Database review: iManage

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, and not clauses and definitions coming from all contracts. Permissions are synced at a workspace/matter level. Access to a document is based on the user’s access for the workspace that contains the document. 

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 iManage. If users have access to the file in iManage, the file is opened. If they do not have access to the file, access is denied. 

In case all users in iManage 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 iManage 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 iManage 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 iManage. 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 iManage.

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) > 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 user (= scenario 2)
• In case no user is found, mirror the permissions of a colleague or use a permissions profile created in iManage (= scenario 3)

Integration Settings

Integration settings allow you to include or exclude certain libraries, workspaces, folders or documents because they are confidential or redundant. Think about HR contracts, management folder, invoices, etc. 

Want to include or exclude something? Contact your customer success manager and share below information:

• Discuss internally which libraries/Workspaces/folder you want to include or exclude
• Provide us with a list of the name and level (e.g. library, workspace) of the documents you want to exclude/include. Make sure to avoid typos!
• Add a screenshot from your iManage
  
  

Here’s an example

Setting up custom filters for Lexis® Create DMS

Lexis® Create DMS can take over custom fields like custom1 (usually "Client"), custom2 (usually "Matter") and these can be set up as custom filters within Lexis® Create DMS.

It is highly advised to set up custom filters if the metadata is available as this will have an impact on adoption. We can help set this up, contact us support.lexiscreatedms@lexisnexis.com.

Go back to the integration guide to follow the next steps of the integration.