Latest update: October 2019

User Manual

Access Control Model

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Table of contents

1 Introduction 3

2 Create a user 4

2.1 Login role 6 2.2 General / Feature Settings 6

3 Assign access rights by module/theme 8

3.1 Standard access rights 8 3.2 Limited Access Rights 8 3.3 Save as template 9 3.4 Save user 10

4 Assign access rights by matter type 11

4.1 Standard access rights 11 4.2 Limited Access Rights 12 4.3 Save as template 12 4.4 Save user 14

5 Manage existing users 15

5.1 Change access rights/details 15 5.2 Login Issues 16

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1 Introduction Access Control Model has been recently improved (October 2019) 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 User Accounts dashboard which can be found in the Admin Functions

section after login. All buttons that appear underneath Admin Functions are only visible to administrators.

Please navigate to your main dashboard and click on User Accounts as seen below in figure 1.

Figure 1: User Accounts button at the Legal Management dashboard

The following page provides an overview of all user accounts in the system. By default, only the active users will be shown. However, you can click on the Status dropdown in the first column to view all or inactive users as well (figure 2). The other columns offer a search function which allows you to find existing users quickly when needed. Simply type a value in the column 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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Slightly above the Status column you will find the New Account button to create new users. A new screen will appear as you are guided through a 3-step process to create a new user account.

Figure 4: Button to create a new user

Step 1: User accounts are linked to persons. Therefore, step 1 allows you to search for an existing person without an account or create a New person (figure 5). When creating a new person, please make sure that all mandatory fields are filled in. Mandatory fields are marked with a red asterisk. If left blank, you will not be able to proceed.

Figure 5: select or create a person

Step 2: Now the person has been created or selected in step 1, we can proceed by filling in the account details. It is good practice to use the email address of a user as their username as well. Experience has proven that users tend to forget usernames easily unless it is their email address. The expiration date of login can be pre-defined for e.g. temporary users. When the date has passed, the user will automatically be deactivated and as a result, they will no longer be able to login after the expiration date.

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Figure 6: step 2 – Account details

2.1 Login role Step 3: In this last step, you will first choose the login role of a user. Legisway Essentials offers 3 login roles:

▪ Administrator: by definition access to all information + audit, features, users management, and specify access for other users.

▪ Editor: can create, edit and view matters, entities and features when granted specific access. ▪ Viewer: view matters, entities and features when granted specific access.

Figure 7: step 3 – Login role

2.2 General / Feature Settings If the editor or viewer role has been selected, additional fields will appear to set the according access rights for general and feature specific settings (figure 8). By default, all buttons will be disabled: General setting 1: Can view / edit related dossiers When enabled users will only be able to view and/or edit matters if it relates to their profile, e.g.: if a user has been added as Business Owner to 10 contracts, he/she will only be able to view those 10 contracts rather than other contracts. General setting 2: Can delete dossiers When enabled, editors will be able to delete matters (e.g. shareholdings, contracts or cases).

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Figure 8: step 3 – Login role settings

Group company setting 3: Create group companies By default, editors cannot create group companies. In order to grant certain editors the rights to create group companies, this setting needs to be enabled. Group company setting 4: 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. The Feature settings apply to other functionalities that may or may not be included to your license. Please contact your Relationship Manager in case you have any questions relating to these additional features.

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3 Assign access rights by module/theme Your 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 4 types of standard access rights (figure 9):

3.1 Standard access rights All Edit Rights – All: will allow the user to create and edit all matters within a module. Below the heading Matter you will find an overview of all matters included in a certain theme. All Edit Rights – Limited: will allow the user to create and edit matters within a module based on a certain limitation. More details and explanation on limitations in the next section. All View Rights – All: will only allow 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. All View Rights – Limited: will only allow the user to view matters within a module. More details and explanation on limitations in the next section. If you do not select any of the before mentioned access rights, the theme will not be visible to users.

Figure 9: Assign rights per module/theme

3.2 Limited Access Rights

When you opt for Edit Rights – Limited or View Rights – Limited a new section will appear in the bottom of the

screen. (Figure 10)

The granted edit or view rights can be limited based on group companies, department, country or business

unit. If you have limited edit rights based on a certain department, the editor will exclusively be able to edit

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 11. 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)

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Figure 10: Limited access

Figure 11: Select multiple entities if desirable

3.3 Save as template

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

by saving the access rights as a new template (figure 12).

Figure 12: Save as template

Once you have saved the template, you can easily select the template in the third step when creating a new user.

Figure 13: Access Rights templates

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Existing access rights templates can be found in the second tab at the Access Rights dashboard. Click on the

pencil icon to enter edit mode and change your template when desirable.

Figure 14: Edit Access Rights templates

3.4 Save user

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

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

14). PLEASE NOTE: This link is only valid for 24 hours.

Figure 15: Invitation to Legisway Essentials Legal Management Platform

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4 Assign access rights by matter type Each module/theme consists of several matter types. For instance, the Corporate theme may consist of Corporate Archive dossiers, appointments and shareholdings. In addition to setting access rights for themes, you can grant access per matter type, allowing you to set slightly more complex rules such as: *Editor XYZ can edit all Corporate matters, except for Shareholdings. In this chapter we will examine how to set these distinct rules.

4.1 Standard access rights Edit Rights – All: will allow the user to create and edit dossiers of a specific matter type. Edit Rights – Limited: will allow the user to create and edit a specific matter type based on a certain limitation. More details and explanation on limitations in the next section. View Rights – All: will only allow the user to view dossiers of a specific type. View Rights – Limited: will allow the user to view a specific matter type 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 matter type will not be visible to user.

Figure 16: All access rights based on the matter type

In figure 16 we can see that this user has been granted edit – all and view – all rights for one specific matter: Business Agreement. 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 edit and view all business agreements, but cannot view nor edit NDA’s, Purchase agreements or Contract models.

Figure 17: Limited access rights based on the matter type

With the additional access rights assigned in figure 17, this user has received limited edit and view rights for NDA’s, Purchase agreements and contract models.

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4.2 Limited Access Rights

When you opt for Edit Rights – Limited or View Rights – Limited, a new section will appear in the bottom of the

screen as shown in figure 18.

The granted edit or view rights can be limited based on group companies, department, country or business

unit. If you have limited edit rights based on a certain department, the editor will exclusively be able to edit

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 19. 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 18: Limited access

Figure 19: Select multiple entities if desirable

4.3 Save as template

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

by saving the access rights as a new template (figure 20).

Figure 20: Save as template

Once you have saved the template, you can easily select the template in the third step of creating a new user.

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Figure 21: Access Rights templates

Once you have saved the template, you can easily select the template in the third step when creating a new user.

Figure 22: Access Rights templates

Existing access rights templates can be found in the second tab at the Access Rights dashboard. Click on the

pencil icon to enter edit mode and change your template when desirable.

Figure 23: Edit Access Rights templates

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4.4 Save user

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

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

14). PLEASE NOTE: This link is only valid for 24 hours.

Figure 24: Invitation to Legisway Essentials Legal Management Platform

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5 Manage existing users

Figure 25: User Accounts button at the Legal Management dashboard

5.1 Change access rights/details

Figure 26: Users overview

It is quite common within organisations that one’s role/function or an employee’s address change. When

similar situations occur, access rights or personal details need to be amended as a result. Navigate to the User

Accounts dashboard to find the right user (figure 25 & 26). Click on the user to view and amend their details

through the edit button on the right.

Figure 27: Personal details

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Personal details: change information such as the name and/or address.

Account details: option to deactivate an account or change the language of a user.

Access Rights: change access rights accordingly whenever necessary.

5.2 Login Issues

Whenever users report a login issue, please navigate to their account details and mail them a new password:

Figure 28: Account details

PLEASE NOTE: This link is only valid for 24 hours.