This article describes how Lexis® Create DMS can mirror user access from iManage and NetDocuments.
Who can use permissions?
Permissions are only available for iManage and NetDocuments integrations.
What is the default permission setting in Lexis® Create DMS?
When using Lexis® Create DMS, by default users will have access to all clauses and definitions that are synced from the Document Management System (DMS). Users can access clauses/definitions from all processed documents, but when clicking "Open contract", they are redirected to the DMS. If users have access to the file in the DMS, the file is opened. If they don’t have access to the file, access is denied and an error message is displayed.
What permission settings are possible?
Permissions ensure that users only have access to clauses and definitions within Lexis® Create DMS that are extracted from contracts they already have access to in iManage or NetDocuments, and not clauses and definitions coming from all contracts.
Scenario 1: Default setting, using Lexis® Create DMS without specific permissions
Users can access the snippets, i.e. the clauses and definitions from all processed documents, but when clicking "Open contract", users are redirected to the DMS (iManage/ NetDocuments). If users have access to the file in the DMS, the file is opened. If they do not have access to the file, access is denied.
In case all users in the DMS have access to everything, then they will simply have access to the same in Lexis® Create DMS. In other cases, where e.g. junior lawyers do not yet have access to many contracts in the DMS because they are new, Lexis® Create DMS can provide a safe way to gain access to previously used clauses and definitions, without gaining access to the full documents.
Scenario 2: Working with permissions profiles
Another option is to create permissions profiles in the DMS and mirror the permissions of those users in Lexis® Create DMS.
This is often used to grant access to clauses and definitions coming from the same Practice Group as the user, but still prevent access to clauses and definitions coming from contracts outside of the user's practice group.
Scenario 3: Mirroring permissions
In some enterprise environments, we mirror the permissions from the DMS. This means that every Lexis® Create DMS user has access in Lexis® Create DMS to only those clauses and definitions of the subset of documents they already have access to in the DMS.
❗Important: Keep in mind that we are only talking about access to the clauses/definitions. Access to the full contract will always be managed by the DMS itself, as we link back to the DMS for opening the full contract.
How to configure permissions in Lexis® Create DMS?
Setting up permissions as an admin in Lexis® Create DMS is simple
- Go to the Lexis® Create DMS Portal (for LexisCreateDMS customers) or to Lexis Create+ Portal (for Lexis Create+ customers)
- Go to Users
- Click on the dropdown menu next to the user you want to change
- Search for the user email address to mirror the Lexis® Create DMS user's permissions to those of the found iManage or NetDocuments user (= scenario 2)
- In case no user is found, mirror the permissions of a colleague or use a permissions profile created in the DMS (= scenario 3)