Document Security and Types

This article covers the following:

• About Documents
• Supported Document Types
• Document Security (Document Sharing)
• Legacy Document Security

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About Documents

Documents in LexisNexis® CounselLink® allow users to store and manage files related to matters and other supported records. Uploaded documents remain associated with the record where they are added and are accessible based on user permissions.

Document visibility depends on security settings and user roles. Users can view or manage documents only if they have access to the associated record and the appropriate document permissions.

Depending on your organization's configuration, documents are shared by two different methods:

• Traditional document security uses the 'Shared' and 'Access Level' fields.
• New document security, or Document Sharing, uses the 'Who can view this document?' field.

The size of a single attachment is limited to 100 MB. There is no limit to the number of attachments that can be made or the size of a batch of attachments made at one time.

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Supported Document Types

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The following file types, listed by extension, can be attached via the Documents tab on an overview page.

Allowed Document (File Types)
aiff asc avi bak bmp cdr css csv db dbf dif doc docx dot dxf edi eps eps2 fla gif	htm html image jfif jpeg jpg mac mdb moov mov movie mp3 mpeg mpg mpp msg pct pdf pm3 pm4 pm5	pm6 png pot ppt pptx prn psd psp pst pub qt qxd rtf sea sit svg swf tif tiff txt vsd	vst vxd wav wk1 wk3 wk4 wks wma wp5 wpd wq1 wri xls xlsx xlt xlw xml zip

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Document Security (Document Sharing)

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Document security in CounselLink allows document owners or admins to specify which users have access.

CounselLink clients use one of two different document security types. If your Document Overview page features different fields than described here, you may be using legacy document security.

Once your organization switches to the new document security setup, all documents added from that point will follow the new security rules. Existing documents will retain the traditional document security setup until they are edited manually. At that point, you will be required to change the security settings to follow the new options.

In the field 'Who can view this document?' you will have four options:

• Only Me: This option makes the document available only to your user account. Document Administrators can not access it.
• Everyone Associated with the document: This option allows document access for all users (both client and law firm) who have access to the Document Type you've selected (e.g. the matter or invoice).
• Client User(s): This option allows document access for all client users who have access to the Document Type you've selected (e.g. the matter or invoice).

• Selected User(s): This option brings up the Share This Document window. Select the user(s) from the list and they will be granted access to the document.

  

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Legacy Document Security

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CounselLink clients use one of two different types of document security. Legacy document security uses Owner, Shared, and Access Level fields. The newer document security shows different field options.

• Owner: The user who owns the document.
• Shared: This specifies users who can view the document. Selecting No restricts the document to only client users.
• Access Level: Determines which users / specific clients can view the document(s).

Share and Access Level Settings

This chart shows a general overview of document access.

Shared	Access Level	Who can see the document?
No	Public	All internal users with access to the matter All corporate level Document Admins For admin staff outside of the contact office, documents are only accessible from the Documents tab where they are attached. Documents are not accessible to non-admin staff outside of the contact office.
No	Private	The document owner All corporate level document administrators Select office level document administrators with access to the matter (determined by matter office) For Admin / non-Admin staff outside of the contact office, documents are only accessible from the Documents tab where they are attached.
Yes	Public	All internal users with access to the matter All corporate level document administrators Outside counsel users from all assigned firms For Admin / non-Admin staff outside of the contact office, documents are only accessible from the Documents tab where they are attached.
Yes	Private	The document owner All corporate level document administrators Select office level document administrators with access to the matter (determined by matter office
Yes	Select Firm	All internal users with access to the matter All corporate-level document administrators Outside counsel users from the selected firm