If you are provided the 'user' role in iManage Security Policy Manager, you can raise a matter access request for yourself or 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

iManage Security Policy Manager user console enables you to raise matter access requests, for yourself or for other users or groups, from the Access Requests tab in the left navigation pane. The details of how to do so are given in the sections below:

Requesting access to a matter (for yourself)

1. Select the Access Requests tab in the left navigation pane.

   The Access Requests page > My Access Requests tab appears. The list of all the access requests that you raised (for yourself) and are pending necessary approvals are displayed. 

   NOTE:

   Click Update to refresh the list of displayed access requests.

   You have the option to filter the list based on the request date, and/or matter ID. 

   For filtering based on

   • Matter ID: Enter the matter ID in the Filter by Matter ID field, the system filters the results based on the string you enter.

   • Date: Click Filter, and then click one of the four filtering options:
     • All
     • Today
     • Last 7 days
     • Last 30 days

   NOTE:

   Access requests that you have raised on behalf of other users or groups are not displayed in the My Access Requests tab.

2. Click Request Access. The Request access dialog box appears.

3. The text box displayed can have one of the following two labels:

   • Client ID.Matter ID. When this label is displayed, enter the client ID and matter ID for the matter you want to access.

   • Matter ID. When this label is displayed, enter the matter ID for the matter you want to access.

4. In Reason, enter the reason for raising the request for access to the matter. This is not a mandatory field.
5. Click Submit. The request for access to the matter is submitted. 

   1. If the request requires any approval, then it is queued and the approver is notified. 

      NOTE:

      After your request is accepted, you are notified by an email to acknowledge the security memo to gain access to the matter, if matter acknowledgement is required.

      NOTE:

      You may be requested to acknowledge the security memo for a matter on more than one occasion, or on a scheduled basis, if this has been configured as part of the matter security policy by your system administrator.

   2. If the access request type is 
      1. Access requests are granted automatically
      2. Access requests are granted automatically and are time limited 
      then, the Access Request Granted dialog box appears if the matter requires acknowledgement of the security memo. The matter details appear on your dashboard; however, you do not gain access to matter documents until you give your acknowledgement. Click OK to confirm your acknowledgement. 
      • If you do not acknowledge at the time of placing the request, an email is sent to you as a reminder for your acknowledgement. 
        Alternatively, 
        1. On your home page, you see Acknowledgement Required button against the client / matter. Click Acknowledgement Required. The client/matter details appear. 
        2. In the Security Memo pane, click Acknowledge.
   The access requests may fail under certain circumstances, as outlined in the Error scenarios table. 

Requesting access to a matter (on behalf of other users or groups)

You can request access to a matter on behalf of other users or groups from the SPM User Console. It is also possible to make such access requests directly from iManage Work, if your system has been configured to do so.

These options are presented below, as follows:

• Requesting Access to a Matter (on behalf of others) in SPM User Console
• Requesting Access to a Matter (on behalf of others) from iManage Work

Requesting Access to a Matter (on behalf of others) in SPM User Console

1. Click the Access Requests tab in the left navigation pane.

   The Access requests page > My access requests tab appears. The list of all the access requests that you raised (for yourself, but not those on behalf of other users or groups) and are pending necessary approvals are displayed. 

   NOTE:

   Access requests that you have raised on behalf of other users or groups are not displayed in the My Access Requests tab.

2. Select .
3. Select the Request Access for Others drop-down list. The Request Access for Others dialog box appears.

4. In the Client ID and Matter ID fields, enter the client ID and matter ID.

   NOTE:

   If only Matter ID is displayed, enter the matter ID only.

5. In the Reason field, enter the reason for raising the request for access to the matter. This is not a mandatory field.
6. You may have an option to Bulk Add Members. Use this to request access on behalf of multiple users at once. If this option is available to you:
   
   1. In Bulk Add Members, enter (or paste) any of:
      
      • a semicolon-separated list of users
      • a new-line-separated list of users
      • an Outlook email address list.
   2. Select Submit. The request for access to the matter is submitted. If the request requires any approval, then it is queued and the approver is notified.

7. Alternatively,
   You will have an option to select Next.The Request Access for Others dialog box appears.

   1. Select the users or groups you wish to request access for.

      • To deselect a user/group, select the ticked checkbox of that user/group.
      • To deselect all selected users/groups, select , the uppermost box on the left, or select Deselect.
      • To select all available users/groups, select the uppermost check box on the left, or, if a user/group has already been selected, you can also select Select All n Items, where n represents the number of items available for selection.
      • To deselect all users/groups, select the uppermost check box on the left again, or select Deselect.
        Note that you may use the filter in the upper part of the dialog box to filter the list.
   2. When at least one user or group is selected, more options are available:
      
      1. Click View Selected at any point to see the list of users selected thus far.
      2. Click View All to view the full list of users available for selection.
      3. Click Deselect if you wish to deselect any selected users.
   3. Select Submit. The request for access to the matter is submitted. If the request requires any approval, then it is queued and the approver is notified.

Access request submissions may fail under the following scenarios:

Requesting Access to a Matter (on behalf of others) from iManage Work

You can make access requests for others, directly from iManage Work, if your system has been configured to do so.

In such case, a Policy Access Request option is available on applicable Matter pages in Work. Selecting this opens SPM at the Request Access For dialog of the matter, with some of the fields pre-populated.

The option is available:

• On the matter context (kebab) menu of a matter in the Matters list (as shown in Figure 1a below)
• On the matter context (kebab) menu of a matter page
• On the matter page (as shown in Figure 1b below)

Figure 1a: Policy Access Request option on the matter context (kebab) menu in iManage Work

Figure 1b: Policy Access Request option on the matter page in iManage Work

Selecting any of these opens SPM at the Request Access For dialog, from where you can request access (on behalf of others) in SPM User Console as described above.