Case Groups are a user permissions feature available on Enterprise plans only. If you would like access to case groups, please email firstname.lastname@example.org.
Case Groups enable you to designate user access to only specific cases. This feature is particularly helpful for companies that need walled-off access between various teams.
Case Groups Setup
Note: To work with Case Groups, you will need to be an Account Administrator. If you do not have this permission status, ask one of the current Account Administrators to modify your permissions.
To create a Case Group, visit Account Settings > Case Groups. From there, you can create your first group by clicking the "+ Create a Case Group" button, and give the new group a name:
Next, select which users should be included as members in the group. Because Administrators and Standard Users have access to all cases for your account, Case Group assignments only apply to Limited Users (keep reading for more info).
Once the appropriate users have been added, use the drop-down to select which specific cases group members will be able to access. Click Save to finish.
Adding a Group to a New Case
When Case Groups are enabled on your account, you will see an added option when creating a new case called "Case Group." This allows any user to assign a case to a specific case group upon creation.
For Administrators and Standard Users, assigning a case group is optional. However, since Limited Users must be a member of a group in order to access a case, they are required to select a case group to which they are assigned when opening a new case file.
Managing Case Access
Once created, case group members and assigned cases can be managed under Account Settings > Case Groups via the pencil icon.
Case group access can also be managed by an Administrator at the case level. When viewing a particular case, click the Case Groups icon to display which groups currently have access to the case. To add group access to the case, click "+ Add more case groups" and select "+" to add access. To remove a group's access to a case, click the "X" next to the group name.
Note: Once a case group has been granted access to a particular case, members of that group can be added to the case as assigned users.
Case Groups User Permissions
For accounts using the Case Groups feature, there are some unique user permissions to note:
- Account Administrator - Case groups can only be managed by an Administrator. This includes creating and deleting a group, adding and removing users from a group, and granting or revoking a group's access to a particular case. As noted above, Administrators have access to all cases.
- Standard User - Standard users also have access to all cases, as well as the ability to assign themselves and other users to a particular case (depending upon the user's group permissions).
- Limited User - Limited users only have access to cases that are added to the group(s) to which they are a member. For example, say you have a Case Group called "Litigation Team 1", and you add five cases to the group. Limited Users with assigned to "Litigation Team 1" will only be able to access the cases available within that case group.
- Guest User - Guest users may only be assigned to a single case within CaseFleet. Access is free. (Click here for more information.)
NOTE: Only users with Limited permission status can be added to Case Groups. Standard Users or Account Administrators have access to all cases. Consequently, any current users you wish to block access to a particular case will need to be converted to a Limited User and added to a Case Group.