This article covers organization administrator functionalities, which are available to certain users with contracts covering unlimited database creation.
- Adding a user to or removing a user from your organization
- Creating Organization Admins
- Creating Cloud Management Admins
- Organization Security
- Exporting Organization Users
- Renaming a Database or Project
- Exporting a Project
- Searching Across Projects
- Creating and Managing User Identifiers
- Managing Multiple Orgs
- Suspending a Project
- Deleting a Project or Database
- Special Project Administration Privileges
Adding a user to or removing a user from your organization
As an Organization Administrator you can add users with existing Everlaw accounts into your organization, even if they are already part of a different organization. Being in multiple organizations can be helpful when working with third-party organizations that will be managing your organization’s matters. For example, you may want to be able to create new databases for multiple organizations. To add a user to your organization, navigate to the Users tab on the Projects & Users page. Click on the “+ Add users” button at the top right of the users list.
You will be presented with a dialog where you can enter email addresses, one per line. After entering the email addresses you will be asked to confirm your entries. If you would like to grant users any organization level permissions (for example, Admin), you can do so in the invite dialog box. By default, users will be added as a Member and not added to any projects owned by your organization.
Users will receive an email invitation to join your organization, unless they already having an existing Everlaw account with an email domain associated with your organization, in which case they will automatically be added to your organization without receiving an invitation. You can see outstanding user invitations as the bottom of the page, in the "Pending invitations" section.
Adding users to your organization does not grant them any special privileges or access to your projects. If you would like them have access to your projects, see the section below on Creating Organization Admins.
If you have single-sign on configured, users within your organization will be subject to those login requirements. To learn more about single-sign on please visit this article.
To remove a user from your organization, click the X icon in the column labeled "Remove from Org." You will be prompted to confirm your decision. If you confirm your decision, this user will be removed from all projects associated with this organization. Their review work will not be transferred to another user. Note that any users with existing access to this user's objects will retain access. To transfer their review data, (e.g. Binders and Assignments) while removing a user, click Cancel and remove them from each project via the Project Settings Page.
When a user is removed from an organization, the organization administrator(s) of the relevant organization will receive an email notification which lists the following:
- the removed user
- the organization administrator who performed the removal
- and all projects from which the removed user has been removed
The removed user will receive an email notification which lists the following:
- the organization from which they have been removed
- and a list all projects for which their access has been revoked.
These email notifications cannot be disabled.
Finally, please know that if the sole database or organization administrator is removed, you will be unable to suspend or delete your database without reaching out to Everlaw support.
Creating Organization Admins
Only Organization Administrators within the organization can grant Organization Administrator access to other Everlaw users. This is the highest level of permissions a user can have on Everlaw. You can make a user in your organization an Organization Administrator on the Projects & Users tab. To see the users in your organization, navigate to the Organization page and click on the Users tab of the Projects & Users tab.
This will show all members of the organization, not just users associated with a particular project. It will not show any users that are not members of your organization, even if they are on projects owned by your organization. Once you have identified the user whose access you would like to modify, click (None) in the "Org admin permissions" column to the right of their name. If they are already an Organization Administrator, you can click on their Admin label and click the red "X" to remove it.
OA Access: This organizational setting controls permissions for Organization Administrators on a given database. Only Organization Administrators with Database Admin permissions can change this setting, which affects all projects within that database. Since this is a database-level access, changing access for one project will necessarily change the access for the other projects in that database. You can access this setting by clicking on the three dot menu on the database row you are interested in changing.
With the setting Enabled, Organization Administrators will have the following default privileges without needing to be added to the database or its projects:
- Administrative access to the database on the Organization Admin page (e.g., rename databases, manage and upload processed data)
- Administrative access to the database on the Database Settings, Uploads, and Productions pages (e.g., administer Database Admin permissions, upload data)
- Administrative access to projects on the Organization Admin page (e.g., suspend/delete projects, export projects, view Tasks, view user uploads)
- Full document access regardless of document access management settings on their user group
- Administrative access to the Projects Settings page and special privileges on projects that only organization administrators have (e.g., administer project binders, configure deduplication settings)
However, if the OA Access permission has been Disabled for a given database, organization admins will no longer have automatic access to the database and its projects. In order to administer the database and its projects from the Organization Admin page (#1 and #2 above), as well as maintain organization admin-level access to the projects themselves (#3 above), organization admins must be:
- Added to at least one project in the database (with any project permissions); and
- Granted the Database Admin permission on the database. Please note that this includes organization admins who have been removed from all projects in a database, but whose database permissions have not been removed (i.e., inactive users).
If an organization admin is added to a project but is not granted the Database Admin permission, their project permissions will be derived solely from the user group(s) they have been added to. They will not be able to administer the database or any of its projects from the Organization Admin page.
Creating Cloud Management Admins
Granting Cloud Management Administrator permissions is done in much the same way as creating an Organization Admin. First, navigate to the Users section of the Project & Users tab of the Organization.
If you would like to grant CMA permissions to a user that already exists in your organization, find their name in the Users list and mouse over the permissions listed in the “Org admin permissions” column. A gear icon will appear. Click this gear icon and select Cloud Management. Revoking Cloud Management permissions can be done at any time by clicking the gear and then clicking the red X next to Cloud Management. Note that users with Organization Admin permissions will necessarily have Cloud Management Admin permissions and you can not revoke an Organization Administrator’s CMA permissions.
If the user in charge of managing your organization’s cloud connections is not already an Everlaw user, you can invite them to your Everlaw organization and grant them Cloud Management Admin permissions at the same time. To do so, click the green “+ Add users” button at the top right of the Users section on the Projects and Users tab of the Organization page.
In the dialog box, enter their email address and select Cloud Management under Org admin permissions. Again, revoking Cloud Management permissions can be done at any time by hovering over a users permission in the “Org admin permissions” column of the Users section. Clicking the gear and then clicking the red X next to Cloud Management will remove the user’s CMA permission. Note that users with Org Admin permissions will necessarily have Cloud Management Admin permissions and you can not revoke an Org Admin’s CMA permissions.
Organization admins can configure security settings for all projects within a single organization. On the Security Settings tab, organization admins can manage SAML single sign-on options and associated domains. Organization admins can also override project-level security settings to enforce a more restrictive setting. Single sign-on settings are not adjustable at the project level, so they do not include an override option.
One of the available security settings is the machine translation setting. If this setting is toggled on, an organization admin can override the translation provider for all projects in an organization, or disable translation entirely for those projects. Everlaw allows machine translation through Google Translate (the platform default) or AWS Translate. For more information about machine translation, including links to Google and Amazon’s privacy policies, please see our article on Language tools.
Organization Admins can also enable or disable the option for Project and Database Admins to export the list of users on a Project or Database. If the User Information Exports toggle is turned on, any Project or Database admins will be able to export the list of users, their emails, title, and permissions from Project or Database settings, respectively. This setting is turned off by default for all organizations.
Projects on an organization with overridden security settings will not be able to adjust those settings in Project Settings. If organization admins do not override projects’ settings, project admins will be able to configure those settings on a project level in Project Settings.
Note: If an organization admin overrides a security setting and then toggles the setting off, all projects’ settings will be restored to their setting before the override.
Organization admins can also configure OA access on new databases from the Security Settings tab. To disable OA access on all future databases created in the organization, toggle off “OA Access on New Databases.” Note that organization admins with database admin permissions can still manually enable or disable OA access from the Projects tab, even when the setting is toggled off. When you create a new database when the setting is toggled off, you will be warned that OA access will be automatically disabled.
You can also associate a domain with your organization. In order to request that a domain be associated with your organization, please reach out to firstname.lastname@example.org. You may also request that users with the domain are automatically added to your organization on account creation.
Exporting organization users
Exporting all users currently on projects owned by your organization
You can export a list of users on your organization’s projects, their email addresses, and their associated projects (both active and suspended) from the Projects tab on the Projects & Users tab of the Organization page. To export a CSV of all users currently on projects owned by your organization, click the export button at the top of the Projects list, next to the "+ Add a New Database" button. This will export a list of all users currently on projects owned by your organization, along with their email addresses and any projects they are on that are owned by your organization.
Exporting all users in your organization
To export a list of all users in your organization, navigate to the Users tab. Click the export button to the top right of the users list, next to the "+ Add users" button. This will export a list of all users in your organization, regardless of whether they are currently on a project within your organization, along with their email addresses and any projects (active or suspended) they are on that are owned by your organization.
Exporting all users on a specific project owned by your organization
To export a list of all users on a specific project owned by your organization, select the project under Projects, and then click the export button on the right side of the page. This will export a list of all users on the selected project, regardless of whether they are in your organization or not, along with their email addresses and any projects they are on that are owned by your organization.
Renaming a Database or Project
With OA access on the database, you can rename databases, or projects therein, from the Projects & Users tab on the Organization Admin page. Locate the database or project you'd like to rename, click the three-dot menu icon under the More column, and click the rename option.
Note that the default complete project under a database cannot be renamed as it inherits the database's name. If you would like to rename the default complete project, you must instead rename the database.
Exporting a Project
With OA access on the database, you can export projects from the Projects & Users tab. If you do not have OA access on the database, you must be a Database Administrator as well. Find the project you'd like to export, then click the three-dot menu icon under the More column and click Export.
To export a project, including its load file and work product, see this article for more information.
Searching Across Projects
Organization administrators can search across all the projects in their organization to find hits for any given search criteria. This functionality is helpful for organizations that have many databases with similar or overlapping document sets, such as large corporations or government entities, in identifying overarching patterns and comparing results across many projects.
Projects can be searched on only if the organization admin:
- Has OA access to those projects, OR
- Is explicitly added as a user to the project, with the number of viewable documents dependent on their Document Access permissions.
Search Term List and Query Builder
This query builder functions similar to Everlaw’s regular search interface, but with project-specific search terms such as Prior Search, Storybuilder, Binder, and Filepath removed.
Additionally, the Coded, Rated, Uploaded, Produced search terms have been limited to search only for the presence of that search attribute across projects. For example, the “Coded” search term will search for any documents with any code applied, instead of those with a code you specify. Or, the “Produced” search term will search for any produced document in a project, instead of from a certain produced document set.
Some terms, such as Coded, Viewed, Redactions, and Rated, have the option to search within a timeframe. For example, for the “Coded” search term, you can search not only on the document’s coded status but also when the code was applied.
In Search Across Projects, all standard metadata fields are available search terms. However, please note that autocomplete is not enabled on these terms, but can accept wildcard, fuzzy, exact, and proximity searches. To read more about advanced content searches, please refer to this article.
In addition, the user can click “Search settings” to find grouping, sampling, and search deduplication options. There is no setting to hide project duplicates; however, you can deduplicate within your search hits under search settings. Learn more about the distinction between these two settings here.
Table of Project Search Hits
After building a search in the query builder, click Search to see a table of your results. The table displays Project Name, Number of Hits, Project Total, and Percentage of Total Documents.
Number of Hits is the number of documents within the project that match your search. Project Total is the total number of documents in the project. Percentage of Total Documents is calculated by dividing the project’s corresponding Number of Hits value by its Project Total value, represented by a percentage bar. This visualizes the proportion of documents within a project that fit your search criteria, and can be easily compared across different projects.
The results table by default sorts and displays results by descending Number of Hits. However, you can sort on any other column simply by clicking its header, and clicking the caret to switch between sorting by descending or ascending order.
Each hit count opens up the results table within the original project environment as if the search were originally run within that project.
If you wish to change the search criteria, navigate to the top right of the table of project search hits to either refine your search or build a new one within Search Across Projects. In addition, you also have the option to export the table in a .csv format.
Below the query builder is the saved history of the most recent twenty searches run by any organization admin within your organization. To access a recent search, click it and your query builder will be populated with the recent search.
Creating and Managing User Identifiers
Organization administrators can tag users with specific characteristics by applying user identifiers to users on projects owned by their organization. These identifiers are useful for denoting a particular characteristic of a user, such as being a contractor or contract reviewer, and can help others make informed choices about communicating with these users.
When an identifier is applied to a user it will appear anywhere the user’s name appears in any project owned by your organization.
To create a user identifier, go to the User identifier tab on your organization page. From there you can type an identifier into the ‘User identifier’ column. Everlaw will pre-populate an abbreviation for the identifier which you can edit. This identifier exists only within your organization.
To apply an identifier, go to the Projects & Users page. In the users table on the Users tab, you can click on the dropdown in the 'User identifier' column and select the appropriate identifier(s). A user may have any number of identifiers applied. To apply an identifier to a user on a project, but not within your organization, you must first select the project from the Projects tab, and apply the User Identifier in the project's users list on the right side of the screen.
Managing Multiple Orgs
If you are an Organization Admin on multiple Everlaw organizations, you can switch between them by clicking the drop down at the top of the Org Admin page.
You can change your Primary Organization in your account settings.
Suspending a Project
Suspending a project on Everlaw is useful for when your data is no longer needed right now, but you may need to reopen or gain access to a project in the future. If you choose to suspend your project, Everlaw will keep all documents, review data, and user analytics in place and immediately accessible.
Organization administrators can suspend projects from the Projects & Users tab on the Organization Administrator page. Under Projects, find the name of the project you would like to suspend. Under the More column, click the three-dot menu icon, and then click Suspend project. Note that if you suspend a complete project, any partial projects on the database will not automatically be suspended.
Project suspension comes with a per GB monthly charge for any full month your database is suspended. The monthly fee is a fraction of the normal hosting cost. To view the processed and native sizes of suspended projects, go to the Database Sizes tab of the Organization Admin page. Suspended cases are tagged "Suspended," as shown in the screenshot below.
To learn more about your database's suspension plan, you can contact email@example.com.
To unsuspend your project, click the three-dot menu icon again, and you will see the option that says "Reactivate project." Click the option and confirm reactivation. Note that this will resume active billing charges beginning in the current month.
You cannot reactivate a partial project if the complete project is inactive. This is for billing purposes. If you try to reactivate the project, you will receive a notification that tells you to first reactivate or create a complete project.
Deleting a Project or Database
There are a number of options for handling your project(s) on Everlaw once you no longer need active and ongoing access to it. Read this support article for information on all of your options for preserving your data before deletion.
To delete an individual project, navigate to the Projects & Users tab on the Organization Admin page and select the project you would like to delete. Under More, click the three-dot menu icon, and then click the trash can icon. If you would like to delete the entire database, select the “Delete Database” option. Deleting a database will make both the projects and the database permanently and immediately inaccessible to all users, including database admins. Upon confirming the deletion, none of your documents and review work can be recovered at this time! There is no way to reverse this action and recover data that have been deleted.
You will also see an option to “Purge all backups immediately.” This option should only be selected if you need to immediately and completely expunge all data and backups from the platform, as requested by a court order. We do not recommend selecting this option unless you have to.
If you are trying to delete the only complete project in that database and there is at least one partial project, then you will need to request deletion for the entire database instead. Partial projects can always be deleted regardless of the other projects included in that database.
Once you have submitted your deletion request, Everlaw will immediately log your request and schedule the project for deletion. Upon confirmation, your project, its documents, and the review work will be deleted from Everlaw permanently.
You will not receive email notifications about database deletions.
Special Project Administration Privileges
When OA access is enabled, organization admins have the same access as project administrators on projects in the organization. In addition, organization administrators have the following special privileges on projects that project admins and database admins do not have:
- Default access to users’ binders and folders
- The ability to reprocess documents with highlights or redactions
- The ability to hide duplicates across an entire project
- The option to make processed uploads visible or not on the homepage
- The option to merge processed uploads with an existing upload
- The ability to associate processed data cards with their original file transfer source(s)
- The ability to convert a partial project to a complete project in Database Settings
- The ability to assign other Bates (database administrators can also assign other Bates)
While organization admins have special administration privileges, they do not have default permissions to apply all review work product in projects. To apply certain review work product, such as codes and redactions, project membership is required.