ID.

          Opposing Team Set Name

          {{OTS_DISPLAY_NAME}}

          Returns the Opposing Team Set Name.

          Opposing Team Set Reason

          {{REASON}}

          Returns the Reason for an Opposing Team Set.

          Items by Side > ID, Name 

          {{OTS_ITEMS}}

          Displays the names of assets on opposing team set sides.
          Parent asset names (such as client, for matters) are not displayed.

          Items by Side > ID, Name (including Client Name)

          {{OTS_ITEMS_FULLNAME}}

          Displays the names of assets on opposing team set sides. Parent asset names are also displayed.

          Users by Side > Changed Users > Name, Email Address, Username

          {{OTS_CHANGED_USERS}}

          Displays names of new or removed users on opposing team set sides, along with their email addresses and usernames.

          Users by Side > Changed Users > Name, Email Address

          {{OTS_CHANGED_USERS_EMAIL}}

          Displays names of new or removed users on opposing team set sides, along with their email addresses.

          Users by Side > Changed Users > Name, Username

          {{OTS_CHANGED_USERS_USERNAME}}

          Displays names of new or removed users on opposing team set sides, along with their usernames.

          Users by Side > Changed Users > Name

          {{OTS_CHANGED_USERS_FULL_NAME}}

          Displays names of new or removed users on opposing team set sides.

          Users by Side > Everyone > Name, Email Address, Username

          {{OTS_USERS}}

          Displays names of all users on opposing team set sides, along with their email addresses and usernames.

          Users by Side > Everyone > Name, Email Address

          {{OTS_USERS_EMAIL}}

          Displays names of all users on opposing team set sides, along with their email addresses.

          Users by Side > Everyone > Name, Username

          {{OTS_USERS_NAME_USERNAME}}

          Displays names of all users on opposing team set sides, along with their usernames.

          Users by Side > Everyone > Name

          {{OTS_USERS_FULL_NAME}}

          Displays names of all users on opposing team set sides.

          Opposing Team Set Sides (ID, Name, Staffing)*

          {{SIDES}}

          Returns the sides for an Opposing Team Set.*

          Opposing Team Set Sides (Staffing)*

          {{SIDES_HIDE_ASSET_NAMES}}

          Returns the sides, without asset names, for an Opposing Team Set.*

          Opposing Team Set Sides (ID, Name)*

          {{SIDES_HIDE_STAFFING}}

          Returns the sides, without staffing lists, for an Opposing Team Set.*

          Opposing Team Set Sides (ID, Full Name, Staffing)*

          {{SIDES_SHOW_FULL_ASSET_NAMES}}

          Returns the sides, including full client and matter names, for an Opposing Team Set.*

          Recipient > Name

          {{RECIPIENT_FULL_NAME}}

          Returns the name of the notification recipient., on a per-recipient basis.

          Recipient > Email Address

          {{RECIPIENT_EMAIL}}

          Returns the email address of the notification recipient., on a per-recipient basis.

          Recipient > Username

          {{RECIPIENT_USERNAME}}

          Returns the username of the notification recipient., on a per-recipient basis.

          Memo

          {{OTS_MEMO}}

          Returns the opposing team set memo.

          Opposing Team Set Staffing > Changed Users*

          {{OTS_CHANGED_USERS}}

          Returns the opposing team set staffing changes resulting from the triggering event*

          • *These tags are now superseded, and available only if you have been using them in a pre-10.3.4 version of iManage SPM. Any notification templates you created in earlier versions with these template tags, are retained after upgrading to iManage SPM 10.3.4 or later. While these legacy template tags retain their functionality in those pre-existing templates, they're no longer available for selection when creating or editing notifications templates.

            TIP:  For more information about formatting notification templates, refer to the Notification template syntax and formatting section of Settings>Notifications.

    3. When you have finished editing the template, you can save it for that event only, or save it for use across other similar event types. This means that you can have multiple globally available notification templates, with each being further customizable and separately saved, as required. To save the template, select:

      • Save: Saves the template to this notification, within this notification event, only. If you want to use the same template for other notifications within this event, as described in Step 5 of Recipient and Acknowledgment options, you must select Save for global use. Refer to the section below.
      • Save for global use: saves the template for use in other similar events. The Settings > Notifications > Notification Templates page allows you to quickly view, edit, or delete any such globally-saved notification event templates, without needing to edit an asset notification event. In addition, you can create new templates for global use.
Editing notification events

To edit an opposing team set notification event:

  1. In the Notifications Events panel, for the notification you want to edit, select . A dropdown appears.
  2. Select Edit. The Edit Notification Event dialog appears.
  3. Refer to the detailed instructions for creating events, in Creating and configuring notification events. The Edit Notification Event dialog has all of the same editable fields as the Create Notification Event dialog described in that section.

Step 3: Add or remove sides

  1. Side 1 is populated, by default, with the asset from which you have accessed the wizard. This is shown with adjoining label "Current <asset>" (where <asset> is Client, Matter, Client Group or Case as applicable).

    NOTE:

    Refer to Opposing Team Sets assets and users: behavior and exceptions, for further details on adding assets and users to sides.

    1. If you don't want to add more assets to the same side as the asset, proceed to Step 2.
    2. If you want to add more assets to the same side as the asset:
      1. Select +Add Items.
      2. The Add Item dialog displays a list populated with all the firm's clients, cases and client groups.

        • You can use the filter text box or select Filter to filter the items shown.

          TIP:

          You can also use a semicolon-separated list to filter the assets, and add them in bulk. For more information about how to do this, refer to Filters.

      3. Select the check boxes next to the clients, cases, client groups or matters, click the required rows to select the clients, cases, client groups or matters that you want to add to the current asset's side.
        • To view the matters under a specific item, hover on the row of that item in the list and select View Matters. The matters under the item are displayed.
      4. Select the check boxes next to the items or select the required rows to select the items.
      5. To remove any assets added to this side, select  on the row of the asset you want to remove, or the check box on the left-hand side of that asset, and select Remove.
  2. Side 2 does not contain any assets, by default. Assets which are opposed to the asset(s) in Side 1 can be added to Side 2. To add an asset or assets to Side 2:
    1. Select the Add assets button.
      The Add asset dialog displays a list populated with all the firm's clients, cases and client groups.
      • You can use the filter text box or select the Filter button to filter the items shown.
    2. Select the check boxes next to the clients, cases, client groups or matters, click the required rows to select the clients, cases, client groups or matters that you want to add to the current asset's side.
      • To view the matters under a specific item, hover on the row of that item in the list and select View Matters. The matters under the item are displayed.
    3. Select the check boxes next to the items or select the required rows to select the items.

    4. Repeat Steps a–c above for any additional assets you want to add to this side.

      NOTE:

      Assets on the same side of an opposing team set will oppose any assets on other sides of the same opposing team set, but not those that are on the same side of the same opposing team set. For more information, refer to Opposing Team Set Sides.

    5. At any stage, you can press Cancel to skip adding additional assets to this side.
    6. To remove any assets added to this side, select  on the row of the asset you want to remove, or the check box on the left-hand side of that asset, and select Remove.
  3. If you require only two sides in your opposing team set, you can proceed to add users in the next step. Otherwise you can add further sides to the opposing team set.
    1. To proceed to the next step, select Next.
      The Select Users page displays. Refer to Select users on a side.
    2. To add further sides to the opposing team set, follow the instructions in the steps below.

  4. To add additional sides to an opposing team set, Side 3, Side 4, and so on:

    1. Select +Add Side 'n', where 'n' is the number one higher than the number of sides already present in the opposing team set.

    2. Side 'n' (where 'n' is the number one higher than the number of sides already present in the opposing team set) for example, Side 3, when added, doesn't contain any assets, by default. Assets which are in opposition to the assets on the other sides can be added to this side. To add an asset or assets to this side:
      1. Select the Add Items button. The Add Item dialog displays a list populated with all the firm's clients, cases and client groups.

        • You can use the filter text box or select Filter to filter the items shown.

          TIP:

          You can also use a semicolon-separated list to filter the assets, and add them in bulk. For more information about how to do this, refer to  Filters.

      2. Select the check boxes next to the clients, cases, client groups or matters, select the required rows to select the clients, cases, client groups or matters that you want to add to the current asset's side.
        • To view the matters under a specific item, hover on the row of that item in the list and select View Matters. The matters under the item are displayed.
      3. Select the check boxes next to the items or select the required rows to select the items.

      4. Repeat steps i to iii above for any additional assets you want to add to this side.

        NOTE:

        Assets on the same side of an opposing team set will oppose any assets on other sides of the same opposing team set, but not those that are on the same side of the same opposing team set. For more information, refer to Opposing Team Set Sides.

        NOTE:

        An asset cannot be placed on more than one sides of an opposing team set (as it cannot be in opposition to itself). If this has occurred and you try to proceed to the next step by pressing Next, an error message will display, for example to inform that an asset cannot be on multiple sides and providing additional pertinent information.

      5. At any stage, you can select Cancel to skip adding additional assets to this side.

      6. To remove any assets added to this side, select  on the row of the asset you want to remove, or the check box on the left-hand side of that asset, and select Remove.

  5. Repeat Step 1 above for any additional sides that you want to add to the opposing team set.

    NOTE:

    All sides (added) must have at least one asset in them, in order to proceed to the next step.

  6. You can remove any sides which have been added to an opposing team set, as follows:
    1. Select the X at the top right of the box of that side.
      Doing so will trigger the following prompt: "Are you sure you want to remove this opposing team set side?"

    2. To confirm removal of the side, select Yes.

      TIP:

      Use the scrollbar below the Side boxes to scroll between and review all the sides and associated assets in the opposing team set.

  7. After you've added all the sides that you require to the opposing team set, you can proceed to add users in the next step.

    • To proceed to the next step, select Next .

      TIP:

      You can go directly to the Select Users page of a side by selecting the name of the Side (for example Side 1) in the side box of that side.

      You can also select the Select Users page of a side using the opposing team set numbered steps at the top of the wizard. Refer to navigation pane tip.

      The Select Users page displays. Refer to Select users on a side, below.

Step 4: Select users for a side

You can select the users to be added or removed, on each side of the opposing team set, on a per-side basis. The process for selecting users when editing existing opposing team sets and when creating new opposing team sets, is the same.

NOTE:

See Opposing Team Sets assets and users: behavior and exceptions, for further details on adding assets and users to sides.

The Select Users page for Side 1 displays first, if you have followed the wizard in a stepwise fashion. Otherwise, the Select Users page for the side that you navigated to (by selecting the name of the Side in the side box of that side in the Select Sides section on the first page of the wizard, or by using the opposing team set numbered steps at the top of the wizard) is displayed.

Inspecting assets to which users are to be added or removed

The Select Users page for the given side displays.

  1. If only one asset is on that side, the name of that asset is displayed with selectable text, and a View <Asset> button, where <Asset> can be Client, Client Group, Matter or Case, as applicable. The adjacent area is also selectable.

  2. If more than one asset is on that side, the name of that asset in selectable text (which displays with underline formatting upon hover), and selectable text of the form (for example) and 2 others (which also displays with underline formatting upon hover). Clicking on the selectable text (for example) and 2 others displays a dropdown showing the additional (for example) 2 assets.

Clicking on the View <Asset> button, or any of the selectable text, or the additional selectable items mentioned in 1 and 2 above opens a new browser tab displaying the page of that asset. For example, for a client, the browser window will display the page for that client, with the Client Details, Matters, Timeline and Reports tabs, and so on.

Adding users or groups to sides

You can continue to the next stage in the wizard, adding only the default users, keeping those already specified under custom staffing, or editing (adding or removing) users or groups in the opposing team set.

The Default and Custom options, under which such addition functionality is available, are described below.

  1. Default: Select this option to add all users who are or have been active on the asset (for example, Client), such being the default users, to a side.
    1. Select Default.
    2. Select Next.

  2. Custom: Select this option to manually specify users or groups to be added and give a reason for their addition, or to add multiple users at once using a semicolon-separated list or new-line-separated list, to an opposing team set on this side.

    If one or more users is listed on multiple sides of an opposing team set, an exclamation mark icon is displayed next to such user, for example .

    NOTE:

    Assistants similarly listed on custom staffing on multiple sides of an opposing team set, are presented in the same way as users and with the same corresponding icon, for example .

    In addition, a warning panel is displayed, for example:

    If you select View Details from this panel, the Users on Multiple Sides dialog opens, displaying the users on multiple sides, the sides they are on, and the Job Title of each user—which can help you determine whether or not an individual is suitable for assignment as a local floating user. Select a side from the reason column, for example "Side 1", to go to the edit page of that side (and edit users as required), or select Close to return to the edit page.

    NOTE:

    You can also assign opposing team set floating users from this dialog box. For more information about this type of role, and how to assign it; refer to Opposing Team Sets floating users.

    A similar warning is presented if there are still one or more users on multiple sides, when finalizing the creation of the opposing team set; refer to Warning message if there are users on multiple sides.
    You can also filter the users displayed in the custom list, to show only the users on multiple sides, using the Attributes>Users on Multiple Sides filter.

    1. For adding users by either means, select Custom. Various options appear on screen, including a list of users already related to the asset on this side (if any).
    2. The Reason for users being on the opposing team is also shown, if applicable. To edit the reason, use the selection tools to select the user or users, and select View/Edit Reason.

      • The View/Edit Reason dialog box displays. Select the text-entry field Reason to add or edit the reason.

        NOTE:

        If the users that you select have different reasons, for example if you select two users and one user has a reason and the other user doesn't, the Reason text-entry field will be blank.

        1. Select Save to save any changes to the reason.
        2. Select Cancel to exit without saving.

    3. You can specify whether assistants of this opposing team's members will be added automatically to this opposing team.

      NOTE:

      For additional information on assistants, refer to Managing Assistants.

      1. If you want assistants of this opposing team's members to be added automatically to this opposing team, select Ensure Assistants automatically follow their Timekeepers (or the check box beside the same text).
      2. If you do not want assistants of this opposing team's members to be automatically added to this opposing team, deselect Ensure Assistants automatically follow their Timekeepers (or deselect the check box beside the same text).

    4. To remove users in the list from the opposing team:

      1. Use the (filter and) selection tools to select the relevant user or users, and select Remove

        TIP:

        Filters available include Activity Exceeds and Time Posted Exceeds. For more information on these and other filters, refer to Filters.

      2. You're presented with an option to specify the reason for removal; if a reason is entered, this will be visible in the timeline of that opposing team set. This option isn't presented if you are removing a user (for example, added in error) who wasn't already listed on the side and who was both added and removed before the opposing team set was saved.

    5. You can:
      • add multiple users at once using semicolon-separated lists, new-line-separated lists, and Outlook email address lists,
      • specify users or groups to be added and give a reason for their addition, and
      • add users by Self-maintaining Rules.
      1. To add multiple users at once using a semicolon-separated list, new-line-separated list or Outlook email address list:
        1. Select , at the right of the Add Members button. The Bulk Add Members option appears.
        2. Select Bulk Add Members. The Bulk Add Members dialog opens.
        3. In the text field, enter (or paste) any of:
          1. a semicolon-separated list of users
          2. a new-line-separated list of users
          3. an Outlook email address list.
        4. All users must be validated successfully before they can be added. Select Validate Selection.
          1. If there any errors for users upon validation, such invalid users will display with red text. The number of errors is also displayed.
            1. Hover over the affected users (in red) for error details - for example, "Match not found" or "Multiple matches found".
            2. You can modify and then re-validate the original list as required, including by directly editing any red text (for example to correct a typographical error).
          2. You can also continue to add other users into the text field (and re-validate), as required.

        5. Provided all users are validated successfully, select OK to add the users.

          NOTE:

          There is no option to specify a reason for users or groups added in bulk.

        6. The Select Users page for the given side displays again. Additional editing of the side can be performed if required. (If not,)
        7. Select Next.
      2. To manually specify users or groups to be added and give a reason for their addition:
        1. Select Add Users. The Add Users dialog displays.

          1. Use the filter, selection and page selector tools to select the users that you want to add.

            TIP:

            Filters available include Activity Exceeds and Time Posted Exceeds. For more information on these and other filters, refer to Filters.

            NOTE:

            You can select users across pages. When you use the page selector tool to move or jump between pages in the user list, the users that you have selected on other pages remain selected.

          2. For each user or group of users selected, you can add a reason for their being on the opposing team by selecting Reason. A text-entry field displays. Enter the reason.

            NOTE:

            Only one reason can be added per user or group of users added through the Add Users dialog box. If you are adding users or groups of users with differing reasons for each user or group or users, you can to add the users or groups of users on for each reason basis using the Add Users dialog box, reopening the Add Users dialog box to repeat the process for each additional reason.

          3. If you want to check or confirm the list of users that you have selected before proceeding, for example if you've selected multiple users across multiple pages, select View Selected. A list showing only the users that you selected is displayed. If you have added any users in error, you can deselect those users. If you want to continue adding users, select View All to see the full list of users. Any users that you selected before you selected View All will remain selected.

          4. Select OK.

          5. The Select Users page for the given side displays again. Additional editing of the side can be performed if required; for example, repeat substeps a to d of Step 2.g.ii.1 above to add more users with a different Reason.
          6. Select Next.
      3. You can add users to the sides of opposing team sets by using Self-maintaining Rules. With self-maintaining rules, users who have spent a specified amount of time or performed a specified amount of activity on an asset (for example, Client) or assets relating to a side of an opposing team set are added automatically to that opposing team set. To configure self-maintaining rules for an opposing team set, refer to Configuring Self-maintaining Rules for an Opposing Team Set.

    6. The Select Users page for the next side displays. If required, you can add or remove more users or groups for this side, as per this Step 2. (Select Next.)

    7. If there are additional sides, the Select Users page for each side displays. When you select users and then select Next on the last Select Users page, the (Opposing Team Set) Settings page displays. For information on how to configure and confirm settings for the opposing team set, refer to Step 2: Configure and confirm Security and Settings for the opposing team set.
Removing users from sides of an opposing team set

You can remove users from a side of an opposing team set of an asset. There are two ways to access this functionality.

  1. Access the Edit Opposing Team Set wizard for that opposing team set.
    1. Access the Opposing Team Set wizard:
      1. Select Opposing Team Sets from the left navigation bar of the SPM Administration Console.
        OR
        On the Details page of the relevant asset (for example, the Client Details page), select the Opposing Team Sets tab.

      2. From this page you can edit existing opposing team sets or add more opposing team sets. To edit an existing opposing team set:

        1. Select  on the right of the relevant opposing team set row.

        2. Select Edit.

      3. The Edit Opposing Team Set wizard appears.

      4. From this page you can edit the opposing team set.

    2. Browse to the Select Users page for the relevant side. For example, navigate directly to the Select Users page of a side using the opposing team set numbered steps at the top of the wizard. Refer to navigation pane tip.

    3. Use the (filter and) selection tools to select the relevant user or users, and select Remove.

      TIP:

      Filters available include Activity Exceeds and Time Posted Exceeds. For more information on these and other filters, refer toFilters.

    4. You're presented with an option to specify the reason for removal; if a reason is entered, this will be visible in the timeline of that opposing team set.
    5. If an additive self-maintaining rule is in place:
      1. A message displays advising that users removed from the side will be prevented from re-addition to custom staffing for that side 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.
  2. Remove users from an opposing team set that you are creating.
    1. You can remove users from an opposing team set when you are in the process of creating that opposing team set, from within the Add Opposing Team Set wizard. Refer to Creating new opposing team sets.

    2. To remove users in the list in a side, from the opposing team set, use the (filter and) selection tools to select the relevant user or users, and select Remove. Filters available include Activity Exceeds and Time Posted Exceeds. For more information on these and other filters, refer to Filters.

    3. You're presented with an option to specify the reason for removal; if a reason is entered, this will be visible in the timeline of that opposing team set. This option isn't presented if you are removing a user (for example, added in error) who wasn't already listed on the side and who was both added and removed before the opposing team set was saved.

Configuring Self-maintaining Rules for an Opposing Team Set

When creating or editing opposing team set sides, you can configure self-maintaining rules to automatically add users to those sides, and automatically remove users from those sides.

With self-maintaining rules, users who have spent a specified amount of time or performed a specified amount of activity on an asset (for example, on a Client) or assets relating to a side of an opposing team set are automatically added to that opposing team set side.

For inactive users who have not contributed to an asset or assets for a given period of time, these users can be removed from an opposing team set. This allows staff members who have been part of opposing teams in the past to work on other assets, on condition that they have not been on the staffing of an opposing asset within the defined time period—for example, the last year.

NOTE:

The amount of document activity counted for an opposing team set side is counted across (that is, aggregated from) the document activity across all of the assets in that opposing team set side. For example, for an opposing team set side with two assets: if the Activity Exceeds document activity threshold in the self-maintaining rule is set to 4 for a given time period, then any user with 4 document activities on one of the assets, or (for example) two document activities on each of the assets, within that time period will be added to the opposing team set side, through the self-maintaining rule.

NOTE:

The type of user document activity that SPM takes into account when applying self-maintaining rules can be specified in accordance with the requirements of your organization. For more information, including instructional steps, refer to the Establishing Scheduled Import of Document Activity Information section in iManage Security Policy Manager Installation Guide. Any reference to "document activity" or "Activity" in this section relates to the type of document activity thus specified.

You also have the option to omit users from the self-maintaining rules, as required.

NOTE:

Any users previously manually removed from an opposing team set (side) are automatically added to the omitted users list for that opposing team set (side).

Overview of Self-maintaining Rules as applied in Opposing Team Set sides

A side of an opposing team set may contain a single asset, for example a client, or several different assets of different types, for example clients, client groups, matters and cases.

When a self-maintaining rule is configured for a side of an opposing team set, it's applied to all of the individual assets comprising that side as if they were a single entity. The security policies of the individual assets comprising the opposing team set side aren't relevant to the functioning of the self-maintaining rule, however if a parent asset, that is, a client with matters, or client group with client and matters under it, is included in an opposing team set side (of current asset), then the child assets of that parent asset are, by default, considered as opposing the current asset and are therefore also taken into consideration when the self-maintaining rule is applied to that opposing team set side.

In line with the opposing team set side being treated as a single entity by the self-maintaining rule, the amount of document activity, that is time posted or activity (refer to the note above), counted for an opposing team set side is counted across (that is, aggregated from) the document activity across all of the assets in that opposing team set side, including the child assets. For example, for an opposing team set side consisting of two clients, each of which has two matters within it: if the Time Posted Exceeds threshold in the self-maintaining rule is set to 8 for a given time period, then any user with eight or more hours of time posted on one of the matters, or two or more hours on each of the four matters under the two clients, will be added to the opposing team set side through the self-maintaining rule.

NOTE:

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. For information on how to enable, or configure the period of such activity feeds, refer toActivity Feeds in Settings>General.

Adding Self-Maintaining Rules to a Side of an Opposing Team Set

You can add self-maintaining rules to a side of an opposing team set, when adding a custom list of users to a new side, or when editing a list of users on an existing side.

NOTE:

Self-maintaining rules are only available for Custom lists of users. Refer to Adding users to sides.

  1. 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, refer to Activity Feeds in Settings>General.

  2. In the Select Users page of either the Add Opposing Team Set wizard or the Edit Opposing Team Set wizard, select the  icon.

    NOTE:

    If self-maintaining rules are already configured for that opposing team set side, the following is displayed: . In this case, select the   icon.

    The Self-maintaining Rules dialog displays.

  3. The self-maintaining rules criteria that you can use to automatically add users to opposing team set sides are Time Posted Exceeds and Activity Exceeds, each for a specified time period. For automatically removing users from opposing sides, you can specify a time period for the Posted No Hours in the Past and No Document Activity in the Past self-maintaining rules. 

    NOTE:

    The type of user document activity that SPM takes into account when applying self-maintaining rules can be specified in accordance with the requirements of your organization. For more information, including instructional steps, refer to the Establishing Scheduled Import of Document Activity Information section in iManage Security Policy Manager Installation Guide. Any reference to "document activity" or "Activity" in this section relates to the type of document activity thus specified.

    NOTE:

    If you use multiple criteria, the self-maintaining rule will be applied with "OR" functionality, that is, only one (or other) of the criteria needs to be met for a user to be added or removed to the opposing team set side.

    1. To configure a rule to automatically add users who have posted a specified number of hours in a given period to the assets contained on an opposing team set side, to that opposing team set side:
      1. Select the Automatically Add Users tab.
      2. Enter an integer value in Time Posted Exceeds, for example 10.
      3. Select the Time Period field and choose one of the following time periods from the dropdown:
        • One Week
        • One Month
        • Three Months
        • Six Months
        • One Year
        • Custom
          • If you select Custom:
            • Enter an integer value in Custom Period.
            • Select the Select Time Period field and choose one of the following time periods from the dropdown:
              • Days
              • Weeks
              • Months
              • Years
        • From Date
          • If you select From Date,
            • select a Date from the date picker that appears.
          • This will specify the start date of the time period.
    2. To configure a rule to automatically add users who performed a specified amount of document activity in a given period to the assets contained on an opposing team set side, to that opposing team set side:
      1. Select the Automatically Add Users tab.
      2. Enter an integer value in Activity Exceeds, for example 50.
      3. Select the Activity in the Past field and choose one of the following time periods from the dropdown:
        • One Week
        • One Month
        • Three Months
        • Six Months
        • One Year
        • Custom
          • If you select Custom:
            • Enter an integer value in Custom Period.
            • Select the Select Time Period field and choose one of the following time periods from the dropdown:
              • Days
              • Weeks
              • Months
              • Years
        • From Date
          • If you select From Date,
            • select a Date from the date picker that appears.
          • This will specify the start date of the time period.
    3. To configure a rule to automatically remove users who haven't posted any hours in a past given period to the assets contained on an opposing team set side, to that opposing team set side:
      1. Select the Automatically Remove Users tab.
      2. Select the Posted No Hours in the Past field and choose one of the following time periods from the dropdown:
        • One Week
        • One Month
        • Three Months
        • Six Months
        • One Year
        • Custom
          • If you select Custom:
            • Enter an integer value in Custom Period.
            • Select the Select Time Period field and choose one of the following time periods from the dropdown:
              • Days
              • Weeks
              • Months
              • Years
        • From Date
          • If you select From Date,
            • select a Date from the date picker that appears.
          • This will specify the start date of the time period.
    4. To configure a rule to automatically remove users who have not posted any document activity in a past given period to the assets contained on an opposing team set side, to that opposing team set side:
      1. Select the Automatically Remove Users tab.
      2. Select the No Document Activity in the Past field and choose one of the following time periods from the dropdown:
        • One Week
        • One Month
        • Three Months
        • Six Months
        • One Year
        • Custom
          • If you select Custom:
            • Enter an integer value in Custom Period.
            • Select the Select Time Period field and choose one of the following time periods from the dropdown:
              • Days
              • Weeks
              • Months
              • Years
        • From Date
          • If you select From Date,
            • select a Date from the date picker that appears.
          • This will specify the start date of the time period.

  4. To omit certain users from getting added to the opposing team set side through self-maintaining rules, click Omit Users. The Omit Users dialog box appears. 

    NOTE:

    You have the option to filter the displayed user list by Name, Type, Job Title and Practice Area.

    NOTE:

    Any users previously manually removed from an opposing team set (side) are automatically added to the omitted users list for that opposing team set (side).

  5. Select the check boxes in the rows of the users that you want to add to the omit user list.

    1. 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 (assets) available for selection.

    2. Select OK.
      OR

      • If you don't wish to select any users to omit, select Back to Rule Options.

        NOTE:

        You do not need to deselect the users that you have selected in the Omit Users dialog, before selecting Back to Rule Options. By selecting Back to Rule Options, the previous selection is cleared.

      The users (confirmed for omission by selecting OK in step 4.b above) are added to the list and are displayed under the Omitted Users list. These users aren't added to the opposing team set side even if they meet the rules criteria.

    3. To remove users from the Omitted Users list:

      1. Select the users that you wish to remove, using the selection tools.

      2. Select Remove.

    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 Add Users. The Add Users list can therefore be viewed to quickly assess how the rule will be applied when the opposing team set is published (and the rule executes). If the filter is altered and then Restored, it restores to the corresponding values of the self-maintaining rule.

  6. Select OK. The rules criteria are now set for the opposing team set side. When the rule runs, any users meeting the rules criteria and who aren't part of the omitted users list are automatically added to the opposing team set side, or automatically removed from the opposing team set side.

    NOTE:

    A user with (global) Floating User role who meets the criteria of a self-maintaining rule is added to the side of the opposing team set but can still access other sides. Refer to Opposing team sets floating users.

  7. Repeat the process to add further self-maintaining rules.

    NOTE:

    There is no limit to the number of self-maintaining rules that can be added to an opposing team set side.

An icon and relevant tooltip are provided against all users who are added to the opposing team set side team through self-maintaining rules. In addition, the Reason column for users added by self-maintaining rules is populated with text "Restricted due to self-maintaining rule(s) on opposing team set side".

When you have completed configuring all of the user as required, you can publish the opposing team set, or save it as inactive.

Saving the opposing team set—as active or inactive

On the last page of the Add Opposing Team Set wizard, you have a choice as to how to save the opposing team set:

  • Save & Activate: This option saves the set and activates the security policy defined by the set.
  • Save as Inactive: This option means that you can incrementally update staffing, security policy, and other settings, without activating the opposing team set. For example, you can save the set as inactive, pending review and activation by the conflicts team.

Opposing team sets can be activated and deactivated as required. For more information about this, refer to Activating or deactivating opposing team sets.

TIP:

The editing and functional options for active or inactive opposing team sets are highly similar, providing consistent experience and workflow.

Activating or deactivating opposing team sets  

You can activate or deactivate an opposing team set whenever required. 

Activating an opposing team set

  1. On the opposing team set list page (main opposing team set page), select the row of the inactive opposing team set that you want to activate. The opposing team set opens at the Opposing Team Set Details page.
  2. Select Activate. A confirmation dialog displays.
  3. Optionally enter a Reason—any reason entered is stored in the opposing team set timeline (audit history).
  4. Select Activate. The opposing team set is activated and a success message displays.

Deactivating an opposing team set

  1. On the opposing team set list page (main opposing team set page), select the row of the active opposing team set that you want to deactivate. The opposing team set opens at the Opposing Team Set Details page.
  2. Select at the top right of the page, beside the Edit button. 
  3. Select Deactivate from the dropdown. A confirmation dialog displays.
  4. Optionally enter a Reason—any reason entered is stored in the opposing team set timeline (audit history).
  5. Select Deactivate. The opposing team set is deactivated and a success message displays.

System verification of opposing team sets when saving

When you save and activate an opposing team set, iManage Security Policy Manager runs a set of checks to help you ensure that all relevant information is in place, and that issues such as users on multiple sides are brought to your attention.

Warning: Review Details message

A warning message is displayed if key information isn't included or recommended settings aren't applied, or if there are users on multiple sides ,when saving—as inactive or active—a newly created or newly edited, opposing team set. The missing information or non-applied settings for that set are detailed in the message, along with links to the areas to update, as follows:

  • Reason has not been provided: Select Reason to go to the General Details step of the opposing team set wizard, where a reason can be added. For more information, refer to Step 1: Name and add General Details to an opposing team set.
  • Frequency of Review is set to Never: Select Frequency of Review to go to the Security step  of the opposing team set wizard, where a frequency can be set. For more information, refer to Step 2: Configure security, review and notifications settings.
  • Memo has not been provided: Select Memo to go to the Security step of the opposing team set wizard, where a memo can be added. For more information, refer to Step 2: Configure security, review and notifications settings.
  • View Users Listed on Multiple Sides: Select Show to view the users and assign local floating user role as required. For more information on this functionality, refer to Opposing team set 'local' floating users.

Duplication message

If your opposing team set is a duplicate, you can't save it, and an error message is displayed stating "Action denied: this would cause a duplicate opposing team set to exist".

In such case,

  1. Select Dismiss or select .
  2. Modify or delete the Opposing Team Set if or as required. When you update the opposing team set to make the opposing team set unique, then save and activate, you receive a confirmation message.

Confirmation message

If your opposing team set is unique, a success message displays when saving and activating.

Editing existing opposing team sets

iManage Security Policy Manager provides a number of workflow-efficient ways to access opposing team set editing functionality. You can quickly access side editing with the Add Sides option on the dashboard view of an opposing team set, edit set details from the Opposing Team Set Details tab, or simply select the Edit button which is available in several opposing team set tabs. Editing functionality is available from the main Opposing Team Sets list and all asset-level Opposing Team Sets lists.

NOTE:

For some types of edits being performed on an opposing team set, SPM checks for users who are on multiple sides of the set. Depending on your system environment, it may take some moments for this check to be performed: in such cases, a message "Waiting on policy changes to be calculated before checking for users who are listed on other sides of this Opposing Team Set" will be temporarily displayed. Any long-running tasks can also be viewed in My Activities by selecting on the top banner.

Access editing from Add Sides button

You can access sides editing, as follows:

  1. Select Opposing Team Sets from the left navigation bar of the SPM Administration Console.
    OR
    Access the Details page of an asset related to an opposing team set (for example, the Client Details page), and select the Opposing Team Sets tab.
  2. Select  on the right of the relevant opposing team set row.

  3. Select Add Sides. The Edit Opposing Team Set wizard opens at the Select Sides step.

    • You can use the filter text box or select Filter to filter the items shown.

      TIP:

      You can also use a semicolon-separated list to filter the assets, and add them in bulk. For more information about how to do this, refer to Filters.

  4. Select the check boxes next to the clients, cases, client groups or matters, select the required rows to select the clients, cases, client groups or matters that you want to add to the current asset's side.
    • To view the matters under a specific item, hover on the row of that item in the list and select View Matters. The matters under the item are displayed.
  5. Select the check boxes next to the items or select the required rows to select the items.

  6. Select OK to add the items. A success message displays.

    NOTE:

    For the selected asset(s), only the default set of users, as defined under staffing, will be excluded from accessing content. To customize the set of users who are to be excluded, refer to Editing opposing team sets.

    NOTE:

    At any stage, you can press Cancel to skip adding items to the side of the current asset.

Edit opposing team set from the dashboard view

You can edit the settings of an opposing team set, including the name and ID, floating users, and notifications of an opposing team set, from the Opposing Team Set tab, as follows:

  1. Select Opposing Team Sets from the left navigation bar of the SPM Administration Console.
    OR
    Access the Details page of an asset related to an opposing team set (for example, the Client Details page), and select the Opposing Team Sets tab.
  2. Hover on the relevant opposing team set row.

  3. Select . The dashboard view of the selected opposing team set displays at the Opposing Team Set Details tab.

From this view you can configure the following:

NOTE:

Changes made to any of the Settings in the Edit Settings dialog are only applied when Save is selected. Configure all settings as required before selecting Save.

General Details - Set ID, Set Name, Reason

In the General Details panel you can edit the Set ID, Set Name, and(/or add) Reason using the corresponding text fields.

TIP:

You can also select the Edit button from this tab to enter the full editing wizard, if required. Refer to Access full edit functionality using Edit button.

 Opposing team set ID provides a means of reference to opposing team sets, for example in auction situations where asset names aren't visible to notified users. Such name or unique identifier can also be used for quick navigation. Set ID is a mandatory field. If this is not displayed, it indicates that a Set ID has been automatically generated and isn't editable by users. If the Set ID field has a tooltip icon  beside it, this means that you can optionally specify the Set ID; if it is left blank, an ID will be automatically generated. (Refer to ID Generation for details on the corresponding setting.)

Otherwise, enter a unique identifier for the opposing team set in Set ID. A manually-entered Set ID can be any combination of numbers, letters and/or special characters. The maximum length is 20 characters.

NOTE:

When upgrading to this version of SPM from a version earlier than 1.4.1.14, pre-existing opposing team sets will be automatically assigned a system-generated Set ID. This can be edited if required. 

Editing opposing team general details

You can edit the Set ID, Name or reason of an opposing team set. Set ID is only editable if the Allow users to specify ID setting is enabled.

  1. Select Opposing Team Sets from the left navigation bar of the SPM Administration Console.
    OR
    On the Details page of the relevant asset (for example, the Client Details page), select the Opposing Team Sets tab.
    The Opposing Team Sets page opens. Each opposing team set is displayed in a row.

  2. Select  on the right of the relevant opposing team set row.

  3. Select Edit Settings. The Edit Settings dialog displays.

  4. Edit the Set ID, Set Name or Reason as required.

General Security Settings

You can make the staffing list of an asset's opposing team set visible or invisible to members of its opposing teams. This setting is reflected in the email notification received by users added to an opposing team set: if the staffing list is set not to be visible, the list of users on opposing teams is not displayed, and only the list of users on that user's opposing team set are shown. This setting applies to‌ notifications sent to individuals added to opposing team set sides, and notifications sent to administrators or conflicts officers specified when an opposing set is added to, or changed for, an asset. For more information on asset notifications, refer toUpdating Notifications section for Client, Matter, Client Group and Case, respectively.

Making staffing list invisible to opposing teams - 'Auction (wall)' setting on

  • By default, the staffing list of an opposing team set is visible to opposing teams. To make it invisible, under Visibility of Staffing, select Staffing list should not be visible to opposing teams in target systems (or the adjoining check box).
    When the staffing list is made invisible to opposing teams, this is also reflected in the Opposing Team Sets page of the current asset, with an icon and tooltip which states "Staffing list is not visible to opposing team sets".

    NOTE:

    This setting is also reflected in the email notifications for the opposing team. For more information on notifications, refer to Opposing Team Set Notifications, below.

Making staffing list visible to opposing team (if previously set to invisible) - 'Auction (wall)' setting off
  1. If the staffing list of an opposing team set isn't visible to opposing teams and you want to make it visible, under Visibility of Staffing, select Staffing list should not be visible to opposing teams in target systems (or the adjoining check box), ensuring that the check box displays as deselected. A message displays asking if you are sure you want to disable this option.

  2. Select Yes.

    NOTE:

    This setting is also reflected in the email notifications for the opposing team. For more information on notifications, refer to Opposing Team Set Notifications.

Scheduled Review

You can set Scheduled Reviews (for example, of users or sides) of an opposing team set. Notification to review the opposing team set are sent to conflicts officers.

Opposing Team Set Scheduled Reviews aren't sent by default. To set a scheduled review for an opposing team set, select the required frequency of review in the Scheduled Review panel.  You can choose one of the pre-defined review periods or enter a custom period. In accordance with the time period you've selected, information about the Due Date of the next redminer that'll be sent is displayed.

When you have completed configuring the settings, select Save.

Security Memo

Select Security Memo to edit the information, such as security instructions, which can be added to notifications. For example, you can use this to advise users of their obligations under the opposing team set.

Update the security instructions as required and select Save.

NOTE:

If the Work URL Template setting is configured under the Settings > General page, then in the Memo field, a configured template can be used, and the Add Work Link button () is available for selection.

  1. Select . The Add Work Link dialog opens.
  2. Select one of the options provided:
    1. Paste Work Link: You can add a different work document/folder url to the one configured in the Settings > General page. You can test the link by selecting Test Work Link.
    2. Select Document by ID and Version: You can add the document ID and version. In this option, the URL configured in the Settings > General page is considered.
    3. Select Folder ID: You can add the folder ID. In this option, the URL configured in the Settings > General page is considered.
  3. Enter the relevant details based on your selection.
  4. Enter brief and relevant text that provides a context to the content in the link in the Link Text field. and then select Add Link.

Scheduled Awareness Reminders and one-off awareness reminders

You can schedule awareness reminders of the security memo to help ensure that users are reminded regularly of their obligations with regards the opposing team set. Scheduled awareness reminders are not sent by default, but can be sent on a scheduled or one-off basis.

To set up the sending of a regular, scheduled awareness reminder:

  1. In the Scheduled Awareness Reminders pane, select Edit Reminder.
    The Edit Scheduled Awareness Reminder dialog appears.
  2. In the Edit Scheduled Awareness Reminder dialog, select the Frequency of Review dropdown.
  3. Choose the frequency that you would like the reminder to be sent, from the following options: Never, One Week, One Month, Three Months, Six Months, One Year, or Custom.
    1. 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.
    2. If your selection is Custom, there are some additional options to configure, as follows:
      1. Select the Select Time Period drop-down first. The options available are: Days, Weeks, Months, or Years.
      2. Select the Custom Period text field and enter the number of Time Periods (that is, the number of Days, Weeks, Months or Years accordingly to your selection) between which you wish 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.)
        In accordance with the time period you've set, the Due Date of the next Awareness Reminder that will be sent is displayed.
      3. Select Save.

To set up the sending of a one-off Awareness Reminder, at any time:

  1. In the Scheduled Awareness Reminders pane, select Send a one-off Awareness Reminder now.
    The One-Off Awareness Reminder dialog displays.
  2. In the One-Off Awareness Reminder dialog, select Send to proceed. A confirmation is displayed.

Floating users

For more information about the the functionality available on the Floating Users tab, refer to Opposing team set 'local' floating users.

Opposing Team Set Notifications

To edit an opposing team set notification event:

  1. In the Opposing Team Set Details > Notifications > Notifications Events panel, for the notification you want to edit, select . A dropdown appears.
  2. Select Edit. The Edit Notification Event dialog appears.
  3. Refer to the detailed instructions for creating events, in Notification Events: the Edit Notification Event dialog has all of the same editable fields as the Create Notification Event dialog described in that section.

Access full edit functionality using Edit button

The Edit button opens the opposing team sets wizard that provides all editing tools available for opposing team sets.

Select Opposing Team Sets from the left navigation bar of the SPM Administration Console.
Select  on the right of the relevant opposing team set row.
Select Edit. The Edit Opposing Team Set wizard displays.
OR
Access the Details page of an asset related to an opposing team set (for example, the Client Details page), and select the Opposing Team Sets tab.
Select  on the right of the relevant opposing team set row.
Select Edit. The Edit Opposing Team Set wizard displays.

TIP:

In addition, the Edit button  is available in various locations in the Opposing Team Sets section of SPM. Select this button to enter editing.

The Edit Opposing Team Set wizard appears.

TIP:

The  opposing team set numbered steps at the top of the wizard provides instant access to available pages of the wizard in accordance with the data you have already entered. You can select the relevant step to proceed directly to the available page that you wish to edit, within the wizard.

When you select the edit button, the Edit Opposing Team Set wizard displays at the relevant step. For example, if you select the Edit button from the opposing set details page, the wizard opens at the General Details step. 

Similar to the Add Opposing Team Set wizard, there are four steps which you can access to edit the opposing team set:

Step 1: Edit general details

You can edit the Set ID, Name or reason of an opposing team set. Set ID is only editable if the Allow users to specify ID setting is enabled.

Opposing team set ID provides a means of reference to opposing team sets, for example in auction situations where asset names aren't visible to notified users. Such name or unique identifier can also be used for quick navigation. Set ID is a mandatory field. If this is not displayed, it indicates that a Set ID has been automatically generated and isn't editable by users. If the Set ID field has a tooltip icon  beside it, this means that you can optionally specify the Set ID; if it is left blank, an ID will be automatically generated. (Refer to ID Generation for details on the corresponding setting.)

  1. Select Opposing Team Sets from the left navigation bar of the SPM Administration Console.
    OR
    On the Details page of the relevant asset (for example, the Client Details page), select the Opposing Team Sets tab.
    The Opposing Team Sets page opens. Each opposing team set is displayed in a row.

  2. Select  on the right of the relevant opposing team set row.

  3. Select Edit Settings. The Edit Settings dialog displays.

  4. Edit the Set ID, Set Name or Reason as required.

NOTE:

When upgrading to this version of SPM from a version earlier than 1.4.1.14, pre-existing opposing team sets will be automatically assigned a system-generated Set ID. This can be edited if required. 

Step 2: Edit security settings and notifications

This step has the same functionality as that available for the same step in the Add Opposing Team Set wizard. For more information about the settings available, refer to Step 2: Configure security, review and notifications and settings of Addition of opposing team sets with the Add Opposing Team Set wizard.

Step 3: Edit or add assets or sides in an existing opposing team set

  1. You can edit the Set ID, Set Name, and(/or add) Reason using the corresponding text fields. Set ID is only editable if the Allow users to specify ID setting is enabled.

    NOTE:

    The Reason field isn't a mandatory field. However, we recommend that a reason be added for each opposing team set.

  2. Side 1 is populated with the current asset—which is shown with the adjoining label "Current <Asset>" (where <Asset> is Client, Matter, Client Group or Case as applicable)—and with any other assets that have been added to this side.

    NOTE:

    For further details on adding assets and users to sides, refer to Opposing Team Sets assets and users: behavior and exceptions.

    1. If you don't want to add or remove any assets or sides, and want to edit opposing team set users only, select Next.

      TIP:

      You can go directly to the Select Users page of a side by selecting the name of the Side (for example Side 1) in the side box of that side.
      You can also browse to the Select Users page of a side using the opposing team set numbered steps at the top of the wizard. Refer to navigation pane tip.

      The Select Users page displays. Refer to Select users on a side.

    2. If you don't want to add or remove any assets on the same side as the current asset, but want to add or remove assets on other sides, or add or remove other sides, proceed to step 3 below.

    3. If you want to add or remove assets on the same side as the current asset:

      1. Select +Add Items.
      2. The Add Item dialog displays a list populated with all the firm clients, cases and client groups.

        • You can use the filter text box or select the Filter button to filter the items shown.

          TIP:

          You can also use a semicolon-separated list to filter the assets, and add them in bulk. For more information about how to do this, refer to Filters.

      3. Select the check boxes next to the clients, cases, client groups or matters, select the required rows to select the clients, cases, client groups or matters that you want to add to the current asset's side.
        • To view the matters under a specific item, hover on the row of that item in the list and select View Matters. The matters under the item are displayed.
      4. Select the check boxes next to the items or select the required rows to select the items.
        At any stage, you can press Cancel to skip adding additional assets to the side of the current asset.
      5. To remove any assets added to the side of the current asset, select  on the row of the asset you want to remove, or the check box on the left-hand side of that asset, and select Remove.
  3. Any other sides showing in your opposing team set contain assets that are opposed to the assets in all of the other sides.
    To add or remove an asset or assets in any of these sides:
    1. Select the Add Items button for the side you want to add assets to.
      The Add Item dialog displays a list populated with all the firm clients, cases and client groups.

      • You can use the filter text box or select Filter to filter the items shown.

        TIP:

        You can also use a semicolon-separated list to filter the assets, and add them in bulk. For more information about how to do this, refer to Filters.

    2. Select the check boxes next to the clients / cases / client groups or select the required rows to select the clients / cases / client groups that you want to add to this side.
    3. To add a matter under any of these assets to this side:
      1. Hover in the row of the relevant asset and select View Matters. The matters under the asset are displayed.
      2. Select the check boxes next to the matters or select the required rows to select the matters.
      3. Select OK.

      4. Repeat steps a to c above for any additional assets you want to add to this side.

        NOTE:

        Assets on the same side of an opposing team set will oppose any assets on other sides of the same opposing team set, but not those that are on the same side of the same opposing team set. For more information, refer to Opposing Team Set Sides.

      At any stage, you can press Cancel to skip adding additional assets to this side.
    4. To remove any assets added to a side, select  on the row, in the side box of the relevant side, of the asset you want to remove, or the check box on the left-hand side of that asset, and select Remove.
  4. Repeat Step 3 above for any other sides that you want to add assets to.
  5. If you want to add further sides to the opposing team set, you can do so. Otherwise, you can proceed to add users in the next step.
    1. To proceed to the next step, select Next.
      The Select Users page displays. Refer to Select users on a side.
    2. To add further sides to the opposing team set, follow instructions in Step 6 below.
  6. To add additional sides to an existing opposing team set, for example Side 3, Side 4, and so on:
    1. Select +Add Side 'n', where 'n' is the number one higher than the number of sides already present in the opposing team set.

    2. Side 'n' (where 'n' is the number one higher than the number of sides already present in the opposing team set) for example, Side 3, when added, doesn't contain any assets, by default. Assets that are in opposition to the assets on the other side can be added to this side. To add an asset or assets to this side:

      1. Select Add Items.
        The Add Item dialog box displays a list populated with all the firm's clients, cases, and client groups

        • You can use the filter text box or select Filter to filter the items shown.

          TIP:

          You can also use a semicolon-separated list to filter the assets, and add them in bulk. For more information about how to do this, refer to Filters.

      2. Select the check boxes next to the clients, cases, client groups or matters, select the required rows to select the clients, cases, client groups or matters that you want to add to the current asset's side.
        • To view the matters under a specific item, hover on the row of that item in the list and select View Matters. The matters under the item are displayed.
      3. Select the check boxes next to the items or select the required rows to select the items.

        At any stage, you can press Cancel to skip adding more assets to this side.

      4. To remove any assets added to this side, select  on the row of the asset you want to remove, and select Remove.

  7. Repeat Step 6 above for any additional sides that you want to add to the opposing team set.

    NOTE:

    All sides (added) must have at least one asset in them, in order to proceed to the next step. If you have any superfluous sides, these should be deleted as per Step 8 below, before proceeding.

  8. You can remove any sides that have been added to an opposing team set, as follows:

    1. Select the X at the top right of the box of that side.
      Doing so will trigger the following prompt: "Are you sure you want to remove this opposing team set side?"

    2. To confirm removal of the side, select Yes.

      TIP:

      Use the scrollbar below the Side boxes to scroll between and review all the sides and associated assets in the opposing team set.

  9. After you've added or removed the sides as required in the opposing team set, you can proceed to add users in the next step, or edit Settings.

Step 4: Edit or add users on sides

This step has the same functionality as that available for the same step in the Add Opposing Team Set wizard. For more information about the settings available, refer to Step 4: Select users for a side of Addition of opposing team sets with the Add Opposing Team Set wizard.

Saving edited opposing team sets

After you've edited a set as required:

  1. Select Save. If required, you may be prompted to review details of the set.
  2. Select Continue to confirm saving. A success message displays.

NOTE:

You cannot change the status of an opposing team set—from active or inactive, or vice versa—from the edit wizard. To change status, refer to Activating or deactivating opposing team sets.

Deleting existing opposing team sets

  1. Select Opposing Team Sets from the left navigation bar of the SPM Administration Console.
    OR
    On the Details page of the relevant asset (for example, the Client Details page), select the Opposing Team Sets tab.
    The Opposing Team Sets list displays.

  2. Select  on the right of the relevant opposing team set row.

  3. Select Delete.
  4. A prompt displays asking you to confirm that you wish to delete the opposing team set(s).
    • Select Yes to confirm. A confirmation message will display confirming deletion of the opposing team set.
    • Select No to cancel and return to the opposing team sets page.

Opposing team sets: reports

Reports tab of an opposing team set

The Reports tab of opposing team set lists all of the users in the opposing team set and their side memberships. In addition to viewing a filterable list of users, you can also take the following actions from the reports tab:

View a user's membership details 

You can view the opposing team set membership details of a user, for example the assets on which they are on staffing and that asset's side, or whether they are on a custom side, and so on.

To do so:

  1. In an opposing team set, select the Reports tab.
  2. For the user required, select theicon.
  3. Select View Membership Details. The membership details dialog displays.

Download a report that shows the activities that added a user to a set side

An Activity Report is available for any opposing team set user added by an opposing team set self-maintaining rule. 

It provides transparency and detail about such reasons, and removes the need for any manual follow-up—for example, by support analysts for audit purposes. 

The report provides you with a detailed breakdown of:

    • Which opposing assets they had billed time to or acted on.
    • Name, ID, and security policy type for the assets on which the activities were performed.
    • How much time was billed, or how much activity was performed on those assets.
    • Dates of those activities.

To download this report:

  1. In an opposing team set, select the Sides tab.
  2. Select the Users button to display the users on a given side.
  3. For the user required, select the ellipsisicon to the right of the user's row.
  4. Select Download Activity Report. 

The report is downloaded in XLS format. 

Acknowledge memo on behalf of a user

  1. In an opposing team set, select the Reports tab.

  2. For the user required, select theicon.

    TIP:

    You can filter by users requiring acknowledgment, by using the Staffing Attributes filter.

  3. Select Acknowledge Memo. A confirmation dialog displays.

  4. Optionally enter a Reason for acknowledging.
  5. Select Yes. The memo is acknowledged on behalf of the selected user.

Acknowledge memo on behalf of multiple or all users

  1. In an opposing team set, select the Reports tab.

  2. Using the checkboxes, select multiple or all users, as required.

    TIP:

    You can filter by users requiring acknowledgment, by using the Staffing Attributes filter. You can also select all users without filtering: if you select Acknowledge Memo for a mix of users requiring and not requiring acknowledgment, SPM will acknowledge on behalf of the requiring users only upon your confirmation of acknowledgment (step 4 below).

  3. Select Acknowledge Memo. A confirmation dialog displays.

  4. (Optional) Enter a Reason for acknowledging.
  5. Select Yes. The memo is acknowledged on behalf of the selected users.

Remind users of outstanding acknowledgments

  1. In an opposing team set, select the Reports tab.
  2. To remind:
    1. A single user, select  theicon on the row of that user, then select Remind User. A confirmation dialog displays.
    2. Multiple users, select the checkboxes of those users, then select Remind Users. A confirmation dialog displays.
  3. Select Yes. The reminder is sent to the selected user or users.

Send an email to users

  1. In an opposing team set, select the Reports tab.
  2. Using the checkboxes, select a user or users, as required.
  3. Above and to the right of the user list, select theicon.
  4. Select Mail. An email window opens populated with the selected users in the "To:" field.

Global reports

Reports are available that provide information applicable to opposing team sets, including overdue policy reviews, and listing all of the assets opposing a specified asset. For information on these reports and how to use them, refer to Generating Reports.

NOTE:

Opposing team set timeline is also available, including to download as CSV or PDF. For more information, refer to Viewing opposing team set timeline.