Matters – Custom Roles: Tailor User Permissions to Your Organization

In Matter Management, each user has a role. The role decides what the user can see and do. There are three standard roles: Administrator, Contributor and Reader. If they do not fit your organization, DiliTrust can create a custom role for you: a role that works like a standard role, but with some permissions removed.

A permission is the right to do one action, for example create a matter or export spends.

✋ Who can do what

• DiliTrust creates and sets up custom roles. You cannot create them yourself in the application: the Roles page only shows the three standard roles.
• Your organization tells DiliTrust which permissions to remove, through your DiliTrust Account Manager.
• Each user has exactly one role, standard or custom.

✍ Request a custom role

1. Contact your DiliTrust Account Manager.
2. Choose the standard role to start from: Administrator, Contributor or Reader. This is the role type. Pick the role just above the access level you want, because a custom role can only remove permissions.
3. Give the role a name.
4. List the permissions to remove from that role.
5. DiliTrust sets up the role. You can then assign it to users.

✅ What you can remove

Permissions are grouped by theme. These permissions can be removed from a custom role:

• Matters: access the matter (overview, details, documents, custom tabs, QuickView, tasks); create a new matter; edit a matter (including its permissions); delete a matter; export matters
• Provisions: access provisions; add and edit a provision; export provisions
• Spends: access matter spends; create a new spend; edit a spend; delete a matter spend
• Requests: access, edit, create, delete and export requests
• Contacts: create, edit and delete contacts; access the contact list; import a contact list
• Analytics: access Analytics
• Roles and users: edit role permissions; add, deactivate and edit users
• Teams: create, edit and delete teams
• Configuration: access the configuration panel; access and edit the matter type configuration

☝ Rules to know

• A custom role can only remove permissions. It can never add a permission that its role type does not have. For example, a custom role based on Reader cannot create matters.
• Each custom role is based on one role type: Administrator, Contributor or Reader.
• The role type cannot be changed once the role is created.
• Some Administrator permissions cannot be removed, so an Administrator-based role can always manage the application.
• At least one active standard Administrator must always remain.
• Deleting a custom role is permanent.

❓ FAQ

Do custom roles change the standard roles?

No. Administrator, Contributor and Reader are fixed. They cannot be edited, renamed or deleted.

Who can modify or remove a custom role?

Your DiliTrust Account Manager, with the Customer Success team.