iManage Security Policy Manager enables you to view various asset-specific lists and reports for users and assets:

• List of Allowed Users and List of Excluded Users
• Report of Users with Access by Date and Report of Users with Access by Date Range
• Detailed Report
• Advanced Report

List of Allowed Users and List of Excluded Users

To view the list of Allowed Users and Excluded Users:

1. For Allowed Users, in the Clients dashboard, 
   • Select anywhere on a client row to navigate to the Matters tab of that client. Select the Reports tab. The Allowed Users tab appears, by default.
     Alternatively,

   • In the row of the client, select

     
      > Reports. The Allowed Users tab opens by default.
     You can view the list of all users who have access to the client.

     NOTE:

     Users are listed for clients that are 'Restricted'. For clients with 'Open' security policy, a general text "All users have access unless they are excluded." is displayed.

     
     

     NOTE:

     In case of matters that are 'restricted' with users over and above the client staffing (that is, client security allows opening up of access to users not in client staffing), the Allowed Users page for the client will also display the names of those users. Such users are allowed conditional access to the client only to enable them to access the matter. They are not added to the client staffing. This means that other matters under the client, if restricted by client, do not have these users as part of the matter staffing. Such users are notified with the following icon (

     

     ) on the interface.

     If acknowledgement is required for the client, and the user has not yet acknowledged the security memo, the user is represented with the following icon:

     

     If acknowledgement verification is required, and the user is not yet verified, the following icon is displayed beside the user:

     

     . To verify users, you can do so as described in the Updating Staffing section of Updating Client Staffing.

     You may send a reminder notification to the user who is yet to acknowledge the security memo. From the Allowed Users tab, in the user row, click 

     

      > Remind User.

     Designated administrators at the asset level or a user with global admin rights, can acknowledge a security memo on behalf of other staff members. Once the security memo is acknowledged, access to restricted matter content is granted.

     To acknowledge a security memo on behalf of other staff members: From the Allowed Users tab, in the user row, click 

     

      > Acknowledge Memo. In the Acknowledge on Behalf of User modal, optionally add a reason for acknowledging, and then select Yes. A message stating "Memo successfully acknowledged" will display.

     Users who are assigned the 'Floating user' role are represented with the following icon:

     

     Users who are assistants to timekeepers are represented with the following icon:

     

2. For Excluded Users, in the Clients dashboard, 
   1. Select anywhere on a client row to navigate to the client page.
   2. Select the Reports tab. The Allowed Users tab appears.
   3. Select Excluded Users.
      Alternatively,

   4. In the row of the client, select

      
       > Reports. The Allowed Users tab opens by default.

   5. Select Excluded Users. You can view the list of all users who are either in conflict with the client or are a member of an opposing team set and are excluded from it. Such users do not have access to the underlying matters. Reasons for exclusion includes "... Conflicted User", "Active User on Opposing ...",  and "Historical User on Opposing ...". If the user is excluded for being member on an opposing asset, the asset details are displayed under the reason. 
   6. For specific details on all of the exclusions pertaining to that asset for a user, select
      
       > View Details. The Exclusion Details dialog appears. Select any of the items shown to navigate to that item.

Report of Users with Access by Date and Report of Users with Access by Date Range

The users having access to a client may vary over a period. You may want to view the list of users who had access to or were denied access to the client, during a specified period. The Other Reports tab under Reports enables you to view such users.

1. In the Clients dashboard, 
   • Select anywhere on a client row to navigate to the Matters tab of that client. Select the Reports tab.
     Alternatively, 
   • In the row of the client, select
     
      > Reports.
     The Allowed Users tab appears, by default.
2. Click Other Reports drop-down menu.
3. Click on the required report template. 
   1. Users with Access by Date - You can generate a report for a specific date. The report displays the list of all the users who had access to the client or were denied access on that date/time.
   2. Users with Access by Date Range - You can generate a report within a specific date range. The report displays the list of all the users who had access to the client at anytime during the specified date range or were denied access for the entire date range.
4. You have the option to generate the report for viewing and filtering, or to download the report directly:
   

   1. Select Generate Report. The list of users who have had access to or were denied access from the client, are displayed on the page. You may export this data if required - see Step 5.
      You can filter the displayed user list based on user, job title and/or practice area. Hover over the user icon for additional information.

      Alternatively

   2. Select Download as PDF or Download as Excel as required.

      TIP:

      For reports with very large data sets, using direct download enables reports to be generated and downloaded in the background with a single click.

5. If you selected Generate Report, you can download the generated (and optionally filtered) report in either .pdf or .xlsx format. Select Download as PDF or Download as Excel, respectively. For "Who had access" reports, when the date rage specified is longer than the time that SPM has had knowledge of the asset, the report states the date that SPM first had knowledge of the asset. 

TIP:

If the data set of the report is large, the progress of report generation for these type of reports can be viewed in My Activities by selecting

on the top banner.

Detailed Report 

A Detailed Report is available which contains all information relevant to a given asset (client, matter, client group or case) including asset ID, security policy, administrator, review details and review date, staffing list (including historical and candidate users), and opposing team sets with opposing team set side details.

1. In the Clients dashboard, 
   • Select the Reports tab.
     Alternatively, 
   • In the row of the client, select
     
      > Reports.
     The Allowed Users tab displays, by default.
2. Select Other Reports drop-down menu.
3. Select the required report format:
   
   1. Download Detailed Report as PDF.
   2. Download Detailed Report as Excel.

The report is generated and downloaded in the requested format.

Advanced Report 

The Advanced Report is a highly customizable report which can be scoped for the current client, or for the client and its matters. This enables you to, for example, list all matters with a policy, for a given client.

Comprehensive details of asset security policy and staffing are available in the report, including excluded systems, self-maintaining rules, excluded users, opposing team set information, and more.

The Advanced Report can be downloaded as PDF or Excel file, and a ZIP option is available for both types of file. To access the Advanced Report:

1. In the Clients dashboard, 
   • Select the Reports tab.
     Alternatively, 
   • In the row of the client, select
     
      > Reports.
     The Allowed Users tab displays, by default.
2. Select Other Reports.
3. From the drop-down menu, select Advanced Report Download.
4. In Scope, select whether the report is for:
   
   1. Current Client
      or
   2. Current Client and Matters.

5. Customize the report content by selecting or deselecting checkboxes as required.

   You can also Select All or Deselect All as required.
6. After you have specified the report content, select the Format of the Report:
   1. PDF
      or
   2. Excel

7. You also have the option to download the selected file format as a ZIP. To do so, select Export Zip.

   NOTE:

   If you have not selected Export Zip, but the report generated is so large as to be truncated in the selected file format, you will be prompted to export as ZIP to ensure no loss of report content.