Legal Software Training: Setting up External Users With NetDocuments

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Because ShareSpaces is somewhat limiting, many organizations have made the choice to create and maintain External Users.  This might be the right fit for your company, as well.

Setting up External Users is a great option that can be used for outside collaboration because you are not limited by the number of documents you are sharing, like you currently are with ShareSpaces.  NetDocuments allows NetDocuments Administrators to grant limited access to outside individuals, like clients, experts, or co-counsel.  These users are called External Users.   External Users are allowed restricted access into an organization's NetDocuments system when External groups have been created.

The External groups are first granted minimal access into a particular Cabinet inside the company’s NetDocuments System. Next, access is granted to a particular attribute.  For example, a “Matter” within a Client. That External group is then given specific access using the following V,E,S,A, controls. 

V – View, with V rights a group can View documents or other items in the cabinet.

E – Edit, with E rights a group can Edit documents or other items in the cabinet.

S – Share, with S rights a group can Share documents with users that have similar security access in the cabinet.

A – Administer, with A rights a group can apply the cabinet default access list to a document or folder.

Access granted to external users is usually very limited and is applied by using access settings such as V, VE, and VES.  Below is an example of security being applied to a Matter.

External User access example - editing a matter

Here are some examples of using the access column:

Litigation|VES*Estate|V*U:john.smith@cfrs.com|VESA

Business|VES*Finance|V*Contract|V

Contract|VES*Financial|V*Proposal|N

If you have any questions about External Users or would like some assistance in setting up users in NetDocuments, we'd be happy to  help. Just reach out to us for a helping hand at info@affinityconsulting.com or request a consultation.


Ted Kriss

Written by Ted Kriss

A member of our default services team, Ted is someone who is truly a jack of all trades. A former paralegal and law firm system administrator, Ted’s areas of specialty include customized macro conversion solutions, accounting setup, report creation, legal document automation, data migration, mailroom automation and paperless solutions. Ted’s “out of the box” thinking enables him to recommend innovative solutions that streamline processes and improve workflow. Known as “the creative thinker,” Ted’s amiable disposition makes him someone clients are comfortable working with again and again. Helping the people he works with have their “a-ha moment” is Ted’s favorite part of the job.

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