Public Consultation: Large-Scale Access Without Individual Accounts

Public Consultation lets your organization open up read access to the DiliTrust platform for a large number of people — think subsidiaries, departments, or non-legal teams across the world — without creating and managing an account for each person. Instead, everyone connects securely through a single shared, generic account using your company's Single Sign-On (SSO), with consistent roles and permissions applied to all.

This article explains what the feature does, how to set it up, and what to keep in mind. It applies to the Entities (LEM), Board Portal (BP), and Data Room (DR) modules.

⭐ Why Public Consultation Matters

Large organizations often need to give hundreds or thousands of people the ability to view information in the platform. Creating one account per person quickly becomes slow, costly, and hard to govern.

Public Consultation solves this by introducing a generic user account that acts as a shared entry point. Real users log in through this single account via SSO, so you get:

• Large-scale access with zero individual onboarding — no need to create or maintain thousands of accounts.
• Consistent roles and permissions — defined once and applied uniformly to everyone.
• Faster, simpler deployment — open access to your whole organization in a single operation.

In practice, this feature has been used to give around 80,000 users access at once, without creating a single individual account.

✅ Prerequisites / Getting Started

Before enabling Public Consultation, make sure the following are in place:

• Single Sign-On (SSO) enabled: SSO is required. Users authenticate through your company identity provider and are routed to the shared generic account.
• A defined permission profile: Decide in advance which roles and permissions the public account should have. These will apply to everyone connecting through it.
• A supported module: Public Consultation is available for Entities (LEM), Board Portal (BP), and Data Room (DR).
• A supported browser: We recommend an up-to-date version of Microsoft Edge or Mozilla Firefox.

Good to know: Two-Factor Authentication (TFA) is not used with the shared generic account, and no API integration is required — the feature is native to the platform.

☝ Step-by-Step Guide

Setting up Public Consultation is typically done with the support of your DiliTrust contact. The high-level steps are:

1. Confirm your SSO is active and connected to the platform.
2. Define the consultation profile: choose the roles and permissions the generic account should have (for example, read-only access to specific data).
3. Create the generic Public Consultation account and associate it with the profile you defined.
4. Map the account to your SSO so that eligible users are automatically directed to it when they log in.
5. Test with a small group to confirm users land on the right view with the correct permissions.
6. Roll out broadly: once validated, your full audience can connect through SSO — no individual setup needed.

✨ Tips & Best Practices

• Define permissions carefully up front. Because the profile applies to everyone, take time to validate exactly what the public audience should and shouldn't see.
• Use it for read/consultation needs. Public Consultation shines when many people need to view information, rather than edit it.
• Keep named accounts where needed. For users who require differentiated or higher-level access, you can keep individual named accounts running in parallel.
• Control access from your identity provider. Since access flows through your SSO, you can grant or revoke it centrally and instantly.

⛔ Limitations & Known Constraints

• Uniform access only: all users connecting through the generic account share the same roles and permissions. For differentiated access, named accounts are required.
• SSO is mandatory: the feature relies on SSO and cannot be used without it.
• No individual-level identity inside the platform: the platform logs activity at the level of the generic account. Identifying which specific person performed an action is done through your SSO/identity provider connection logs.
• TFA not applicable: Two-Factor Authentication is not used on the shared generic account.
• Module scope: available for LEM, BP, and DR — not all modules.

❓ Frequently Asked Questions

How can we tell who viewed what?

Activity is recorded at the level of the generic account within the platform. To identify individual users, you rely on the SSO connection logs from your identity provider, which track who signed in.

Does everyone see exactly the same thing?

Yes. The whole point of the shared account is a single profile with uniform permissions. If you need different levels of access for different people, you can keep named individual accounts alongside Public Consultation.

What if someone misuses the access?

You stay in control through your SSO. You can revoke a user's access at any time from your identity provider, without making any changes inside the DiliTrust platform.

Do we need to create accounts for each user?

No. That's the core benefit — no individual accounts are created or managed. Users simply connect through SSO to the shared account.

Which modules support Public Consultation?

It is available for the Entities (LEM), Board Portal (BP), and Document Room (DR) modules.

Is any technical or API work required?

No API integration is needed. The feature is native to the platform; the main prerequisite is an active SSO connection.