This article covers organization admin functionalities, which are available to certain users with contracts covering unlimited database creation.
Table of Contents
- Adding a user to your organization
- Creating Organization Admins
- Exporting Organization Users
- Renaming a Database
- Exporting a Project
- Searching Across Projects
- Creating and Managing User Identifiers
- Suspending a Project
- Delete a Project or Database
Adding a user to 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 click on the “+ Add existing users” button at the top of the “Organization Members” section.
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. Accounts with the email addresses listed will be added, those that do not exist will not be added to your organization.
Users are added to your organization as a Member and not added to any projects owned by your organization. This 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.
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 organizational administrator on the projects and users tab. To see the users in your organization, navigate to the Organization Administrator page and click on the “organization members” button in the upper right. 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. Then, once you have identified the user whose access you would like to modify, click Member in the box to the right of their name. You will be asked if you would like to make them an organizational administrator. If they are already an organizational administrator, you can click on their label to remove it.
OA Access: This setting controls permissions for Organization Administrators on a given 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. Only Organization Administrators with Database Admin permissions can change this setting, which affects all projects within 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 privileges:
- Administrative access to databases on the Organization Admin page (e.g., rename databases, manage processed uploads)
- 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
- Special privileges on projects that only organization administrators have (e.g., assigning Bates to an arbitrary set of documents, 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.
Please note that all organization admins are able to see the sizes of all of the organization’s projects from the Organization Admin page, regardless of OA Access settings.
MFA: This stands for "multifactor authentication." You can also turn multi-factor authentication on or off for a given project.
Exporting organization users
Exporting all users currently on projects owned by your organization
You can export a list of your organization’s members, their email addresses, and their associated projects from the Projects & Users tab on the Organization Admin page. To export a CSV of all users currently on projects owned by your organization, click the export button next to Projects on the Projects & Users tab. 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, leave all projects unselected under Projects and click the export button next to Organization Members. 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 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
With OA access on the database, you can rename databases from the Projects & Users tab on the Organization Admin page. Locate the database you'd like to rename, click the three-dot menu icon under the More column, and click "Rename database." The new name will propagate to all associated projects.
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.
Search 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 “More Options” 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 More Options. 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 and users page. In the users table on the left, 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 left-hand table.
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 the suspend icon. 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 Project Sizes tab of the Organization Admin page. Suspended cases are tagged, such as project “[POC] - AL” in the screenshot below.
To learn more about your database's suspension plan, you can contact firstname.lastname@example.org.
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.
Delete 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. You will follow the same steps with an additional dialog showing the projects on the database that you are an administrator on. You must be a database administrator to delete the entire database. Please note that if you delete the database all at once, all projects will be placed into a temporary suspension while Everlaw Support completes your request. You will not be charged for that suspension.
You will then be presented with a confirmation dialog box. In order to request that your project or database be deleted, enter the reason for the deletion and then click Request Deletion. Upon deletion, you are sending a request to Everlaw to immediately delete your project, and 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.