How To Update Case Access

This guide shows you how to add and remove users from cases.

Case access settings control who can see and work on specific cases. They're part of Role-Based Access Control (RBAC), giving you granular control over case visibility and permissions.

On This Page

• Change Firm-Wide Access to a Case
  • Make Case Materials Visible to Everyone
  • Restrict a Case to Select Users
• Change User Roles
  • Add Users
  • Remove Users from a Case
  • Change a User's Role
• Common Scenarios
• Troubleshooting

Change Firm-Wide Access to a Case

Control whether everyone in your firm can view case materials or manage a case.

Make Case Materials Visible to Everyone

1. Navigate to the case
2. Click "Manage Access"
3. Open the dropdown next to "Entire firm" to adjust case access permissions 
4. Select a role (Case Viewer)

1. Save changes

Result: Now firm members can see all jobs and materials for this cases, but cannot manage access.

Restrict a Case to Select Users

Lock down a case so only specific people can access it.

1. Navigate to the case
2. Click "Manage Access"
3. Open the dropdown next to "Entire firm" to adjust group access permissions 
4. Change to "Restricted Access"
5. Save changes

Result: Only users you explicitly add (and Firm Admins) can see case materials.

Change User Roles

Add Users

1. From the case page, click "Manage Access"
2. Use the search field to find and add specific user for individual access.
3. Choose their role:
   • Case Admin - Can manage access to the case and see all materials
   • Case Viewer - Can see all materials but cannot manage access
4. Click "Share"

Result: Your newly added users can now see all materials but cannot manage access.

Remove Users from a Case

1. From the case page, click "Manage Access"
2. Identify the user you would like to remove. Select "Remove Access" next to the user's name from the dropdown
3. Click "Save"

Note: You cannot remove Job Managers (automatically assigned) or the last Case Admin on a case.

Change a User's Role

1. From the case page, click "Manage Access"
2. Find the user  
3. Click the dropdown next to their name
4. Select the new role (Case Admin)
5. Save changes 

Common Scenarios

Restrict a Confidential Case

1. Navigate to the case
2. Click "Manage Access"
3. Open the dropdown next to "Entire firm" to adjust group access permissions 
4. Select "Restricted Access"
5. Then  add only essential team members by following the instructions here

Onboard a New Attorney

First, invite the new attorney to the firm dashboard. Click here to learn how.

Then, grant case access:

1. Navigate to each case they need access to
2. Click "Manage Access"
3. Add them with the appropriate role

Remove Access When Someone Leaves

1. Navigate to each case they had access to
2. Click "Manage Access"
3. Remove the user
4. If they were the only Case Admin, assign a new one first

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Troubleshooting

Q. I can't find the Manage Access button.

A. Only Firm Admins and Case Admins can manage access

Q. I don't see my colleague in the drop down menu to add them to the case.

A. Users need an activated firm dashboard account first, before you can add them to a case. Learn how to invite a new users here

Q. I can't remove a user from a case.

A: There are three common reasons you might not be able to remove someone:

• They're a Job Manager - This role is automatically assigned based on job involvement (ordered by, bill to, etc.) and cannot be removed. If you need to restrict their case access, they'll still see the specific jobs they're connected to, but you can prevent them from seeing other jobs in the case by not granting them Case Viewer or Case Admin access.
• They're the last Case Admin - Every case must have at least one Case Admin. To remove them, add another user as Case Admin first, then you can remove or change the original admin's role.
• You don't have permission - Only Firm Admins and Case Admins can remove users. If you're a Case Viewer or Job Manager, you won't see the remove option.
  
  

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Need help? Contact your Firm Administrator or Steno Support at concierge@steno.com