When you navigate to the Legal Service Providers tab, your legal service providers will be listed as Collaboration, Billing Only, Pending, or No Access.
These categories determine the level of interaction you would like to have with your legal service providers on matters, contracts, RFPs, and invoice submissions.
You can easily change the access level of a legal service provider at any stage by clicking on the colored icon next to it.
The Org Admin of the legal service provider will be notified via email and/or in-app that their access level has changed.
Most of the time, besides changing the access level as shown above, an additional step is required to facilitate collaboration with the legal service provider.
You'll find below the instructions for the desired access level change you wish to make.
From Collaboration to Billing only
When you change your legal service providers' access from Collaboration to Billing Only, the legal service provider will immediately lose access to any matters and contracts (including status updates, conversations, tasks, and files) they had previously accessed. Even if the action or the task is still outstanding, the legal service provider user will not be able to see or access this anymore. Now the legal service provider will only be able to upload invoices to the matters that you add them as a Billing Only member to.
After you change the access level from the Legal Service Providers tab, you'll need to go to the Members tab of the matters you want the legal service provider to be able to upload invoices, search for the legal service provider user, and add it as Billing only member.
From now on, the legal service provider will have no visibility over the matter but will be able to upload invoices against it.
If the legal service provider was previously a member of certain matters while in the Collaboration access level, they will be automatically downgraded to Billing Only on those matters.
From Billing only to Collaboration
When you change the access level of a legal service provider from Billing only to Collaboration, the legal service providerwill have the same level of access and visibility as any other member of the matter/contract within your organization. This includes full visibility over the details of the matters and contracts (including the ability to view status updates, conversations, tasks, and files).
After changing the access level from the Legal Service Providers tab from Billing Only to Collaboration, you will also need to change the legal service providers' access on any matters you want them to collaborate on.
To do this, from the Matter members tab, you need to add the legal service provider user as a member or assign him as the Matter Manager.
a) add the legal service provider as a member to a matter:
b) or add the legal service provider as Matter Manager:
From Collaboration or Billing only to No access
When you change your legal service provider from Collaboration to No access, the legal service provider will immediately lose all access to your organization in LawVu.
This includes access to any matters and contracts (including status updates, conversations, tasks, and files) they had previously access to, as well as the ability to upload invoices to any of your matters. Even if actions, tasks are outstanding, or invoices are pending approval, no users for the No Access legal service provider will have access to this information.
When changing the access level to No Access from the Legal Service providers tab, no additional actions are needed.
You will still be able to upload invoices on their behalf and select the legal service provider from the invoices dropdown list to assign spend to them.
From No Access to Billing only
When you change your legal service provider from No Access to Billing Only, it is necessary to provide key contact information to invite and set up their access to the LawVu platform. Once they accept the invite, the legal service provider will be able to upload invoices to the matters that you add them as a Billing Only member. They won't be able to see any matters or contracts (or their details).
Remember to also add the legal service provider user as a Billing only member to the matters you want them to upload invoices.
From No Access to Collaboration
When changing the access from No Access to Collaboration, it is necessary to provide key contact information to invite and set up their access to the LawVu platform. Once they accept the invite, you can add them as a member or Matter Manager to the matters/contracts you want them to have access to, and they will have full visibility over them, and their details.
The legal service provider needs to be added as a Matter Manager or member on the matters you want the legal service provider to have access to:
For more information on how to assign and collaborate with your legal service provider on a particular matter, check this article.
From Pending to No Access
If you have sent an invitation to a legal service provider and have since decided that you no longer want then to have access to LawVu, you can click on the Pending invitation icon beside the legal service provider's name and change the access to "No Access" and click on Continue. Doing this will still keep them in the system, and you can still attribute spend to them, but they will have no access to your data or see you in their directory.
However, do note that some law firms may be working with multiple clients in LawVu, so they will still have access to the LawVu platform, but they won't have any visibility into your specific data.
Note: At the moment, you can only change the 'Pending' status to No access.