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How document permissions work

Related: How to update document permissions | Practical applications for document permissions

Audience: Administrators

What are document permissions?

Document permissions restrict viewing documents and editing existing work product based on:

  • Tags
  • Folders
  • Custodians
  • Bates numbers
  • Processing status

There are three levels of document permissions: Editable, view only, and not viewable.

  • Editable: User can search for document, view document, and edit the document, including editing 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 individuals via roles, but not to specific individuals irrespective of their roles.

What do users see if they do not have sufficient permissions?

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.

Viewing privilege log

Restricted documents are listed as Restricted.

User can access privilege log with restricted documents listed.

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.

Have any questions? Please contact support@csdisco.com.

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