Role Management

Note: It is possible to create new default roles with specific permissions within the software. This hasn’t been included in this Use Case because of its complexity. If you would like to create a new role, please contact ZyLAB.

Create, delete or edit roles and add/remove permissions to/from roles. Roles are assigned to users. A role is a selection of permissions. For example, a role might consist of two permissions: Access Matter and Access Documents. Let's call this role 'Search Results Only'. A user that has been assigned with this role, is allowed to search for documents and view them in the Document List, but is not allowed to open/view them. To open them, the user needs a role with the added permission Access Document Content.

A role can be assigned in combination with Document Security Rules. This means that the selected permissions of a Role are linked to a selection of documents (as defined in the Document Security Rule).

For example, a user that has been assigned with the role 'Search Results Only', can only search within documents that are retrieved with the Document Security Rule 'Public'. 

 

  • On the home page, select Configuration:

  • Select Role Management:

Create Role

  1. First, select the scope (role type).

    Global roles (eDiscovery or Legal Review) apply to all matters. Matter roles apply to one specific matter.

    Filter on the role types if needed.

  2. Select Create a New Role:

  3. Define a name for the role.

    • If this role is assigned to user (groups) in combination with Document Security Rules, select 'This Role can be assigned in combination with Document Security Rules'.

  4. In the Role Permissions tab, select the permissions for this role.

    • If you selected the checkbox 'This Role can be assigned in combination with Document Security Rules', then you can create the role 'Search Documents'. This role allows users to search documents, but not to view them and perform actions on them. This role can then be assigned to user (groups)—see User Management. When no Document Security rules have been created (and/or have not been combined with a role), users assigned with this role will have access to all documents.

      Note: Metadata (Properties) are not part of Document Security. 

    • Add the 'Manage security' permission to a role, to grant the user control over the administration of security permissions within a matter. When the 'Manage security' permission is included in the role assigned, the user can administer security permissions for all other users within the matter—see permissions.

  5. Click Apply.

Delete Role

  1. Select a role type (filter if needed).

  2. Select a role (filter if needed).

  3. Select the Delete icon.

View and/or Edit Role

  1. Select a role type (filter if needed).  

  2. Select a role (filter if needed).

  3. In the Overview tab, see the selected permissions for this role.

  4. In the Role Permissions tab, change the permissions.

  5. Click Apply.