Part 1: Setting Up User Permissions and Groups

Client must select at least one user to act as a Privacy Permissions Manager. They may have more than one Privacy Permissions Manager, depending on the size of the team. Acuity Support will need to assign the privacy permissions manager(s) to the Privacy Manager Permissions role.

The Privacy Permissions Manager can then set up their organization’s Privacy Access Users.

The Privacy Permissions Manager can assign users to the Privacy Access User Group. They cannot make a matter private/public unless they are also part of a privacy access group.

Privacy Access Users will be able to view and edit Private Matters and mark matters as Private/Public. The Privacy Permissions Manager may also need to be added as a Privacy Access User.

The organization may have a single Privacy Access Group for managing their Private Matters, or for larger teams, they may need to create additional Privacy Access Groups. The Privacy Permissions Manager can create a new Privacy Access user role under Utilities, Role Manager. Acuity Support can also assist with this.

When “create” is selected, a role with the same permissions configuration as the existing Privacy Access User Group role will be created. This role can then be assigned to the set of users who will be using that group.

The existing role’s name can be edited under Utilities, Role Manager by clicking on the role, then using the edit button.

Part 2: Private Matter Management

Users who have the Privacy Access User Group role in their permissions will be able to create private matters and mark existing matters as Private.

When creating a new matter, members of the Privacy Access User Group will need to select whether the matter will be Private or Public.

If “Private” is selected, the user will then need to assign a Privacy Access User group before proceeding with adding the Matter Details.

On existing Matter Profiles, the Privacy Access User will see a button to “Make Private”. This will allow only users in the assigned Privacy Access User Group (and individuals assigned to the matter, as seen later) to view and edit the matter and its associated invoices.

After selecting “Make Private”, the Privacy Access user will need to assign the privacy access group to the matter. If more than one Privacy Access User Group has been created, they will appear as an option for selection.

If the matter manager or matter assistant (role names may vary by organization) is not part of that Privacy User Access group, a warning will display, prompting the user to update the assignments on the matter to make sure invoices do not flow to users who will not be able to view them.

Additional users outside of the Privacy Access User Group can be added to a Private Matter as needed. That way, if a matter manager needs to have access to only a single private matter, they do not need to be added to the privacy access group, which would give them permission to view all matters to which the privacy access group has been assigned.

To assign an individual user to a private matter, select Matter Settings, Privacy Permissions on the matter profile.

On this tab, use the “Add” button under the “Users to View Private Matter” section to authorize that user to view the private matter.

After selecting “Add”, enter the user’s name in the select field.

After adding your user(s), save.

Part 3: Making a Matter ‘Public’

If a matter was made private in error, or should no longer be private, a Privacy Access User can use the “Make Public” button on the matter profile to open access back up to the usual permissions for that practice area.

 

When a matter is in Private status, it will have the little padlock icon. When it is public, there will be no padlock icon.

Note, a ‘public’ matter does not mean fully public. Access to that matter will be determined by a user’s permissions for that practice area. A firm will only be able to view and submit invoices for that matter if they have been assigned to the matter.

Part 4: Questions

•  Who can view a Private Matter?
  • The members of the Privacy Access Group that has been assigned to the matter.
  •  Any additional users who have been selected under the matter’s Privacy Settings.
  • Users from the firm who has been assigned to the matter.
• Will invoices for a Private Matter be sent for payment under the usual process?
  • Yes, invoices for Private Matters will still be sent for payment along with ‘public’ matters. These invoices can only be viewed in Acuity by those with the appropriate permissions.