Document access in a legal matter

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Document Access in a Legal Matter

    This guide outlines how document access is managed within legal matters in ServiceNow when external storage is enabled. It details the permissions granted to various personas involved in legal processes and emphasizes the importance of real-time control over document accessibility.

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    Key Features

    • Document Upload: Documents are uploaded to an external storage system when specified in an intake form.
    • Access Permissions: Access is controlled in real-time or via scheduled jobs, ensuring timely updates based on user roles.
    • Access Types: Different personas have varying levels of access, including read, write, and delete permissions, depending on their role and actions taken.

    Key Outcomes

    With effective document access management, ServiceNow customers can expect:

    • Controlled access to legal documents based on user roles, enhancing security and compliance.
    • Ability for requesters to access their attached documents easily from the Standard Ticket page.
    • Flexibility for users to request on-demand access to documents prior to scheduled permission jobs.
    • Legal administrators can revoke access as needed, maintaining oversight and control throughout the legal process.

    Documents attached to legal matters are uploaded to the configured external storage system when the external storage option is enabled on an intake form with All or matter type selected. The access permission of these documents to various personas is controlled in real time, via a scheduled job, or on-demand.

    Document access in legal matters for various personas

    The following table shows the type of access to documents and when it is granted to various personas.
    Table 1. Document access in a legal matter
    Persona Access type Access level When
    Requester, requested for Read only Document Legal matter is submitted
    Group manager Read, Write, Delete Legal matter Legal matter is submitted or promoted from legal request
    Matter owner (Assigned to) Read, Write, Delete Legal matter Legal matter is assigned
    Collaborators Read, Write, Delete Legal matter Added to the Collaborators list
    Ad hoc approvers Read only, No delete Legal matter, artifact, or document based on approval requested Ad hoc approval is initiated
    Matter task owner Read only, No delete Artifact Artifact is associated to a matter task or when a task is assigned to a user
    Matter task owner Read only, No delete Document in artifact associated with the matter task Artifact is associated to a matter task or when a task is assigned to a user
    Members of assignment group Depends on the Assignment group permission field Document Job is run as scheduled, or on-demand
    Watch list users Read only, No delete Legal matter Added to the Watch list
    Delegates Read only, No delete Legal matter, artifact, or document based on duties delegated Resolve platform delegation permissions for legal matter job is run as scheduled, or on-demand
    Delegates through granular delegation Read only, No delete Legal matter, artifact, or document based on duties delegated User is delegated
    The scheduled job Process External Storage Permissions runs at the defined intervals to sync access for all unprocessed permissions on documents for legal matters stored in the external storage.
    Note:
    • Requesters can access documents attached to their legal requests from the Documents tab on the Standard Ticket page.
      Note:
      Requesters can delete only those documents from the request that they've attached.
    • The matter owner assigned to the legal matter can access documents from the Documents tab of the Artifacts record in the Legal Counsel Center.
    • Users added to the matter can request on-demand access to documents if they need access before the scheduled job is run.
    • The legal admin can revoke a user's access to documents of a legal matter and legal requests.
    • Ad hoc approvers lose document access after they approve or reject the requested item.
    • Delegates lose access after the delegation period expires.