When signed into the iManage Security Policy Manager user console, you can view the list of clients, client groups, cases and matters where you are listed as a team member or a support staff on the My Security Policies page (landing page). 

On this page, you can also request renewed access, and request access on behalf of others, for listed matters. 

Viewing assets

Only clients, client groups, cases and matters with a restricted-type security policy are listed here. Open clients, client groups, cases and matters are not displayed on the user dashboard because all the users on the system who are not excluded users have access to the them.

The Asset ID, Name and Security Memo columns provide asset information while the Access Period column lets you see assets to which you have been provided access for a limited duration, and the associated time limit.

If you have been named as a custodian on any asset holds, is displayed in the row of the asset. Hover over the icon to see the name of the hold. Also refer to Viewing and acknowledging Holds.

1. To view the policy definitions for a specific matter, case, client or client group, select the row. The details page appears.
   On the details page, you can view the following details:
   • Notification
     • This may be flagged as "Acknowledgement required". To acknowledge the notification, select Acknowledge.
   • Security Policy
   • Administrator
     • including their username and email address
   • Allowed Users count
   • Excluded Users count
   • Client count (if the asset is a client group)
   • Matter count (if the asset is a client, client group or case)
   • Security Memo
   • Time Limited Access, if your access to the asset is limited to a certain duration. This information will help you decide if you want access renewal for the asset and act accordingly. Also refer to Viewing expiring access and requesting renewed access.
   • Access Request information, including, where applicable, option to request access for others. Also refer to Requesting access to a matter.
2. To drill into the details of the asset, select the buttons as required:
   
   • Select View Allowed Users to navigate to the Allowed Users tab and view the list of users who have access to the asset. 
     Alternatively: Select the Allowed Users tab to view the list of users who have access to the asset. 

   • Select View Excluded Users to navigate to the Excluded Users tab and view the list of excluded users for the asset. 
     Alternatively: Select the Excluded Users tab to view the list of excluded users for the asset. 
     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. 

   • If the asset is a client group, select View Clients to navigate to the Clients tab and view the list of clients under the client group.
     Alternatively: Select the Clients tab to view the list of clients under the client group. 
   • If the asset is a client, client group or case, select View Matters to view the list of matters where the user is part of the matter staffing. 
     Alternatively: Select the Matters tab to view the list of matters where the user is part of the matter staffing.

Viewing expiring access and requesting renewed access

View limited and expiring access

Your access to some assets may be time-limited to a specified duration. You can view—and filter by—the access period of such assets.

The Access Period column lets you see assets to which you have been provided access for a limited duration, and the associated time limit. Assets with access expiring within the next seven days are marked with a warning icon  for visibility.

You can filter the list as required. For example, you can use the Access Period filter to have the page show only matters with access expiring in the next 30 days, then use the Renew Access feature to request a renewal of access for a specific, or unlimited period. As with all filters in iManage SPM, these are retained between sessions.

Request access renewal 

When you want to renew access, you can specify the renewal period you require, whether that’s hours, days, or unlimited. If you select a time-limited renewal period with no specified end time, that period will be applied in full, starting from when your request is approved.

To request renewed access:

1. Select on the right-hand side of the row of the matter that you want to renew access for.
2. Select Renew Access. The Renew Access dialog appears.
3. Under How long do you want to renew access for?, select a Renewal Period using the dropdown:
   • 4 hours
   • 8 hours
   • 12 hours
   • 1 day
   • 7 days
   • 30 days
   • 90 days
   • 365 days
   • Unlimited
   • Custom
     • Use this option to specify a number of hours, or days, as required.
   • Until...*
     • Use this option to specify a date (and time) up to which you want to renew access.
4. Under Why do you want to renew access?, optionally enter a Reason.
5. Select Renew. A confirmation message is displayed,

* For the other renewal periods, with no specified end time, that period will be applied in full, starting from when the request is approved. However, for Until... renewal period, the renewal is only applied up to the specified date, regardless of when the approval is actioned.

When such a renewal request is being actioned, the request is pre-filled with the requested renewal period. Otherwise, the approval functionality remains largely unchanged from previous versions. Refer also to Managing Matter Access Requests.

Renewal requests appear as access requests on the Access Requests page. For more information, refer to Requesting access to a matter.

Requesting access on behalf of others 

You can also request access on behalf of others from this page, directly from the row of the relevant matter.

You can raise a matter access request for another user, provided the security type applied to a matter is Restricted, Restricted by client or Restricted by collection, and falls under one of the following Access Request types:

• Access requests require approval by the responsible attorney or the administrator.

• Access requests require approval by the administrator.
• Access requests require approval by any member of the matter team or the administrator.
• Access requests are granted automatically.
• Access requests are granted automatically and are time limited.

For example, you can filter the list and then quickly select this option for each required matter. 

To request access to a matter on behalf of others:

1. Select on the right-hand side of the row of the matter that you want to request access for.
2. Select Request Access for Others. The Request Access for Others dialog appears. The Matter ID field is pre-filled accordingly and is not editable.
3. For subsequent steps, refer to Step 2 onwards in the Requesting Access to a Matter (on behalf of others) in SPM User Console section of Requesting access to a matter.

Refer also to Requesting access to a matter for other ways to perform this type of action.