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

NOTE:

A comprehensive set of global reports are available in the Reports tab on the SPM navigation bar. For more information, see Generating reports.

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 Cases dashboard, 
    • Select anywhere on a case row to navigate to the Matters tab for that case. Select the Reports tab. 
      Alternatively, 

    • In the row of the case, select

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

      NOTE:

      Users are listed only for the cases that are 'Restricted'. For cases with 'Open' security policy, a general text "All users have access unless they are excluded." is displayed. To view the list of excluded users, click View Excluded Users.

      NOTE:

      If acknowledgement is required for the case, 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. From the Allowed Users tab, in the user row, click 

       > 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 Case Staffing.

      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 Cases dashboard, 
    1. Select anywhere on a case row to navigate to the case page.
    2. Select the Reports tab. The Allowed Users tab appears.
    3. Select Excluded Users.
      Alternatively,

    4. In the row of the case, 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 case or are a member of an opposing team set and are excluded from it. Such users do not have access to the case. 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.

TIP:

If you need to know which users are both excluded and on the staffing list, you can use the Show Excluded Users filter on the Staffing list. This filter is available only when excluded users are present.

NOTE:

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

For allowed users there is an additional filter 'Staffing attributes'.

For excluded users there is an additional filter 'Reason for Exclusion'.

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

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

  1. In the Case dashboard, 
    • Click anywhere on a case group row to navigate to the Case page. Click the Reports tab.
      Alternatively, 
    • In the row of the case, click 
       > 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 case 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 case 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:

    1. Select Generate Report.The list of users who have had access to or were denied access from the case, 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

    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 

NOTE:

This legacy report has been superseded by the Advanced Report. This report is only available if enabled in Settings.

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.

TIP:

For a configurable report which also contains details on a case's matters, see Advanced Report.

  1. In the Clients dashboard, 
    • Click anywhere on a client group row to navigate to the Case page. Click the Reports tab.
      Alternatively, 
    • In the row of the case, click 
       > Reports.
      The Allowed Users tab displays, by default.
  2. Click Other Reports drop-down menu.
  3. Click on the required report template:
    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 case, or for the case and its matters. This enables you to, for example, list all matters with a policy, for a given case.

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, 
    • Click anywhere on a client group row to navigate to the Case page. Click the Reports tab.
      Alternatively, 
    • In the row of the case, click 
       > 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 Case
      or
    2. Current Case 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.