Limited Users

General

The Limited User does not have the same rights as Standard and Admin Users. The Limited User can only see certain documents from the Browse page that have been assigned by a Custom Coded Shared Checkbox Field. To request more features, contact the Account Admin User(s) of the account. See Manage Users for more information.

NOTE: Before creating the Limited User in the account, you will need to set up the documents for the Limited User's review. Follow the steps in the sequence below to ensure proper Limited User setup and document access.

Setting up Documents for Limited User Review

Limited Users can only view documents that have been tagged to a "Shared Checkbox Field." To set up documents for Limited User viewing, perform the following steps:

1. From the Management tab select Manage Custom Doc Fields.

2. Follow the instructions on the Manage Custom Doc Fields Help Page HERE to add a new section called "Limited User Review" and a new tag/field called "Limited User Documents." (See Fig. 1 to the right)

3. Select the Shared Checkbox Field and click Create.

4. Navigate to the Browse page and use the Filter menu to locate the documents to be made available to the Limited Users. Once located, use Multi Doc Edit to mass tag the documents to the "Limited User Documents" tag you created in Step 3 above. (See Fig. 2 below)

5. Upon logging in, the Limited User will only be able to see the documents you selected and tagged in Step 4 above.

Fig 1: Adding the Limited User Shared Checkbox Field

Fig 2: Mass Coding Documents for Limited User Review

Creating the User in the Account

Once the documents have been tagged to the "Limited User Review" field, the Account Admin user must create the Limited User in the account and grant the user access to the documents. Please see the Manage Users Help Page for additional information.

1. Navigate to the Account tab and select Manage Users.

2. Select the account for which you want to add the new user (all accounts to which the Account Admin has administrative rights are listed on the left side of the screen).

3. Click the white + icon in the upper right corner (hovering over the icon will display the "Create New User in Account" text).

4. Enter the user's email address, and if desired, enable Two Factor Authentication (enabling Two Factor Authentication provides an extra layer of security by requiring users to verify their accounts with a verification code after entering their password. Leaving this option unchecked allows the new users to simply login with their email address and password.

5. Click Add User.

By default, users are assigned a "Standard" user type when added to an account. See below for instructions on assigning the Limited User document access.

Setting the Limited User's Permission and Granting Document Access

1. Once the new user has been added per the above, the Account Administrator should immediately set the user type to Limited User and assign the user to the case with the document set created at the beginning. The user will not be able to log in until a case assignment is made.

2. Select the new user that you created from the list of users, and in the User Type dropdown select Limited User.

3. Once the Limited User option has been selected, the list of cases on the right will update to show those with Limited User documents available for review. The text under the case name will indicate the name of the custom field with Limited User Documents (see the image below).

4. Choose the case where you set up the documents with the Shared Checkbox field at the beginning, check the box, and click Update

What the Limited User Can See and Do

Once the Limited User has been added and has been granted case access per the above, the user can login to Lexbe using the username you created and the password they set up. Once the user has successfully logged in, clicking Browse in the upper left corner will open the Browse page. Limited Users do not have the ability to run Searches in LEP.

See the sections below for what Limited Users can see on the Browse page and in the Document Viewer.

Limited User View: Browse

The Limited User's Browse view shows all documents assigned to the Limited User's case by the main administrator user account and contains the following columns: Title, Extension, Master Date, Placeholder, To, From, and Bates. See image below. NOTE: Limited Users do not have access to the tools menu down the left side of the Browse page.

Title. Shows the title of the document. By clicking the title, the entire document will be opened in the Document Viewer in PDF format.

Extension. Shows the file extension for the document.

Master Date. Contains the master date of the document as extracted from the document's metadata.

Placeholder. Displays a checkmark for any document with an Unsupported or Failed-to-Convert placeholder. See the Placeholder Files Help Page for more information.

To. Contains an email recipient's information extracted from the document's metadata (if available).

From. Contains an email sender's information extracted from the document's metadata (if available).

Bates. Displays the Bates number associated with the document if the document has been run through a production job in Lexbe, or if the Bates information has been populated with metadata from an incoming load file.

Limited User View: Document Viewer

When the Limited User clicks on a document from the Browse page, the document will open in the Document Viewer.

NOTE: Limited Users cannot code documents. The Coding tab in the Document Viewer will be empty, and the view will default to the Metadata tab.

See the image below for the Limited User's view inside the Document Viewer.

The Limited User can only flip through and see the documents in a Read-Only capacity and cannot make any changes to the document. As such, both the Coding tab and the Save button are grayed out.

To navigate to the next document, the user can select it from the Browse Documents list on the left, or click the arrows at the top of the document (See image above)

Limited User: Document Viewer Features

The Document (Center): This is the document selected for review. The document has up to ten (10) different views available.

Native. View the document in the native format (e.g., Word, Excel, etc.) using Microsoft Office or other native applications opened on a local computer. PDF files and TIFF collections (originals) can be displayed without installing additional software.
PDF. View all the pages of the document in a PDF format.
HTML. View the extracted text version of the original documents without using applications outside LEP. This view will not have page breaks, OCR, and is not a print-formatted version.
Redacted. Limited Users can only view redacted images in the Redacted tab. They cannot add or change redactions.
Text. View the indexed text of a document. This includes OCR text from scanned documents and extracted text from native documents.
Page. View paginated documents (multi-page PDFs and TIFFs) one page at a time. This can be faster for viewing large documents.
Annotated. Limited Users can only view annotated images in the Annotated tab. They cannot add or change annotations.
Produced. View documents that have been produced as part of a standard document production generated in LEP. The document will appear exactly as produced to opposing counsel including any redactions applied with the Redaction Editor and any Bates numbering applied when running the document production. NOTE: This option will be grayed out unless the selected document has been produced from within LEP. See the Production Job Help Page for information on running a document production.
Translated. View the translated version of a foreign language document that has previously been translated on a local computer using a third party translation tool, by human translation, or by using our eDiscovery Auto-Translation services. NOTE: This option will be grayed out unless the displayed document has an accompanying translation.
Compare. The compare function is not available to the Limited User.

Limitations and Alternative Options

The Limited User permission levels are set within the framework of the Lexbe eDiscovery Platform so additional features, such as Search, are not available. The Limited User cannot make changes to the documents added to the selection for review, but any document that has been Annotated or Redacted will be available for the reviewer to see.

One way to allow an outside individual (ex: an expert witness) to review and search a specific set of documents would be to create a separate case and include only the documents that the limited user is authorized to see. In this new case, the individual would be set up as a Standard User, with all of the rights of a Standard User including the ability to search, without having access to unauthorized documents. See Manage Cases and Manage Users for more information.

Creating a new case is something that an Account Admin User can accomplish themselves. Professional Services also has the ability to take documents identified by the client and duplicate the case using only the documents identified by the client. This would be a billable job at Standard Professional Services rates ($150/hour). Please be advised that depending on the Account's contract, additional gigabyte hosting costs may be incurred if creating a new case. Please check with the Account's Sales lead for more information on any questions related to pricing.

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