Add and Remove Users from Projects

To access a project in Everlaw, a reviewer or Admin must be a user on the project. This article covers how to:

  • Add users to projects 
  • Remove users from projects without losing their data
  • Resend a pending invitation
  • Manage a users' groups
  • Export a list of project users

Requirements

You must be a Project Admin or Organization Admin to add or remove users from a project or to edit their permissions.

Note

Everlaw staff do not directly grant users access to projects for security reasons. If you are a user seeking to be added to a project, please contact your Project Admin.

Access the users page

The Users page shows a list of all the users in the project and the group(s) the user belongs to, as well as pending invitations for users who have not yet created accounts.

To access the Users page, go to Project Management > Project Settings > Users.

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User permissions

Users can belong to multiple permission groups, in which case their permissions in the project are determined by the highest permission level allowed among all the groups they are part of. For example, one group may be given permission to code documents and another does not; if a user is in both groups, they will be able to code documents in the project.

To learn more about this, visit our article about user groups and project permissions.

Add users to a project

You can add new user(s) to a project from the Project Settings page in two ways:

Uploading a CSV allows you to specify different permission levels for each user. Whereas if you entering users' emails manually, you can only select same permission group(s) for the entire set of users. Both options are available from the Project Management > Project Settings > Users page.

If you add a user whose email address is already associated with an Everlaw account, they are immediately added to the project. If the email address does not already have a registered Everlaw account, the user instead receives an email invitation to join the project. This invitation is good for 30 days.

Add users manually

Required permissions: Project Admin or Organization Admin

To add user(s) to a project by manually typing their email addresses:

  1. Select Project Management > Project Settings.
  2. Select Users to open the Users page.
  3. Select + Add Users.
    This opens the Add Users dialog. You only need to complete the top section, which we will walk through in the following steps.
    Snag_d2a0ecd.png
  4. In the Enter emails of users to add field, enter one email per line.
    Snag_d2caae4.png
  5. In the Groups field, select one or more user groups to assign the user(s) to for that project.

    Important

    Because you are entering emails manually, rather than by CSV upload, all new user(s) will be assigned to the same user group(s). The same is true of any database permissions assigned in the next step.


    Snag_d27860f.png
  6. [Optional for Database Admins] If you are a Database Admin you can grant database permissions. To do this, select a value from the Database permissions field. 
  7. Select Continue.
    A dialog appears asking you to confirm the users you want to add.
  8. To confirm, select Add users. 

Add users via CSV

Required permissions: Project Admin or Organization Admin

Before you start: Create your CSV using our downloadable template (also downloadable in platform). It should include (and only include) the following columns:

  • Email
  • User Groups (separated multiple groups with semicolons)
  • First Name [values optional]
  • Last Name [values optional]
  • Database Permissions [values optional] (Admin, Upload, and/or Delete)
    You must be an Organization Admin to assign database permissions.

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To add your users via CSV upload:

  1. Select Project Management > Project Settings.
  2. Select Users to open the Users page.
  3. Select + Add Users.
    This opens the Add Users dialog. The top section is for manually entering users and permissions. Because you are uploading a CSV, you can skip to the bottom of the dialog, where it says Upload a CSV file.
    Snag_d3824e1.png
  4. If you have not already created your CSV, do so now. You can start with a template by selecting Download CSV template. For additional details, return to the top of these instructions.
  5. When your CSV is ready, select Select file. Then choose the CSV from your computer.
  6. Select Continue.
    A dialog appears asking you to confirm the information in your CSV.
  7. To confirm, select Import Users.

Remove users from a project

When you remove a you can choose whether ownership of the the removed user’s objects is shared with other users when they are removed from the project. 

Objects and review work (such as notes, codes, and redactions) created by the user will be retained, regardless of your choice to share. Any users with existing access to this user's objects will retain access.

To remove a user:

  1. Go to Project Management > Project Settings > Users.
  2. Select the remove (X) button in the user's row in the table.
    Snag_460ccee3.pngThis opens the Remove user dialog, which has two steps: Share options and Confirm removal.
  3. In the Share options field, choose between:
    • Do not share this user's objects with other users before removing
    • Share this user's objects with other users before removing
  4. [If you chose to share the user's objects] Select the recipient(s) in the Share with field, Then, in the Share objects field, select which objects you would like to share. By default, all are selected. The options are:
    • Assignment groups
    • Search term reports
    • Binders (Note: In ECA projects, only binders are available to be shared)
    • Stories
    • Depositions
    • Drafts
    • Prediction models
  5. Select Next to continue to the Confirm removal step.
  6. [If you chose to share the user's objects only] If there are objects to be shared from the removed user that conflict with current project level permissions, any users or groups and the permissions that they are lacking will be shown here.
    • Share all objects with selected recipients anyway: The objects owned by the removed user will be shared to the recipients. Other objects of that type will continue to be inaccessible to the user based on their project permission levels. For example, any predictive coding models owned by the removed user will be shared to the designated recipients, but any other predictive coding models on the project will not be shared.
    • Only share objects that selected recipients have permission to receive: Each user/group only receives permission to objects that they can already receive. If the objects are shared with both the Reviewers and Administrators groups, and Reviewers have “None“ permissions and Administrators have “Admin” permissions on prediction models in Project Settings, prediction models will only be shared with members of the Administrators group and not with the Reviewers group. If no selected user has permission on one of the objects, the object will not be shared.confirm_removal.png
  7. When ready, select the Remove user button.
    Upon removal, the following events occur:
    • A new task card appears on your Everlaw home page.
    • Any data received by a removed user is represented as cards on the home page. Cards transferred upon removal of a user appears in the Shared with me view. The initials represent the user from who the data was transferred, not the Project Admin who transferred the data.  
    • Review window layouts created by that user remain and are ownerless but are still accessible to anyone they were previously shared with. Project Admins can view and delete these layouts. If a user is removed directly from an organization, layouts ‘owned’ by that user remain and are ownerless. To learn more about removing users from an organization, view the Organization Admin dashboard article.
    • Users affected by the removal of a user are notified

If you later decide to add the user that you removed, their objects (including homepage folders) and ownership over them will be restored.

Notifications sent when a user is removed from a project or user group

Users affected by the removal of a user are notified in the following scenarios:

  • When a Project Admin removes a user from any user group via the Project Settings page, the user receives an email notification informing them that their permissions have changed.
  • When a user is removed from a project entirely, they are notified that they have been removed from all user groups of which they were previously a member.
  • If the objects owned by a user are shared with any other users, each recipient receivse a notification providing the name of the removed user, the name of the project, and a summary of any objects shared. These notifications cannot be disabled. 

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Resend a pending invitation

To resend a pending invitation to a project:

  1. Select Project Management > Project Settings.
  2. Select Users to open the Users page.
  3. Find the Pending Invitations table. You may need to scroll the page.
  4. In the table row associated with the user, select the Refresh button located under the Actions column.
    Snag_d42d97b.png
    A new email is sent to the user.

Manage a users' groups

To edit which groups a user belongs to:

  1. Go to Project Management > Project Settings > Users.
  2. Hover over the user's existing groups, located in the table's Groups column, and select the settings  button. You can also click the existing group(s) for that user.
    Snag_46076c69.pngThis makes the groups editable.
  3. [Optional] To add a user to a group, select them from the dropdown list.
    Snag_46090cf9.png
  4. [Optional] To remove a user from a particular group, select the remove (X) button associated with the group label for the user.

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Export a list of project users

Some organizations allow for the export of a list of Project users, their emails, title, user group, and permissions to a CSV. This setting (User Information Export) can be enabled by an Organization Admin from the organization's Security Settings page.

To export this user list:

  1. Go to Project Management > Project Settings > Users.
  2. Select Export

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