Document permissions restrict the ability to view documents and edit existing work product based on:
- Tags
- Folders
- Custodians
- Bates numbers
- Processing status
There are three levels of document permissions:
- Editable – User can search for the document, view the document, and edit the document, including highlights, notes, redactions, tags, and folders.
- View only – User can search for and view the document, but cannot make any edits.
- Not viewable – User cannot see the document in search results or view the document.
You can assign custom document permissions to individuals via roles, but not to specific individuals irrespective of their roles.
User action |
User has no view permissions |
User has no edit permissions |
Searching for a document that is not part of a family |
The document does not exist for the user; it does not appear in search results or counts. |
User sees the document and can open it in the document viewer, but all actions in the viewer have a lock icon next to them. |
Searching for a document that is part of a family |
The document is listed as Access restricted in the search results. |
User sees the document and can open it in the document viewer, but all actions in the viewer have a lock icon next to them. |
Batch printing or exporting documents |
The lists do not include references to restricted documents. |
The lists show the restricted documents. |
Mass editing |
Only the documents the user can edit are edited. |
Only the documents the user can edit are edited. |
Viewing batch |
The batch count includes all documents, even the ones the user cannot view. Restricted documents are listed as Restricted. |
Batch count and list contain restricted documents. |
Reviewing batch |
User cannot open restricted documents in the document viewer. User cannot complete the batch. |
User can open restricted documents in the document viewer, but any actions have a lock icon next to them. User cannot complete the batch. |
Assigning batch |
An alert will appear indicating that not all assigned reviewers have full access to the documents. |
A warning icon will appear next to any reviewers that do not have full access to the documents in the batch. |
Downloading reports or productions |
User cannot download reports or productions if they don’t have view permissions for all included documents. |
User can access downloaded reports and productions including restricted documents. |
Performing quality control |
User does not receive samples they cannot view. User cannot open an existing sample unless they have view permissions for the whole set. |
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Note: If a user can download a parent document, they may be able to download the native files of child documents, regardless of their document permissions level. However, if they only have access to a child document, they will be unable to download the related parent document.
For more information, see Managing users, roles, and permissions in a review database and Practical applications for document permissions.