Managing user permissions in a growing law firm can be complex and time-consuming. Filevine Teams offers a powerful solution, simplifying user access management and enhancing administrative tasks. By grouping users into teams based on their roles and responsibilities, you can quickly assign permissions, onboard new hires, offboard departing employees, and ensure consistent access control across your entire organization. This page will guide you through the benefits and features of Filevine teams, including creating and managing teams, assigning teams to projects, and leveraging powerful bulk action tools for maximum efficiency.
The Benefits of Team-Based Permissions
Filevine Teams transform how you manage user access, offering significant advantages over individual permission assignments. By grouping users into teams, you unlock a more efficient, consistent, and scalable approach to access control.
Key Benefits:
- Simplified Onboarding: Quickly onboard new hires by adding them to the appropriate team. They'll automatically inherit the correct project access, roles, and notification settings, eliminating the need for manual configuration for each project.
- Efficient Offboarding: Instantly revoke access for departing employees by removing them from all relevant teams. This ensures data security and prevents unauthorized access.
- Consistent Permissions: Guarantee that all members of a team have the same access levels and assigned roles across all projects assigned to that team. This eliminates inconsistencies and reduces the risk of errors.
- Reduced Administrative Overhead: Manage permissions for groups of users, rather than individuals. This significantly reduces the time and effort required to maintain your firm's access control.
- Scalability: Easily adapt your permission structure as your firm grows and changes. Add new teams, modify existing ones, or adjust team assignments as needed.
- Role-Based Access: Align team assignments with job roles and responsibilities, ensuring that users have the access they need to perform their tasks effectively.
Creating and Managing Teams in Filevine
Filevine makes it easy to organize your users into teams, mirroring your firm's structure. Quickly group users by practice area, department, location, or any other relevant criteria. Adding and removing team members is simple, ensuring your permissions always reflect your current staffing. You can even automate team assignments for new projects, saving time and ensuring consistent access control.
Assigning Teams to Projects
Once you've created your teams, Filevine provides efficient ways to assign them to projects, granting the appropriate access to all team members at once. You can quickly assign teams to individual projects, or leverage powerful bulk assignment tools to manage permissions across multiple projects simultaneously.
This eliminates the need to manually configure permissions for each user on each project, saving significant time and ensuring consistency.
For example, with just a few clicks, you can grant your entire "Litigation Team" access to all newly created litigation projects. Filevine's flexible options ensure you can manage project access efficiently, regardless of your firm's size or complexity.
Controlling Access to Sensitive Data with Protected Sections
Filevine Teams provide granular control over data visibility within projects through a feature called Protected Sections.
This allows you to restrict access to specific custom sections of a project, ensuring that highly sensitive information is only visible to authorized team members. Even users with broad project access (like Collaborators) can be prevented from seeing or editing the content within Protected Sections, unless specifically granted permission through their team assignment.
Key Benefits of Protected Sections:
- Enhanced Data Security: Safeguard confidential client information, internal memos, or other sensitive data.
- Granular Control: Restrict access at the section level, providing more precise control than project-level permissions alone.
- Team-Based Management: Manage access to Protected Sections through your existing Filevine Teams, simplifying administration.
Access Levels:
- Hidden (Default): Section is completely invisible
- Read-Only: Users can view information, but they cannot make any edits
- Edit: Gives the user the ability to make any necessary changes.
Important Note: While Protected Sections restrict access within the section itself, documents added to a Protected Section are still visible in the project's main Docs section. For restricting document access, use Filevine's Protected Folders feature.
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Restricting File Access with Protected Folders
For granular control over document visibility within a project's Docs section, Filevine offers Protected Folders. This feature allows you to secure specific files and folders, making them accessible only to authorized team members. Unlike Protected Sections, which control access to entire sections, Protected Folders provide file-level security, ensuring that sensitive documents are kept confidential.
Key Benefits of Protected Folders:
- Enhanced Document Security: Protect confidential documents, such as medical records, financial statements, or privileged communications.
- Team-Based Access Control: Manage folder access through your existing Filevine Teams, simplifying administration.
- Flexible Organization: Create protected folders within existing project folders, or as part of your project templates for consistent security across similar cases.
Access Levels:
- Hidden (Default): Folder is completely invisible.
- Edit: Gives user ability to make any changes.
Important Considerations:
- Certain actions, such as Bates stamping, document combining, and AI-powered document review, are not available for files within Protected Folders. This is to maintain the integrity and security of these sensitive documents.
- Moving files into a Protected Folder restricts their visibility to authorized team members. Moving files out of a Protected Folder makes them visible to anyone with access to the project's Docs section.
Learn more about Team Permissions here.
Get Started with Filevine Teams
Ready to simplify user management and enhance data security? Request a demo of Filevine today and discover how Teams can transform your firm's approach to permissions.