Minimum Software Version8.18.10
Solution(s)Cases International ✓ Cases US ✓ Institutions ⨉ Counsel ✓
Explains how to restrict and manage access to folders and individual documents so that sensitive information is only available to authorised users.

What are access controls?

Opus 2 allows access to folders and documents to be restricted to specific users or project groups. This ensures that confidential or sensitive information is visible only to those who require access.


Access can be controlled at two levels:

  • Folder‑level access, which applies to all documents within a folder
  • Document‑level access, which applies only to selected documents


Permissions can be assigned to individual users or to project groups, making it easier to manage access at scale. Users granted read‑only access can view documents and add notes or events but cannot add or remove documents or change access permissions.

Limiting folder access

  1. Navigate to the Documents worksheet from the top toolbar.
  2. Locate the folder or subfolder you want to restrict.
  3. Click the kebab (three‑dot) icon next to the folder.
  4. Select Set access from the menu.
  5. In the access dialog:
    • Use Add user to grant access to individual users, or
    • Add Project Groups from the lower‑left section to grant access to multiple users at once.
  6. Assign permissions:
    • Users marked as read‑only can view content but cannot manage documents or access settings.
  7. Ensure the Apply access to folder contents option is enabled so restrictions apply to all documents within the folder. 
  8. Save your changes.A screenshot of a computer Description automatically generated 

Important:
Each restricted folder must have at least one user or group with full (non‑read‑only) access. This ensures documents can still be added, removed, and managed.

Folders with restricted access are displayed with a limited‑visibility icon. Hovering over the icon shows which users have access.

Limiting access to individual documents

  1. Navigate to the Documents worksheet.
  2. Select one or more documents by ticking the checkbox in the leftmost column.
  3. Click Actions and choose Set access. 
  4. In the dialog window, add the users or project groups who should have access.
  5. Save the changes.

All project users who are not granted access will be unable to view or modify the selected document(s).

Related Links (optional)

Review folder and document permissions regularly to ensure access remains appropriate throughout the lifecycle of a case. Use project groups where possible to simplify ongoing access management.