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

These reports also support matters adjusted using the SPM API: for example, users copied from previous matters are labelled as such. For more information on SPM API, refer to the latest iManage Security Policy Manager API documentation available for download on the latest iManage Security Policy Manager Cloud Service Updates.

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 Matters dashboard, 
   • Select anywhere on a matter row to navigate to the Matter details page. The Overview tab appears, by default. Select the Reports tab. 
     Alternatively, 

   • In the row of the matter, select 

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

     NOTE:

     Users are listed for matters that have any type of restricted security policy, including restricted by collection. For matters with open security policy, the text "All users have access unless they are excluded." is displayed.

     
     

     NOTE:

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

     

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

     

      > Remind User.

     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 Matter Staffing.

     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 enter a reason for acknowledging, and then select Yes. A message stating "Memo successfully acknowledged" displays.

     Users who are assigned the 'Floating user' role are represented with the

     

     icon.

     Users who are assistants to timekeepers are represented with the

     

     icon.
     

2. For Excluded Users
   
   1. Select anywhere on a matter row to navigate to the matter page.
   2. Select the Reports tab. The Allowed Users tab appears.
   3. Select Excluded Users.
      Alternatively,
      In the row of the matter, select
      
       > Reports. The Allowed Users tab opens by default.
   4. Select Excluded Users. You can view the list of all users who are excluded from the matter. Reasons for exclusion include "<Asset or Collection> Conflicted User", "Active User on Opposing ...",  and "Historical User on Opposing ...". If the user is excluded for being member on an opposing asset or collection, the asset or collection details are displayed under the reason. 
   5. For specific details on all of the exclusions pertaining to that asset for a user, select
      
       > View Details. The Exclusion Details dialog box 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 matter may vary over a period. You may want to view the list of users who had access to or were denied access from the matter during a certain period. The Other Reports tab under Reports tab enables you to view such users. 

The report considers all periods of access and exclusion, including by way of collection addition or confliction.

1. In the Clients dashboard, 
   • Select anywhere on a client row to navigate to the Matters page. Select the Reports tab.
     Alternatively, 
   • In the row of the matter, select 
     
      > Reports.
     The Allowed Users tab appears, by default.
2. Select Other Reports drop-down menu.
3. Select 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 matter 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 matter at any time 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:
   

   • Select Generate Report. The list of users who have had access or were denied access are displayed on the page. You may export this data if required - see step 5.

     NOTE:

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

     Alternatively

   • 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. After you generate a report, you can download the 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 anywhere on a client row to navigate to the Matters page. Select the Reports tab.
     Alternatively, 
   • In the row of the matter, select 
     
      > Reports.
     The Allowed Users tab displays, by default.
2. Select Other Reports drop-down menu.
3. Select on the required report template:
   
   • Download Detailed Report as PDF.
   • 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 offers comprehensive details of matter security policy and staffing, 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 anywhere on a client row to navigate to the Matters page. Select the Reports tab.
     Alternatively, 
   • In the row of the matter, select 
     
      > Reports.
     The Allowed Users tab displays, by default.
2. Select Other Reports.
3. From the drop-down menu, select Advanced Report Download.

4. Customize the report content by selecting or deselecting check boxes as required.
   You can also Select All or Deselect All as required.

5. After you have specified the report content, select the Format of the Report:
   • PDF
     or
   • Excel

6. 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.