Set User Team Membership & Permissions

This article provides both visual and written instructions for assigning user permissions and team memberships for a project.

User permissions and access to Reveal projects are set under the Admin's Permissions screen. Permissions is where a Project Manager as Administrator manages access controls and review groupings. At the most basic level,

• Users have permission to see and use the Reveal functions available to their Roles. 
• Users' scope of action (profiles, assignments, views) is defined by their Team membership.

1. Log in to Reveal as an Administrator.
2. Click Project Admin from the Sidebar.  
   
3. Under the Permissions section, click Teams & Roles.  
4. A Project Admin tab will open the Permissions screen.  
5. The three permission classifications managed here are:
   • Teams - Dynamic User groupings for assignment of profiles and views, defining what a user can do. 
   • Role Groups - Mapping Users to Roles.  
   • Roles - Permissions to access different parts of Reveal by a user's position in the review hierarchy, defining what a user can see.
   NOTE: Refer to the following articles to learn how to create new Users, Roles, and Role Groups: 
   - How to Create Users
   - How to Create Roles
   - How to Create Role Groups
6. Teams Management - To add and configure dynamic User groupings for assignment of profiles and views:
   1. Click +Add to add a new team name and optional description.
   2. Once created, select the team and click Edit to modify the team name or description. 
   3. With a team selected click Assign Users to add users to the team. Any user may be placed into multiple teams. Note that users added to an existing team will inherit any profiles and views already assigned to the team. 
7. Role Groups Management - This tab works similarly to the Teams tab, with the ability to Add and Edit a Group name or optional description and Assign Users, adding the ability to Assign to Role (the selection is displayed in the table's rightmost column). A user may be a member of only one role group. There are four standard Role Groups to begin with in each project, each related directly to a Role with the same name (a practice encouraged for custom Role Groups and Roles as well):
   1. Administrators - All permissions. This would normally be a System Administrator responsible for the entire review environment. 
   2. Client Administrators - All permissions except user management and deleting documents. This role group is a good fit for a Project Manager. 
   3. Power Reviewers - Review permissions plus the ability to see all documents, some bulk operations and public item management are included by default. 
   4. Reviewers - The ground troops of the discovery process: may view, code and redact documents as well as bulk tag related documents by default. 
8. Roles Management - The standard Role Names correspond to those described in Role Groups above, and the Add and Edit functions for creating and modifying Role names and descriptions are the same. The main function of Roles lies under Assign Permissions, where access to Reveal resources is defined as required for each Role. Select a Role and click Assign Permissions to view and change permissions as necessary.  
   1. 1. An empty checkbox for a folder means that no items are checked within the folder or subfolder. 
      2. A dash in a folder checkbox means that some items are checked within the folder or subfolder. 
      3. A checkmark turns permissions for an item on, and clicking to remove the checkbox removes the permission for this role. 

To sum up:

See Reveal Review Permissions Administration for full details about permissions in Reveal. 

Last Updated 6/24/2024