Global and local administrators of particular types can update the staffing teams.

Staffing for a matter is modifiable only if the security policy at the matter level is 'Open', or 'Restricted'.

Non-client staffing can only be added to a restricted matter if the security policy for Client that is securing that matter is set, for individually secured matter restrictions, not to be 'Limited to users named under Client staffing'.

Accessing staffing

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

Updating staffing

Some of the sections below describe direct addition of team members to matter staffing. However, staffing can also be added to a matter when that matter is included in a collection: for information on this, see Collections.

You can perform the following staffing actions:

Add Client Team to the matter staffing

1. Under the Staffing tab of the matter, select
   
   .
   
2. Select Add Client Team.
3. All users from the Client team who have the user type of Team Member on the client, are added to the matter staffing.

Bulk Add Team Members or Basic Team Members to the matter staffing 

The Bulk Add Members feature enables you to add multiple team members at once using semicolon-separated lists, new-line-separated lists, and Outlook email address lists. You can specify the type of team member, and access period, for each such list of users.

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 box opens.
3. Select the type of members (Team or Basic Team) that you wish the users in your list to be added as, and specify their access period, using the options available when selecting the selectable text on the line "These users will be added as Team Members with an Unlimited Access Period".
4. In the text box, enter (or paste) any of:
   
   • a semicolon-separated list of users
   • a new-line-separated list of users
   • an Outlook email address list.
5. 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 box (and re-validate), as required.
6. Provided all users are validated successfully, select OK to add the users.
   If any of the selected users or groups are conflicted on the matter, a warning message displays. If your role permits, you can proceed to add such users to staffing but they will not have access to content.

   1. Add Team Members to the matter team
      If any users are excluded from the matter, a banner is shown above the staffing list, with an option to view only the excluded users.
      For detailed procedural steps on how add team members, see Add matter staffing in the Adding a matter section. The users that ar e added to the matter staffing must acknowledge the security memo, if the acknowledge criteria is required for the matter. While acknowledgement of the security memo is outstanding, they are represented with the following icon:

      

      NOTE:

      Members can get added to the matter team through 'self-maintaining rules'. Users from source systems can get automatically added to the matter based on the number of matter related documents accessed over a period of time or number of hours worked and billed by a user against a matter. These rules can be configured in the Administrator console. For more information about configuration of self-maintaining rules, see Configuring Self-Maintaining Rules.

   2. Add Basic Team Members to the matter team
      If any users are excluded from the matter, a banner is shown above the staffing list, with an option to view only the excluded users.
      For detailed procedural steps on how add team members,see Add matter staffing in the Adding a matter section section. The users that are added to the matter staffing must acknowledge the security memo, if the acknowledge criteria is required for the matter. While acknowledgement of the security memo is outstanding, they are represented with the following icon:
      

Set / Unset Responsible Attorney

For detailed procedural steps on how to perform this action, see Add matter staffing in the Adding a matter section.

Set, Edit or Unset Access Period

For detailed procedural steps on how to perform these actions, see Add matter staffing in the Adding a matter section.

Set User Type

For detailed procedural steps on how to perform this action, see Add matter staffing in the Adding a matter section.

Remove a staffing member

For detailed procedural steps on how to perform this action, see Add matter staffing in the Adding a matter section.

View Historical and Candidate Users

You can view the historical and candidate users of the matter by enabling the options. Users who had been on the staffing of the matter and are no longer on it are historical users. Users that were not added as historical users when they were removed, are not historical users. A candidate user is the one who has either billed hours on the matters or performed document activity in the specified period but has never been on the matter staffing.
Click

 next to Add Members and select the Historical Users and Candidate Users check boxes to display or hide the historical and candidate users, respectively. 

Edit Included Systems

You can limit a user's access to specific systems (that is, a system connected by an SPM Agent) on a per-matter basis. You can define these settings, irrespective of the security policy applied on the matter. However, these settings get applied only if the matter is 'restricted', or 'restricted by <asset>'. In case of matters that have 'open' security policy, the security policy must be changed to 'restricted' before these settings get applied. This setting can be defined for a team member or basic team member (but not for an assistant).

1. To define this setting for a user, select the check box next to the staffing member or select the row of a staffing member, then select
   
   at the top right of the list, and select Edit Included Systems. 
   Alternatively, 
   Click 
   
   on the row of a staffing member, then click Edit Included Systems.
   The Edit Included Systems dialog box appears.

2. In the System Name field, enter the name of the system to which you want to provide access to the user. Then click +. You can add as many systems as you want.

   NOTE:

   The name should match the unique agent identifier of the applicable agent. (This is the name of the agent as displayed on the home screen.)

3. After you are done with adding the systems, click OK. The user is represented with a 
   
    icon next to them, indicating that the user has access only to specific systems. If you hover your cursor over the icon, you can see the list of systems user has access to.

Acknowledge a security memo on behalf of other staff members

Designated administrators at the asset level or a user with global admin rights, can acknowledge a security memo on behalf of other staff members. When acknowledging a security memo on behalf of another user, a reason can optionally be added. Any reasons entered are preserved, and can be viewed, in the Timeline (audit) tab of the client. Once the security memo is acknowledged, access to restricted matter content is granted. This ensures that staff members can gain access to matter material on occasions when they are unable to use or don't have access to SPM. In this scenario, a staff member can call an administrator to request that they acknowledge them on their behalf, granting the staff member immediate access to restricted matter content.

To acknowledge a security memo on behalf of other staff members: 

1. From the Allowed Users tab, in the user row, click 
   
    > Acknowledge Memo. The Acknowledge on Behalf of User dialog displays.
   
2. Optionally enter a Reason for acknowledging.
3. Select Yes. A success message displays.

Verify a security memo acknowledgement

If your role permits, you can verify staffing team members' acknowledgement of security memos; that is, to confirm that an they have met all of their obligations, for example 'wet signing' an acknowledgement form, prior to being approved to access content.

The

icon indicates a user with acknowledgment verification pending.

1. To verify a single user:
   
   1. Select
      
      > Verify User. A confirmation message displays.
   2. Select Yes.
2. For groups, if all group members require verification, you can verify the whole group. If some are verified and others not, you must verify the individual unverified members. To verify a whole group:
   1. Select
      
      > Verify Users. A confirmation message displays.
   2. Select Yes.
3. To bulk verify users:
   1. Multiselect the users (and groups) required.
   2. Select Verify Users. A confirmation message displays.
   3. Select Yes.

Adjust Assistant Settings

The Ensure Assistants Automatically Follow Their Timekeepers setting defines whether automatic access is enabled for assistants when their timekeepers are added.

When enabled, assistants follow their timekeepers on or off the asset, as described in Managing Assistants.