Latest update: November 2021

User Manual

Access Control Model

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Table of contents

1 Introduction 3

2 Create a user 4

2.1 Simple rights 5 2.2 General / Feature Settings 6

3 Assign access rights 7

3.1 Standard access rights by module / theme 7 3.2 Standard access rights by matter type 7 3.3 Limited Access Rights 8 3.4 Copy right from another user 9 3.5 Save user 9

4 Manage existing users 10

4.1 Change access rights/details 10 4.2 Change personal information 10 4.3 Login Issues 11

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1 Introduction Access Control Model has been recently improved to provide system administrators with the sufficient tools to independently create users and manage their access rights in a simple and flexible way. This manual will focus on all the features Access Control Model (ACM) offers and explain how to:

▪ Create users. ▪ Determine login role and general settings. ▪ Assign access rights by Module/Theme (e.g. Contracts). ▪ Assign access rights by specific matter types (e.g. NDA’s). ▪ Limit access rights based on criteria.

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2 Create a user

Users are created and managed in the ‘Administration’ dedicated page which can be found under the user icon

after login.

Figure 1: Administration button

The following page provides an overview of all user accounts in the system. By default, only the active users are shown. However, you can click on the ‘Activated’ dropdown in the first filter to view all active or inactive users as well (figure 2). The other filters offer a search function which allows you to find existing users quickly when needed. Simply type a value in the filter search and the user will immediately appear. (figure 3)

Figure 2: Drop down for other statuses Figure 3: Type a value in any of the search columns

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On the top right corner, you will find the ‘New user’ button to create new users. A new screen will appear to create a new user account.

Figure 4: Button to create a new user

Figure 6: New user pup-up

User accounts are linked to natural persons. Therefore, when creating a new user, a natural person is automatically created as well. First, fill in the main information of the person. Please make sure that all mandatory fields are filled in (marked with a red asterisk (*)). If left blank, you will not be able to proceed. It is good practice to use the email address of a user as their username. Experience has proven that users tend to forget usernames easily unless it is their email address.

Figure 6: Main information form

2.1 Simple rights You can then proceed with the simple rights. First, you need to choose the licence of the user. Legisway Essentials offers 3 levels of licence:

▪ Administrator: By definition users have access to all information, features, users’ management, and specify access for other users.

▪ Manager: Users can create, edit, view and delete matters, entities and features when granted specific access.

▪ Reader: User can view matters, entities and features when granted specific access.

Figure 7: Licences

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2.2 General / Feature Settings According to the chosen license, additional fields will appear to set the according access rights for general and specific feature settings (figure 8). By default, all buttons will be disabled. The feature settings apply to other functionalities that may or may not be included in the license. Please contact your consultant in case you have any questions relating to these additional features.

Figure 8: General settings

Can edit group companies: By default, editors cannot amend group companies. In order to grant certain editors, the rights to edit group companies, this setting needs to be enabled. Document booker access: Allows access to the document booker via an icon displayed in the header of the application. Can save (new) default Org-Charts: Allows user to create new org-charts or to modify the existing org-chart. Is able to use the E-signatures: Allows users to sign documents electronically.

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3 Assign access rights

3.1 Standard access rights by module / theme

A Legisway Essentials license may include several modules/themes such as Corporate, Contracts, Cases and so on. For each theme or module, you can easily decide between 8 types of standard access rights (figure 9): Create Rights – All: allows the user to create all matters within a module. Below the heading ‘Matter’ you will find an overview of all matters included in a certain theme. Create Rights – Limited: allows the user to create all matters within a module based on a certain limitation. More details and explanation on limitations in the next section. Read Rights – All: only allows the user to view all matters within a module. Below the heading ‘Matter’ you will find an overview of all matters included in a certain theme. Read Rights – Limited: only allows the user to view matters within a module. More details and explanation on limitations in the next section. Edit Rights – All: allows the user to edit all matters within a module. Below the heading ‘Matter’ you will find an overview of all matters included in a certain theme. Edit Rights – Limited: allows the user to edit all matters within a module based on a certain limitation. More details and explanation on limitations in the next section. Delete Rights – All: allows the user to delete all matters within a module. Below the heading ‘Matter’ you will find an overview of all matters included in a certain theme. Delete Rights – Limited: allows the user to delete all matters within a module based on a certain limitation. More details and explanation on limitations in the next section. If you do not select any of the before mentioned access rights, the module will not be visible to users.

Figure 9: Assign rights per module/theme

3.2 Standard access rights by matter type

Each module/theme consists in several matter types. For instance, the Contract theme may consist in Business contracts, NDA contracts and Purchase contracts. In addition to setting access rights for modules, you can grant access per matter type, allowing you to set slightly more complex rules such as: *Editor XYZ can edit all Contract matters, except for NDA’s. In this section we will examine how to set these distinct rules. Create Rights – All: allows the user to create dossiers of a specific matter type. Create Rights – Limited: allows the user to create dossiers of a specific matter type based on a certain limitation. More details and explanation on limitations in the next section. Read Rights – All: only allows the user to view dossiers of a specific matter type.

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Read Rights – Limited: only allows the user to view dossiers of a specific matter type. More details and explanation on limitations in the next section. Edit Rights – All: allows the user to edit dossiers of a specific matter type. Edit Rights – Limited: allows the user to edit dossiers of a specific matter type based on a certain limitation. More details and explanation on limitations in the next section. Delete Rights – All: allows the user to delete dossiers of a specific matter type. Delete Rights – Limited: allows the user to delete dossiers of a specific matter type based on a certain limitation. More details and explanation on limitations in the next section. If any of the before mentioned access rights are selected, the matter type will not be visible to the user. In figure 10 ‘all’ rights are selected for one specific matter: Business Contracts. Within the Contracts theme, no other rights have been assigned. Subsequently, with the knowledge we obtained thus far, we can conclude that this user can create, edit, read and delete all business agreements, but cannot view nor edit NDA’s or Purchase contracts.

Figure 10: All access rights based on the matter type

With the additional access rights assigned in figure 11, this user has received limited create, read, edit and delete rights for NDA’s or Purchase contracts.

Figure 11: Limited access rights based on the matter type

3.3 Limited Access Rights

When you choose a limited access, the fields ‘Areas’ and ‘Limitations’ become available. (Figure 12)

The granted rights can be limited based on group company, departments, countries or business units. If you have

limited rights based on a certain department, the user will exclusively be able to create / read / edit / delete

matters that relate to that specific department. Please note you can select multiple departments or entities

(group company, country or business unit) of the same type as shown in figure 13. However, it is not possible to

limit rights based on a combination of different entities. (e.g.: limit access based on department AND group

company)

Figure 12: Limited access

Figure 13: Multiple entities selection

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3.4 Copy right from another user

Some access rights apply to multiple users. A quick and easy way to apply the same access rights on several users

is to use the button ‘Copy rights from another user’ (figure 14). By definition, this functionality copies the rights

of another user into the current user’s rights.

Figure 14: Copy rights from another user

Figure 15: User selection

3.5 Save user

Once you have entered all details and chosen all settings, click on the [Save] button at the top. The user

will automatically receive an email notification from the system with a link to set a password (figure 16).

PLEASE NOTE: This link is only valid for 5 days.

Figure 16: Invitation to Legisway Essentials Legal Management Platform

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4 Manage existing users

It is quite common within organisations that one’s role/function or an employee’s address changes. When similar situations occur, access rights or personal details need to be amended as a result.

4.1 Change access rights/details

To change access rights (login, email, rights…), navigate to the Users dashboard to find the right user (figure 17).

Click on the user to view and amend their details through the edit button on the top right (figure 18).

Figure 17: Users overview

Figure 18: User edition

4.2 Change personal information

To change personal information (address, phone number…), navigate to the ‘Natural persons’ dashboard (figure

19) in the Master data module to find the right person. Click on the person to view and amend their details

through the edit button on the top right (figure 20).

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Figure 19: Natural persons dashboard

Figure 20: Natural person edition

4.3 Login Issues

Whenever users report a login issue, please navigate to their account to define a password:

Figure 21: Define password

Figure 22: Define password pop-up