CT Summation WebBlaze 2.9.1 Administration Guide WB Admin 3.1
2012-09-19
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AD Summation Administration Guide WebBlaze Version 3.1 Published: September 2010 COPYRIGHT INFORMATION © 2009 AccessData, LLC. All rights reserved. The information contained in this document represents the current view of AD Summation on the issues discussed as of the date of publication. Because AD Summation must respond to changing market conditions, it should not be interpreted to be a commitment on the part of AD Summation, and AD Summation cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. AD SUMMATION MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording or otherwise) or for any purpose, without the express written permission of AD Summation. AD Summation may have patents, patent applications, trademarks, copyrights or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from AD Summation, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. AD Summation, iBlaze, Blaze, WebBlaze, Enterprise, and CaseVantage are trademarks of AD Summation in the United States and/or other countries. Microsoft, Windows, PowerPoint, and Outlook are registered trademarks of Microsoft Corporation in the United States and/or other countries. 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AD Summation 425 Market Street, 7th Floor San Francisco, CA 94105 USA Contents INTRODUCTION ............................................................................................................................................................................................... 1 Audience ................................................................................................................................................................................................... 1 Styles Used in This Document .................................................................................................................................................................. 1 NEW FEATURES IN WEBBLAZE 3.0 .............................................................................................................. Error! Bookmark not defined. LICENSING AD SUMMATION WEBBLAZE .................................................................................................................................................... 2 Understanding AD Summation WebBlaze Licensing ............................................................................................................................... 2 Auto-Assigning Empty Seat Licenses....................................................................................................................................................... 3 Updating Seat Count ................................................................................................................................................................................. 3 Assigning and Clearing a License for a User ............................................................................................................................................ 4 Viewing User Information ........................................................................................................................................................................ 4 SETTING PASSWORD RULES .......................................................................................................................................................................... 5 ADDING USERS AND GROUPS......................................................................................................................................................................... 6 Adding Users and Assigning AD Summation WebBlaze Passwords........................................................................................................ 7 Adding Groups ....................................................................................................................................................................................... 10 SETTING GROUP SECURITY AND CASE ACCESS ........................................................................................................................................ 12 Setting the Securable Permissions for a Group ....................................................................................................................................... 14 Specifying Case Access Settings ............................................................................................................................................................ 21 WORKING WITH FORMS............................................................................................................................................................................... 23 APPENDIX A: SAMPLE GROUPS AND PERMISSIONS ................................................................................................................................... 24 First Chair Lawyer .................................................................................................................................................................................. 24 General Counsel...................................................................................................................................................................................... 24 Co-counsel .............................................................................................................................................................................................. 24 Testifying Experts ................................................................................................................................................................................... 24 Non-testifying Expert Consultants .......................................................................................................................................................... 25 AD Summation WebBlaze Administration Guide | 1 Introduction AD Summation WebBlaze provides users with secure, dynamic access to AD Summation iBlaze case data using a standard Microsoft Windows Internet Explorer web browser. This guide contains information about the following administrative topics: • Licensing AD Summation WebBlaze • Setting Password Rules • Adding Users and Groups • Setting Group Security and Case Access • Working with Forms • Sample Groups and Permissions The AD Summation WebBlaze interface contains additional administrative functions. See the AD Summation WebBlaze Online Help for more information about these functions. AUDIENCE This document is intended for AD Summation WebBlaze administrators who have installed the WebBlaze server and who are ready to set up user groups. You must complete the procedures described in the AD Summation WebBlaze Installation Guide before proceeding with the information found in this guide. Once you install the AD Summation WebBlaze server, the Administrator Console that you access within AD Summation iBlaze is modified to allow you to administer access for WebBlaze. STYLES USED IN THIS DOCUMENT This document provides a number of visual cues to help guide you. The following styles are used in this document: Italicized Text – Italicized text indicates a new term or a term that is specific to AD Summation WebBlaze or AD Summation. The first time that a new term is used, it is italicized and accompanied by a definition. Italicized text also indicates the title of another document or section within this document. Bold Text – Bold text indicates an item that is found on the AD Summation WebBlaze interface, such as a menu option, a window, a field, or a dialog. NOTE: Notes call attention to supplemental yet important information about the topics covered in this document. Notes also provide suggestions on how to deal more effectively with AD Summation WebBlaze administration, or warnings that you should heed. Licensing AD Summation WebBlaze There are two concepts that you should understand when setting user permissions. First, the user must have a seat license. Second, the user must have explicitly assigned permissions to access case data. This section discusses licensing. See the Setting Group Security and Case Access section in this document for more information about permissions. UNDERSTANDING AD SUMMATION WEBBLAZE LICENSING The AD Summation WebBlaze licensing structure is based on named seats. This means that each AD Summation WebBlaze user must be assigned a licensed seat in order to use the WebBlaze server. The named seat licensing structure allows you to pre-assign a seat license to a particular user or to allow AD Summation WebBlaze to autoassign the seat license from a pool of available licenses. A user has exclusive use of a seat license until you, the administrator, manually reassign the license to another user or place the license back into the pool of available licenses for auto-assignment. AD Summation WebBlaze licenses and AD Summation iBlaze licenses are completely separate from one another and must be purchased separately. NOTE: Your AD Summation WebBlaze installation code includes information about the number of purchased and named seat licenses. You can use the Administrator Console in AD Summation iBlaze to activate the additional seats. For more information, see the Updating Seat Count section in this document. NOTE: You must have Internet access on the computer that runs the Administrator Console in order to use the Update Seat Count option. To access licensing functions: 1. From the File menu in AD Summation iBlaze, select Administrator Console. The Enter Administrator Console Password dialog is displayed. NOTE: Make sure the Case Explorer is in focus in order to access Administrator Console from the File menu. 2. Provide your administrator password and click OK. The Administrator Console is displayed. NOTE: The first time that you log into the Administrator Console, the default password is Admin. Change this password as soon as possible by clicking System Options on the Group Admin tab and selecting Set Admin Console Password. 3. Click the WebBlaze Admin tab. AD Summation WebBlaze Administration Guide | 3 WebBlaze Admin Tab AUTO-ASSIGNING EMPTY SEAT LICENSES AD Summation WebBlaze can automatically assign available seat licenses to users when they log on to WebBlaze. A seat is auto-assigned if it is available and if the user has appropriate permissions. To enable the auto-assignment of seats: 1. Click the Auto-Assign Empty Seat Licenses check box on the WebBlaze Admin tab of the Administrator Console. 2. Click Apply. Licenses are automatically assigned to users as they log on to AD Summation WebBlaze. 3. If you have no additional administrative tasks in the Administrator Console, click OK. The Administrator Console is closed. UPDATING SEAT COUNT If you purchase additional seat licenses, use the Administrator Console to activate the additional seats. To update the seat count, click Update Seat Count on the WebBlaze Admin tab. You can also click Update Install Code and enter the installation code provided to you by AD Summation to update your seat count. The information box on the top of the tab reflects your available seats. NOTE: You must have Internet access on the computer that runs the Administrator Console in order to use the Update Seat Count option. ASSIGNING AND CLEARING A LICENSE FOR A USER You can explicitly assign a seat license to a user. This gives this user exclusive use of a named seat license, removing a seat from the pool of available seats. The seat is associated with the user, and the user is only allowed to log in to AD Summation WebBlaze from one computer at a time. Before assigning a license to a user, you must add the user to the system. For more information about adding users, see the Adding Users and Groups section in this document. To assign a named seat license to a user: 1. On the WebBlaze Admin tab, click Assign User. The Select Users to License dialog is displayed. 2. Select the user or users to whom you want to assign a seat license and click OK. The user or users are listed in the Users Assigned to a Seat License box, and the information box on the top of the tab reflects the number of used seats. NOTE: The Users Assigned to a Seat License box lists both the users who were assigned seat licenses manually and the users who were automatically assigned seat licenses by AD Summation WebBlaze. 3. Click Apply and then OK. The Administrator Console is closed. To clear a license for a user and return it to the pool of available seats: 1. In the Users Assigned to a Seat License box, select the user whose seat license you want to return to the pool of available licenses. 2. Click Clear User. The user's name is removed from the Users Assigned to a Seat License box, and the information box on the top of the tab reflects the number of available seats. 3. Click Apply and then OK. The Administrator Console is closed. VIEWING USER INFORMATION The WebBlaze Admin tab allows you to view the permissions assigned to users who are listed in the Users Assigned to a Seat License box. To view information about a user: 1. In the Users Assigned to a Seat License box, select the user whose permissions you want to see. 2. Click User Info. The User Info dialog is displayed, allowing you to see the permissions that the user has been assigned in both WebBlaze and iBlaze. Note that this information is read-only. For more information about setting permissions, see the Setting Group Security and Case Access section in this document. 3. Click OK to close the User Info dialog. AD Summation WebBlaze Administration Guide | 5 Setting Password Rules You have the option to enforce password rules for AD Summation WebBlaze users. There are two types of rules: • Minimum Length – Passwords can be between six and twenty characters. You have the option to set a minimum length of six characters or higher. The default minimum password length is six characters. • Require Complex Password – Passwords can contain additional rules. Passwords must not contain the user's account name. In addition, they must contain characters from each of the four following categories: o o o o Capital letters (A - Z) Lowercase letters (a - z) Digits (0 - 9) Non-alphanumeric characters (such as !, $, #, or %) You can set password rules on the WebBlaze Admin tab in the Administrator Console. To set password rules for AD Summation WebBlaze users: 1. On the WebBlaze Admin tab, click Password Rules. The WebBlaze Passwords dialog is displayed. WebBlaze Passwords Dialog 2. In the Minimum Length box, specify the minimum number of characters that users must include in their passwords. 3. In the Require Complex Password area, specify whether you want to use complex password rules. 4. Click OK. The dialog is closed. 5. If you have no additional administrative tasks in the Administrator Console, click OK. The password complexity rules are set and the Administrator Console is closed. Adding Users and Groups Permission to access case data on the AD Summation WebBlaze server is assigned through the Administrator Console within AD Summation iBlaze. The Administrator Console is updated during the installation process of the AD Summation WebBlaze server to include administration settings and tabs that are specific to WebBlaze. This section covers the following topics: • Adding users and assigning them AD Summation WebBlaze passwords (you can assign WebBlaze passwords to existing AD Summation users as well). • Creating groups and adding users to the groups (you can also add users to existing groups). You can also assign security and access case elements, such as specific transcripts or forms. For more information, see the Setting Group Security and Case Access section in this document. NOTE: For security reasons, AD Summation recommends that you create a group and set security on it before adding users to the group. This prevents users from potentially logging on to AD Summation WebBlaze before you have limited their access. You can add users and groups on the Group Admin tab of the Administrator Console. To access the Group Admin tab: 1. From the File menu in AD Summation iBlaze, select Administrator Console. The Enter Administrator Console Password dialog is displayed. NOTE: Make sure the Case Explorer is in focus in order to access the Administrator Console from the File menu. 2. Type your administrator password in the box and click OK. The Administrator Console is displayed, with the Group Admin tab topmost by default. AD Summation WebBlaze Administration Guide | 7 Group Admin Tab ADDING USERS AND ASSIGNING AD SUMMATION WEBBLAZE PASSWORDS Existing AD Summation users are listed in the Summation Users box in the lower portion of the Group Admin tab. You can add new users in this area, and you can assign AD Summation WebBlaze passwords to existing users. This section explains how to do both. ASSIGNING AD SUMMATION WEBBLAZE PASSWORDS TO EXISTING USERS Users who have AD Summation WebBlaze passwords are listed in bold in the Summation Users box. Users who do not have WebBlaze passwords are listed in regular text. You can assign a AD Summation WebBlaze password to an existing user in the Summation Users box. To assign a AD Summation WebBlaze password to an existing user: 1. Select the user to whom you want to assign a WebBlaze password and click User Options. A menu is displayed. 2. Select Set WebBlaze Password. The User Password Change Dialog is displayed. NOTE: You can access this same menu by right-clicking a user name. 3. Type a password in the WebBlaze Password box. 4. Retype the password in the Re-Enter Password box. 5. Click OK. 6. Repeat Steps 1 through 5 for other users as needed. AD Summation WebBlaze Administration Guide | 9 7. When you are finished assigning passwords, click Apply. The passwords are saved. 8. If you have no additional administrative tasks in the Administrator Console, click OK. The Administrator Console is closed. ADDING USERS You can add new AD Summation WebBlaze users in the Summation Users box on the Group Admin tab. NOTE: When you create users with NT Security, these users will only be able to log in to AD Summation WebBlaze. These users will not be able to access the network in which the AD Summation WebBlaze server and the AD Summation LAN server reside. To add users: 1. In the Summation Users box, click User Options. A menu is displayed. NOTE: You can also access this same menu by right-clicking a user name. 2. Click Add User to System. The Enter Name of User for Group Membership dialog is displayed. Enter Name of User for Group Membership Dialog 3. Type the user name that you want to assign to the user in the User Name box. 4. Type a password for the user in the WebBlaze Password box. 5. Retype the password in the Re-Enter Password box. 6. Click OK. The user is added to the Summation Users box and the Enter Name of User for Group Membership dialog remains open. Summation Users Box 7. Repeat Steps 3 through 6 for any additional users that you need to add. 8. Click the Close icon in the upper right of the dialog when you are finished adding users. 9. Click Apply. The user names and passwords are saved. 10. If you have no additional administrative tasks in the Administrator Console, click OK. The Administrator Console is closed. You can now create groups and add the users to groups. ADDING GROUPS Permissions and case access are set for users on a per group basis. Therefore, you have to assign users to a group to give them access to AD Summation WebBlaze features and cases. You can add groups in the AD Summation Groups box on the Group Admin tab. If you already have existing groups set up that fit your needs, skip to Step 4 in the following procedure to learn how to add users to a group. Once you have set up your groups, you can set permissions for those groups. For information about setting permissions, see the Setting Group Security and Case Access section in this document. Read the Appendix A: Sample Groups and Permissions section in this document for ideas about groups and the permissions that you might want to assign to them. This appendix is not an exhaustive list, but can be used as a starting point. Groups and permissions will vary according to your needs and the practices of your firm. To add a group: 1. In the AD Summation Groups area, click Group Options. A menu is displayed. 2. Select Add AD Summation Group. The Enter Name of New Group dialog is displayed. Enter Name of New Group Dialog 3. Type the name of the new group in the box and click OK. The group is listed in the AD Summation Groups drop down list, and you can add users to the Users in Group box. NOTE: If you want to add users to an existing group, select the group from the drop down list and follow the remaining steps in this procedure. 4. Click Group Options. A menu is displayed. 5. Click Add Users to AD Summation Group. The Add User to Group dialog is displayed, listing the AD Summation users. AD Summation WebBlaze Administration Guide | 11 Add Users to Group Dialog 6. Select the user or users that you want to add to the group and click OK. The users are added to the group and listed in the Users in Group box. 7. Click Apply. Your additions are saved. 8. If you have no additional administrative tasks in the Administrator Console, click OK. The Administrator Console is closed. You can now set group security and case access. Setting Group Security and Case Access There are three levels of security that you can set: • Global permissions – These are permissions for a group that apply to any case in AD Summation WebBlaze. Group members can use or are blocked from using a function in any case that they are working on in AD Summation WebBlaze. For example, you can allow users to mark up images in all cases. • Case-specific permissions – These are permissions for a group that apply to a specific case. Group members can use or are blocked from using a function in a specific case that they are working on in AD Summation WebBlaze. For example, in a particular case, you can disallow members from marking up images even though the members can mark up images in all other cases. Case-specific permissions take priority over global permissions. • Access permissions for specific case elements – Group members can be allowed or disallowed to access specific case elements, such as the Events form or specific transcripts. AD Summation recommends that you set a group's global permissions for all cases in AD Summation WebBlaze first, and then allow or disallow permissions for a specific case as needed. It is helpful to understand the way that AD Summation applies permissions for users. The system first looks at the functions that a user has permission to use by checking the case-specific permissions for all the groups to which the user belongs. If a permission is granted or revoked for use within a specific case, AD Summation uses that setting. If a permission is left unspecified, AD Summation checks the permission at the global level. If a permission is granted or revoked at the global level, that setting is used. If the permission is not specified, the user does not have access to that function. NOTE: If a user belongs to two groups and the same permission is granted in one group and revoked in the other, the revocation takes priority. The following diagram illustrates the method that AD Summation uses to determine which WebBlaze functions are available to a group, using the Can View Notes permission as an example. AD Summation WebBlaze Administration Guide | 13 CT Summation checks the Can View Notes permission at the case-specific level for all the groups that a user belongs to. No, permission is revoked. Note icons are not displayed in the margins of transcripts and full-text documents. Members cannot view notes. Are any of the groups allowed to view notes? Yes, permission is granted. Note icons are displayed in the margins of transcripts and full-text documents. Members can click these icons to view notes. The permission is not specified. CT Summation checks the permission at the global level. CT Summation checks the Can View Notes permission at the global level for all the groups that a user belongs to. No, permission is revoked. Note icons are not displayed in the margins of transcripts and full-text documents. Members cannot view notes. Are any of the groups allowed to view notes? Yes, permission is granted. Note icons are displayed in the margins of transcripts and full-text documents. Members can click these icons to view notes. The permission is not specified, so members cannot see notes. Note icons are not displayed in the margins of transcripts and full-text documents. Members cannot view notes. Methodology Used to Determine Whether a Group Can View Notes In the following example, the Testifying Experts group is allowed to use all of the Notes functionality at the global level (the screen on the left). For the P. Franc vs. K. Morris case, most of the Notes permissions are not specified (the screen on the right). Therefore, AD Summation applies the global permissions to the P. Franc vs. K. Morris case, allowing the group to use these functions. However, the permission Can Delete Others' Notes is revoked for the P. Franc vs. K. Morris case. This means that the users in the Testifying Experts group are not allowed to delete others’ notes, even though this function is allowed at the global level. Notes Permissions for All Cases and a Specific Case The basic steps for setting permissions at global and case-specific levels are as follows: 1. Set the maximum level of permissions for the group at the global level. For information about setting permissions for a group, see Setting the Securable Permissions for a Group. 2. Add the case or cases to which the group will have access using AD Summation WebBlaze. For more information about adding cases, see Specifying Case Access Settings. At this point, you can also set access permissions to case elements. 3. With a specific case selected, set the appropriate case-specific permissions for the group if it is necessary to further restrict or override the global permissions that were set in Step 1. For information about these permissions, see Setting the Securable Permission for a Group. 4. If you did not set access to case elements in Step 2, set access to various case items per the needs of the group and your firm. You can also set a password for the case. For more information about these items, see Specifying Case Access Settings. SETTING THE SECURABLE PERMISSIONS FOR A GROUP You can set group permissions globally and for specific cases in AD Summation WebBlaze. These functions are listed according to the categories shown on the Administrator Console in the Maximum Permissions for Group box. As an administrator, you can select a category heading to grant, revoke, or leave unspecified all the permissions within that category. AD Summation WebBlaze Administration Guide | 15 It is important to note that some permissions are dependent upon related permissions. For example, if the group is not granted the permission Can Open Form View, the group will not be able to use the related functions Can Add to Database and Can Edit Database even if those permissions are granted. This is because the group needs access to the Form View in order to use the Can Add to Database and Can Edit Database functions. NOTE: You should understand how permissions work for a group at a case-specific level and at a global level. This information is provided at the beginning of the Setting Group Security and Case Access section in this document. To set securable permissions for a group: 1. From the File menu in AD Summation iBlaze, select Administrator Console. The Enter Administrator Console Password dialog is displayed. NOTE: Make sure the Case Explorer is in focus in order to access the Administrator Console from the File menu. 2. Type your administrator password in the box and click OK. The Administrator Console is displayed. 3. Click the Groups tab. 4. From the Groups drop down list, select the group for which you want to set permissions. 5. Click the WebBlaze tab underneath the drop-down list. 6. In the WebBlaze Cases for Group box, click WebBlaze Case Security Settings. NOTE: Selecting WebBlaze Case Security Settings allows you to set global security for cases in AD Summation WebBlaze. You will set security for specific cases later in the procedure. 7. In the Maximum Permissions for Group box, set the permissions for the group. See the Securable Permissions for a Group table in this document for descriptions of the categories and functions for which you can set permissions. You can grant or revoke a permission, or leave the permission unspecified. 8. To grant a permission, click the check box next to the permission. A check mark is displayed in the check box. 9. To revoke a permission, highlight the permission and click Revoke. A warning message is displayed. 10. Click OK. A red X is displayed in the check box. 11. Click Apply. The permissions are set. 12. Click Add/Remove Cases to select the cases to which the group will have access. (For detailed information about setting case security and creating case paths to case data, see the Using the Administrator Console topics in the AD Summation iBlaze Online Help.) The Case Info Files dialog is displayed. 13. Select the cases to which the group will have access and click OK. The cases are listed in the WebBlaze Cases for Group box. NOTE: At this point, you can opt to specify access to various case elements, such as specific forms, transcripts, or Document Collections. For more information, see the Specifying Case Access Settings section in this document. 14. In the WebBlaze Cases for Group box, select a case for which to set permissions. 15. In the Maximum Permissions for Group box, set the permissions for the group while working in the case you selected. Alternatively, if you do not set case-specific permissions in this step, the group will inherit the global permissions that you set in Step 7. See the Securable Permissions for a Group table in this document for descriptions of the categories and functions for which you can set permissions. 16. Click Apply. The permissions are set. 17. Repeat these steps for additional cases if necessary. Your additions are saved. 18. If you have no additional administrative tasks in the Administrator Console, click OK. The Administrator Console is closed. At this point, you can further restrict or grant access to case-specific items. For more information, see Specifying Case Access Settings. SECURABLE PERMISSIONS FOR A GROUP TABLE CATEGORY PERMISSION DESCRIPTION Case Can View Case Organizer Tabs The Case Organizer is available in the Case Explorer. You can further specify which Case Organizer outlines should be available to the group. For more information, see Specifying Case Access Settings. Can View Case Organizer Links The ability to click and view links to images, transcripts, and OCR documents from a Case Organizer outline. This permission works in conjunction with the Can View Transcripts, Can View Images, and Can View ocrBase Docs permissions. For instance, if a group has been granted the Can View Case Organizer Links permission, but does not have the Can View Transcripts permission, the group members will not see any links to transcripts that exist in the outline. NOTE: This permission provides the ability to view and click these links. Case Organizer outlines may contain links to privileged information or other material that you do not want to expose. Such exposure may lead to the discovery of the linked item. For this reason, AD Summation recommends that you do not grant the Can View Case Organizer Links permission for groups with users who are external to your firm. Can View eDocs The eDocs & eMail component is added to the Case Explorer. Group members can include these components in a search from the Core Database, and have the ability to view e-mail messages, attachments, and electronic documents from either a Core Database record or from the Search Results page. Can View Others’ Search Results’ HotFacts The ability to see HotFact designations on records that are specified as HotFacts by other users in the Search Results report. If this permission is not granted, users will only be able to search for their own HotFact designations. AD Summation WebBlaze Administration Guide | 17 CATEGORY PERMISSION DESCRIPTION Can Open Search Results The ability to check items in the Case Explorer to search, and display search hits on the Search Results page. NOTE: Users must have this permission in order to conduct searches of multiple case elements simultaneously. Users can only search those areas that they have permission to view. For example, if group members have access to Transcripts and Document Collections, they can search both of these case components at the same time. However, these users will not be able to search the Core Database unless they have permission to view this case component. Core Database Transcripts Can Batch Add MultiEntry Items The ability to add the same information to a multi-entry field in more than one record at the same time. Can Tally The ability to use the Tally feature on applicable fields. This feature allows group members to see the number of times an entry (such as a date or an issue) occurs in a given field. Can View Core DB The Core Database is listed in the Case Explorer, and group members can open it to display records. Group members can also include it in a search if the Can Open Search Results permission is also granted. Can Add to Database The ability to add new summaries to the Core Database through the Form View. This permission requires that Can Open Form View and Can Edit Database be allowed. If Can Edit Database is not allowed, group members will receive an empty form with read-only fields. Can Edit Database The ability to edit Core Database records through the Form View. This permission requires that Can Open Form View be allowed. Can Open Form View The ability to switch to the Form View. This permission must be allowed if you want to allow group members to perform related functions such as adding records or editing records. You can further specify which forms should be available to the group. (For more information, see Specifying Case Access Settings.) Can Open Column View The ability to open the Core Database in Column View, or switch to the Column View from the Form View. You can further specify which forms should be available to the group. (For more information, see Specifying Case Access Settings.) The forms' corresponding tables are displayed in the Column View. Can HotFact Core The ability to mark records in the Core Database as HotFacts. This permission requires the ability to open either the Column View or the Form View, and also requires the ability to edit the database (Can Open Form View or Can Open Column View, Can Edit Database). Can View Stacked Core Form The ability to view the stacked form for a record. The stacked form displays the fields that are listed in the Column View. You can further specify which forms should be available to the group. (For more information, see Specifying Case Access Settings.) This permission requires that Can Open Form View be allowed. Can Add & Edit Lookups The ability to add items to lookup tables and edit items in lookup tables. This option requires that Can Batch Add MultiEntry Items and Can Edit Database be allowed, as well as either Can Open Column View or Can Open Form View. Can Delete Lookups The ability to delete items in lookup tables. Can View Transcripts The ability to view transcripts in the Case Explorer and include them in searches, if the Can Open Search Results permission is also allowed. You can further specify which transcripts or transcript groups should be available to the group. (For more information, see Specifying Case Access Settings.) CATEGORY PERMISSION DESCRIPTION Can View Evidence Links in Transcripts The ability to click links within an open transcript to view related testimony in another transcript or images in the Core Database. If this permission is revoked (or is not granted), group members will not see the links within a transcript. NOTE: Your transcripts may contain links to privileged information or other material that you do not want to expose. Such exposure may lead to the discovery of the linked item. For this reason, AD Summation recommends that you use extreme care when granting this permission to groups with users who are external to your firm. Notes Can View Notes The Transcript Notes and ocrBase Notes case components are listed in the Case Explorer and can be included in searches, if the Can Open Search Results permission is also allowed. If a group does not have the ability to view notes created by others (Can View Others' Notes), then the only notes that a group member can search are his or her own notes. This permission also displays note icons in the margins of transcripts and full-text documents in the ocrBase. Can Add Notes The ability to add notes to a transcript or a document in the ocrBase. This function requires that the group has the ability to view notes (Can View Notes). Can Delete Notes The ability to delete transcript or ocrBase notes. If the group does not have the ability to view notes created by others (Can View Others' Notes), then members can only delete their own notes. Can View Others’ Notes The ability to view notes created by other users. This permission is useful, for example, if you want to block users outside of your firm from viewing attorney or other employee notes. Can Edit Others' Notes The ability to edit other users' transcript notes and ocrBase notes. This function requires that the group has the ability to view notes created by others (Can View Others' Notes). Can Delete Others' Notes The ability to delete other users' transcript notes and ocrBase notes. This function requires that the group has the ability to view notes created by others (Can View Others' Notes). Can Hotfact Others’ Notes The ability to mark notes created by other users as HotFacts. This function requires that the group has the ability to view notes created by others (Can View Others' Notes). ocrBase Can View ocrBase Docs The ocrBase case component is listed in the Case Explorer, and the group has the ability to view ocrBase documents from either a Core Database record or by including the ocrBase component in a search from the Case Explorer. Images Can View Images The ability to view images from a Core Database record, from a Document Collection, from the Search Results page, or from an ocrBase document. Force Burn-in Redactions Redactions are always burned-in for members of the group. Users cannot view an image without redactions displayed. Compare with Can View Original Image. Force Burn-in Markups Image markups are always burned-in for members of the group. Users cannot view an image without markups displayed. Compare with Can View Original Image. Can View Original Image The ability to see an original image without redactions or markups. This permission will be overridden if Force Burn-In Redactions or Force Burn-in Markups is granted. Conversely, these permissions are overridden if Can View Original Image is granted. Can Add Markups The ability to add markups to images. If you want the group to be able to add markups, Can View Images must also be allowed. Can View Others' Markups The ability to view image markups created by other users. If you want the group to be able to view markups, Can View Images must also be allowed. AD Summation WebBlaze Administration Guide | 19 CATEGORY Administrator’s Tools User’s Tools Messages & Alerts PERMISSION DESCRIPTION Can Edit Others' Markups The ability to edit the image markups created by other users. If you want the group to be able to edit markups created by others, Can View Images and Can View Others' Markups must also be allowed. Can Delete Others' Markups The ability to delete image markups created by other users. If you want the group to be able to delete markups created by others, Can View Images and Can View Others' Markups must also be allowed. Can Set Image Label Information The ability to add labels to images. Image labels can be set on a per-user basis. Can View Net Status The ability to view the Net Status page. The Net Status page shows who is online, the IP address of each user, the last access date and time for each user, the login date and time for each user, and the case that each user is accessing. Can Administer Net Status The ability to use the functions on the Net Status page to get an updated view of the net status, end another user’s session, and block and allow AD Summation WebBlaze access. Can Set Timeout The ability to view and administer the Set Timeout page. This page is used to set the amount of time users are idle before their logins time out. Can Administer Login Status The ability to view and administer the Login Status page. This page is used to unlock user logins, set the Lockout Timeout, set the Login Failure Timeout, view and clear the Login Log and Case Access Log, and Update Login Status. Can Set Max Rows Returned The ability to view and administer the Search Results Limit page. This page is used to set the maximum number of rows that can be returned in a search, which affects the amount of time needed to perform a search. Can Set Global Date & Time Format The ability to view and administer the Date & Time Format page. This page is used to set the default date and time formats used globally in AD Summation WebBlaze. The date and time settings apply to new WebBlaze users and to existing WebBlaze users who have not changed the date and time settings in the User's Tools. Can Administer Review Sets The ability to create, edit, and delete Review Sets. Can View All Review Sets The ability to view all existing Review Sets. Users are able to view Review Sets that are assigned to them. If this permission is granted, group members can see all Review Sets, regardless of whom they are assigned to. Can Message Users The ability to use the Messaging function to send messages to other users on the system. The Messaging page displays the user names of other users who are currently using AD Summation WebBlaze. Can View Version About The ability to see and click the AD Summation WebBlaze version number on the bottom right side of the Home Page. Clicking this number displays detailed WebBlaze information that is useful to AD Summation Product Support for troubleshooting. You should review the information displayed on the WebBlaze Version About window before deciding to expose this information to external users. Can Change Password The ability for group members to change their own passwords. You can enforce complex password rules to ensure the security of your data. For more information, see Setting Password Rules. Can Set Date & Time Format The ability for group members to set the date and time formats used throughout their personal instances of AD Summation WebBlaze. Can View Global Alerts The ability for group members to see global alerts on the AD Summation WebBlaze Home page. These alerts are visible to all users regardless of the cases that they are working on. Can Add & Edit Global Alerts The ability for group members to create or edit global alerts. These alerts are visible to all users regardless of the cases that they are working on. This ability requires that Can View Global Alerts also be allowed. CATEGORY Document Collections People & Events PERMISSION DESCRIPTION Can Delete Global Alerts The ability to delete global alerts that are displayed on the AD Summation WebBlaze Home page. This ability requires that Can View Global Alerts also be allowed. View Case Alerts The ability to view an alert that is applicable to a specific case on the AD Summation WebBlaze Home page. Can Add & Edit Case Alerts The ability to create or edit alerts on the AD Summation WebBlaze Home page that pertain to a case. This ability requires that View Case Alerts also be allowed. Can Delete Case Alerts The ability to delete an alert that pertains to a case that is displayed on the AD Summation WebBlaze Home page. This ability requires that View Case Alerts also be allowed. Can View Document Repository The Document Collections case component is listed in the Case Explorer and group members can select a Document Collection to open. You can further specify which collections should be available to the group. (For more information, see Specifying Case Access Settings.) Can Open Doc Collection Column View The ability to open a Document Collection in Column View, or switch to the Column View from the Form View. You can further specify which forms should be available to the group. (For more information, see Specifying Case Access Settings.) The forms' corresponding tables are displayed in the Column View. Can Open Doc Collection Form The ability to switch to Form View. This permission must be allowed if you would like for group members to perform related functions such as adding records or editing records. You can further specify which forms should be available to the group. (For more information, see Specifying Case Access Settings.) Can Add to Doc Collection The ability to add a record to a Document Collection in the Form View. This ability requires that Can Open Doc Collection Form is also allowed. Can Edit Doc Collection The ability to edit a Document Collection in the Form View. This ability requires that Can Open Doc Collection Form is also allowed. Can Hotfact Doc Collection The ability to mark records in Document Collections as HotFacts. Can Search Doc Collections The ability to select a Document Collection in the Case Explorer to include in a search. Can View Stacked Doc Coll Form The ability to view the stacked form for a Document Collection record. The stacked form displays the fields that are listed in the Column View. You can further specify which forms should be available to the group. (For more information, see Specifying Case Access Settings.) Can View People The ability to view the People table. Can View Chronology of Events The ability to view the Chronology of Events table. Can View Event Links The ability to click and view links to depositions (in the DepoIDs column) or to Core Database record information and associated images (in the DocID column). This permission works in conjunction with the Can View Transcripts, Can View Core DB, and Can View Images permissions. NOTE: Some Chronology of Events records may contain links to depositions or to Core Database record information and images. Chronology of Events records may contain links to privileged information or other material that you do not want to expose. Such exposure may lead to the discovery of the linked item. For this reason, AD Summation recommends that you use extreme care when granting this permission for groups with users who are external to your firm. Can Set Event Effects The ability to assign event effects to Chronology of Events items. This allows group members to identify an item with a range of effects from Very Negative to Very Helpful. AD Summation WebBlaze Administration Guide | 21 SPECIFYING CASE ACCESS SETTINGS You can grant or revoke access to specific case elements for a group according to the needs of the group and your firm. In addition, you can also set a password for accessing the case. This section explains both of these tasks. NOTE: The steps in this section assume that you are setting access for a case that you have already added to the WebBlaze Cases for Group box. You may also set access at the time that you add the case. See the Setting the Securable Permissions for a Group section in this document for more information. To specify case access settings: 1. In the WebBlaze Cases for Group box, select the case for which you want to set access to case items. 2. Click Case Settings. The Remote Settings dialog is displayed. The settings available on this dialog are determined by the permissions that are set for the group and by the items that are available in the case. For example, if the group does not have permissions set in the Case and Core Database categories in the Maximum Permissions for Group box, then the Core Forms and Case Organizer settings will appear as Revoked in the Remote Settings dialog. As an additional example, the items listed under the Document Collections & Forms and Transcripts categories are dependent upon the availability of Document Collections, transcripts, and transcript collections in the case. Remote Settings Dialog 3. Adjust access as needed, and click OK to save your changes. The Case Access Settings table displayed below describes the categories on the Remote Settings dialog. CASE ACCESS SETTINGS TABLE CATEGORY DESCRIPTION Core Forms Specifies the Core Database forms that the group members can access from within AD Summation WebBlaze. Clicking this category gives the group access to all the forms listed. You can also restrict access to specific forms. Transcripts Specifies whether the group has access to all transcripts associated with the case, or to one or more different transcript groups. The transcript groups listed correspond to those set up in the Case Explorer in AD Summation iBlaze. CATEGORY DESCRIPTION Case Organizer Specifies the Case Organizer areas pertaining to the case that the group can access, including specific tabs that were set up locally. Document Collections & Forms Specifies the Document Collections pertaining to the case that the group can access. You can expand each collection and specify individual forms pertaining to the collection that the group can access. Events Collections & Forms Specifies the Chronology of Events collections and forms that the group can access. You can expand each collection and specify individual forms pertaining to the collection that the group can access. People Collections & Forms Specifies the People collections and forms that the group can access. You can expand each collection and specify individual forms pertaining to the collection that the group can access. SETTING A PASSWORD FOR A SPECIFIC CASE You can set a password for specific cases. This requires users to enter a case password before opening a case in AD Summation WebBlaze. To set a password for a case: 1. In the WebBlaze Cases for Group box, select the case for which you want to set a password. 2. Click Case Options. A menu is displayed. 3. Select Set Password on this case. The Set Case Password dialog is displayed. 4. Type a password for the case in the New Password box. 5. Retype the password in the Confirm New Password box. 6. Click OK. The password is set for the case. AD Summation WebBlaze Administration Guide | 23 Working with Forms When you install AD Summation WebBlaze, the Form Editor that comes with AD Summation iBlaze is automatically upgraded. You do not have to take any additional steps to use the forms that were originally created in AD Summation iBlaze. Your forms are automatically upgraded when you add a case to WebBlaze. For information about creating or modifying forms, see the Form Editor topics in the AD Summation iBlaze Online Help. NOTE: When you install AD Summation WebBlaze, the Data Access components (DataAccess.exe) are placed in your AD Summation iBlaze program directory. These components are required to work with certain parts of the Administrator Console and the new Form Editor. You may be prompted to install the Data Access components when using the Administrator Console or the Form Editor. Appendix A: Sample Groups and Permissions This appendix provides example setups for typical groups and the permissions that you might want to assign to them. The groups described in this section do not provide an exhaustive list and are for the purpose of example only. Groups and permissions will vary according to your needs and the practices of your firm. FIRST CHAIR LAWYER This group can access all case data, transcripts, and notes. This includes the Core Database, images, documents in the ocrBase, electronic documents, e-mail messages, the Chronology of Events, and so on. This group has administrative rights and permissions to the entire case, and has view all, add all, and edit all rights. These settings are an example of the general use of the features and functionality of AD Summation WebBlaze. GENERAL COUNSEL This group can access specific documents such as images, documents in the ocrBase, select data housed in a Review Set, and subsets of transcript information. This group should also have access to the ocrBase and to images. This group can add information to the beginning of the Summary and Attynote fields, and has the ability to add issues and to tally. This group has read-only rights to other data, and can add notes to selected transcripts and ocrBase documents. These settings provide focused access and “prepend” collaborative functionality. Counsel has access to just those documents that he or she seeks to review, with the corresponding ability to collaborate on those documents and transcripts. Edit rights are limited for this group. CO-COUNSEL This group can access the Core Database, images, ocrBase documents, and all transcripts. This group can add information to the beginning of the Attynote field and the end of the Issues field, has readonly access to other fields and can tally and print. In addition, this group can annotate ocrBase documents and transcripts and can edit their own notes and make them HotFacts, but cannot otherwise edit notes. These settings provide search, retrieval, and review access to the entire Core Database, with selected columns available for remote editing and the rest with read-only access. TESTIFYING EXPERTS This group has access to Document Collections limited to select records, images, and transcripts. This group has read-only access to case elements, and does not have access to the Core Database or to transcript notes. These settings provide limited access to specific information to prepare an expert to develop an opinion and testify appropriately. By placing specific, limited information in its own Document Collection, privileged and AD Summation WebBlaze Administration Guide | 25 work-product information is protected. This setup guards against inadvertent disclosure and unintended, courtordered disclosure because the information that experts have access to is segregated from the rest of the database. NON-TESTIFYING EXPERT CONSULTANTS This group has access to Document Collections limited to select records, images, limited objective columns, and selected transcripts. This group can add notes to a consultant's notes field, and has read-only rights to the rest of the data. This group can annotate transcripts and ocrBase documents, and can view images. Redactions and markups are burned-in on images for this group. These settings provide a consulting expert with the ability to review and comment upon a selected group of documents as images and OCR text with limited access to database information.
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