Organization Admin: Organization and Project Administration

Organization Admins manage their organization's Everlaw operations, including creating new databases (cases). 

This article is for Organization Admins to learn how to:

• Manage users and organization-level permissions
• Administer databases and projects
• Manage organization-level security settings

All the functionality in this article requires Organization admin permissions. Organization Admins have a in their Everlaw navigation bar.

Add or remove users from your organization

Organization Admins can add users with existing Everlaw accounts into your organization. Users in the organization:

• Are subject to single sign-on login requirements, if your organization has set it up. To learn more about single sign-on please visit this article.
• Are eligible to receive Cloud management or Legal holds management permissions.

You can add a user even if they are already part of a different organization. Adding a user to multiple organizations can be helpful when your team works with third-party organizations to manage your organization’s matters. For example, you may want to create new databases for multiple organizations.

To add a user to your organization:

1. Press the diamond to access the Organization Admin dashboard.
2. Navigate to the Users section of the Projects & Users page.
3. Select + Add users at the top right of the users list.
4. You are presented with a dialog to enter email addresses, one per line.
5. [Optional] Grant Organization level permissions if these users need to access tools on the Organization dashboard. Read more about Cloud management and Legal holds management permissions in our help articles. Note that the permission you select is granted to all users whose email addresses you have added.
6. Select Continue.
7. Select Add users.

Users whose email domain does not match any domains associated with your organization receive an email invitation to join your organization. Users with an Everlaw account using an email domain associated with your organization are automatically added to your organization without receiving an invitation.

Outstanding user invitations are listed in the Pending invitations section.

Adding users to your organization does not grant them any special privileges or access to your projects. To grant access to your projects, see the section below on Creating Organization Admins.

Remove a user

To remove a user from your organization:

1. Select the X in the Remove from Org column.
2. You are prompted to confirm your decision. If you confirm your decision, this user is removed from all projects associated with this organization.

   Important

   Their review work is not transferred to another user. Note that any users with existing access to this user's objects retain access. To transfer their review work, (e.g. Binders and Assignments) while removing a user, click Cancel. Then remove the user from each project they belong to via the Project Settings page for each project.

3. Select Remove.

When a user is removed from an organization, the Organization Administrator(s) receive an email notification that lists:

• the removed user
• the Organization Admin who performed the removal
• all projects from which the removed user was removed

The removed user receives an email notification which lists:

• the organization from which they have been removed
• a list of all projects for which their access has been revoked

These email notifications cannot be disabled.

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Grant Organization-level permissions (Organization Admin, Cloud Management, Legal Holds)

You can see all the members of the organization, not just users associated with a particular project in the Users section of the Projects & Users tab. It does not show any users that are not members of your organization, even if they are on projects owned by your organization. To grant a user organization-level permissions:

1. Select  (None) or the gear  in the Org Admin permissions column for the user whose permissions you are changing. A drop down listing the organization-level permissions appears.
   • Organization Admin is the highest level of permissions a user can have on Everlaw. Only Organization Admins within the organization can grant this permission to other Everlaw users. Organization Admins automatically have Cloud Management and Legal Holds permissions. 
   • Legal Hold Org Admins (LHOA) can only  access the Legal Holds tab of the organization dashboard, and cannot access any other organization level pages or permissions. LHOA do have access to everything in the Legal Holds tab, including the Directory page, all hold notifications, and all data preservations.
   • Cloud Management admins can only access the Cloud Management tab of the orgnization dashboard, and cannot access any other organization level pages or permissions.
2. Select the permission level to grant them.  
   

To remove an organization-level permission:

1. Press the gear in the Org Admin permissions  column.
2. Select the red X next to the permission you want to remove. 

OA access

This organizational setting controls permissions for Organization Admins on a given database. Only Organization Admins with Database Admin permissions can change this setting.

Since this is a database-level permission, changing access for one project necessarily changes the access for the all projects in that database. To access this setting:

1. Go to the Projects section of the Projects & Users tab.
2. Select the three-dot menu on the database row you are interested in changing.
3. Choose to enable/disable OA access
   

With the setting Enabled, Organization Administrators have the following default privileges without being added to the database or its projects: 

• Administrative access to the database and projects on the Organization dashboard 
  • rename databases
  • manage and upload processed data
  • suspend/delete projects
  • export projects
  • view Tasks
  • view user uploads
• Full access to the Database Settings, Uploads, and Productions pages for the database
• 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 Admins have (e.g., administer project binders, configure deduplication settings)

If OA Access permission is Disabled for a given database, Organization Admins no longer have automatic access to the database and its projects. To administer the database and its projects from the Organization Admin page, as well as maintain Organization admin-level access to the projects themselves, Organization Admins must be:

1. Added to at least one project in the database (with any project permissions); and
2. Granted Database Admin permission on the database. 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 permission is derived solely from the user group(s) are added to. They are not able to administer the database or any of its projects from the Organization Admin page.

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.

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Export organization users

Export 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 section on the Projects & Users tab of the Organization page. To export a CSV of all users currently on projects owned by your organization:

1. Access the Projects section of the Projects & Users tab.
2. Select the export button at the top of the Projects list.
3. Select Export all users on projects. This exports 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.

Export all users in your organization

To export a list of all users in your organization:

1. Navigate to the Users section of the Projects & Users tab.
2. Select the export button to the top right of the users list. This exports 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.

Export 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:

1. Select the project under Projects on the Projects section of the Projects & Users tab.
2. In the side bar that pops up, select Users.
3. Select the export button on the right side of the page. This exports 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.

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Rename a Database or Project

With OA access on the database, you can rename databases or projects from the Projects & Users tab on the Organization dashboard. To do so:

1. Locate the database or project you'd like to rename in the Projects section of the Projects & Users tab.
2. Select the three-dot menu icon under the More column.
3. Select rename database or rename project.

The default complete project under a database cannot be renamed, as it always mirrors the database's name. To rename the default complete project, rename the database.

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Export 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 on that database as well. To export:

1. Find the project you'd like to export 
2. Select the three-dot menu under the More column and select Export.
3. Choose the files to export.
   
4. [Optional] Choose Native advanced options.
5. Select an option for ZIP file encryption.
6. Select Export.

You can download your exported project directly from the toast notification, from the export card on the Batches & Exports homepage of the downloaded project, or from the Tasks tab of the Organization Admin page.

To export a project, including its load file and work product, see this article for more information. 

Suspend a Project

Suspending a project on Everlaw is useful when your data is not needed right now, but you may need to reopen or gain access to a project in the future. If you suspend your project, Everlaw keeps all documents, review work product, and user analytics in place and immediately accessible upon reactivation.

Note: To suspend a complete project, you must suspend the entire database, which also removes access from any partial projects in the database.

Organization Admins can suspend projects from the Projects & Users tab on the Organization dashboard:

1. Under Projects, find the name of the project you would like to suspend.
2. Under the More column, select the three-dot menu icon, and then click Suspend project. Note that if you suspend a complete project, any partial projects on the database are not automatically suspended.
3. Select Suspend.

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 dashboard. Suspended cases are tagged Suspended as shown in the screenshot below.

To learn more about your database's suspension plan, contact support@everlaw.com. 

To unsuspend your project:

1. Select the three-dot menu of the project from the Projects section of the Projects & Users tab.
2. Select Reactivate project. 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. 

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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 about suspending and exporting for information on all of your options for preserving your data before deletion.

To delete an individual project:

1. Navigate to the Projects section of the Projects & Users tab on the Organization dashboard.
2. Under More of the row of the project you intend to delete, select the three-dot menu, and then select Delete project.
   
3. Read the warning. Then, select Continue.
4. Confirm that you have either already downloaded an export of this project or that you do not intend to export this project.
   
5. Select either Do not purge all backups or Purge all backups immediately.

   Note

   Purge all backups immediately 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.

6. Type DELETE.
7. Select Delete.

To delete the entire database, select Delete Database.

You cannot delete a complete project if there is at least one partial project in the database. You can always delete partial projects  regardless of the other projects included in that database. 

Once you have submitted your deletion request, Everlaw immediately logs your request and schedules the project for deletion. Upon confirmation, your project, its documents, and the review work are deleted from Everlaw permanently.

You do not receive email notifications about database deletions.

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Export a list of projects and databases

Organization Amins can export a list of projects or databases with their sizes and additional information from the Database Sizes tab. Click the export button on the upper right of the table and select to export database or project si zes and select which columns to include in your CSV export.

Search Across Projects

Organization Admins can search across all the projects in their organization. This functionality is helpful to identify overarching patterns and compare results across many projects. It is especially useful for organizations that have many databases with similar or overlapping document sets, such as large corporations or government entities.

Organization Admins can search only if the Organization Admin as 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 a few differences, described here:

• It does not have project-specific search terms such as Prior Search, Storybuilder, Binder, and Filepath
• The Coded, Rated, Uploaded, Produced search terms are limited to search only for the presence of that search attribute across projects. For example, the “Coded” search term searches for any documents with any code applied, instead of those with a code you specify. The “Produced” search term searches 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. Autocomplete is not enabled on these terms, but you can create wildcard, fuzzy, exact, and proximity searches. To read more about advanced content searches, please refer to this article about advanced content searches. 

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 in our article about duplicates.

Table of Project Search Hits

After building a search in the query builder, select 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: the number of documents within the project that match your search
• Project Total: the total number of documents in the project
• Percentage of Total Documents: 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 compared across different projects.

The results table by default sorts and displays results by descending Number of Hits. To sort by any other column, select its header. Select 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. 

You can also export your results to CSV, refine your search, or start a new search. 

Rebuild a search

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, select it and your query builder populate with the recent search.

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Create and manage user identifiers

Organization Admins 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 appears everywhere the user’s name appears in any project owned by your organization.

To create a user identifier:

1. Access the User identifier tab on your Organization dashboard.
2. Type an identifier into the User identifier column. Everlaw pre-populates an abbreviation for the identifier which you can edit. This identifier exists only within your organization.

To apply an identifier:

1. Go to the Users section of the Projects & Users tab.
2. 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:

1. Select the project from the Projects section.
2. Navigate to the Users tab of the popout on the right side.
3. Apply the User Identifier in the project's users list.

Security Settings

Organization admins can configure security settings for all projects within a single organization. Organization admins can override project-level security settings to enforce a more restrictive setting. Projects on an organization with overridden security settings are not able to adjust those settings in Project Settings. If Organization Admins do not override projects’ settings, project admins are 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 are restored to their setting before the override.

On the Security Settings tab, Organization Admins can manage SAML single sign-on options and associated domains. Single sign-on settings are not adjustable at the project level, so they do not include an override option.

Machine translation

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.

Export users

Organization Admins can 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 can 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.

OA Access

Organization admins can 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. Organization Admins with Database Admin permissions can still manually enable or disable OA access from the Projects tab of the Organization dashboard, even when the setting is toggled off. When you create a new database while the setting is toggled off, you are warned that OA access is automatically disabled.

Production sharing

To limit how productions can be shared to outside sources in your organization, set the sharing options to Download only or Download and email, which excludes shareable links. This setting affects how users can share existing and future productions in your organization’s projects, but it does not revoke access to unexpired productions shared prior to adjusting the setting.

Associate domains

You can associate domains with your organization. To request that one or more domains be associated with your organization, please reach out to support@everlaw.com. You may also request that users with these domains are automatically added to your organization on account creation.

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Manage multiple organizations

If you are an Organization Admin on multiple Everlaw organizations, you can switch between them by select the drop down at the top of the Org Admin page.

You can change your Primary Organization in your account settings.

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)

Organization Admins can view documents in the review window, but if they are not added to the project a a user, they cannot apply review work product, such as codes and redactions. An Organization Admin who is not a user on a project sees a lock on the review work they are not able to apply.

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