Overview of Custom Role Permissions

In Clio Manage, you can create custom roles and apply specific permissions to each role. Each user in your firm then has the right access to the information they need and to the actions their work requires. Review the permissions below to understand what level of access you can control when you create a custom role.

Contacts management

Contact management permissions control a user's ability to view and manage contacts. They also define what actions a user can perform with them.

• Create contacts: Allows users to add a new contact, person, or company to their firm.

  Note: Enabling Create contacts also enables the Edit contacts permission.

• Edit contacts: Allows users to edit contact properties like type, name, contact information, address, tags, custom fields, employees, and billing preferences.

• Delete contacts: Allows users to remove a single contact record. An administrator can recover a deleted contact.

  Note: Enabling Delete contacts also enables the Edit contacts permission.

  • Bulk delete contacts: Allows users to remove multiple contacts at once.

    Note: Enabling Bulk delete contacts also enables Delete contacts.

• Export contacts: Allows users to export the firm's contacts as a PDF or CSV file.
• Send review requests: Allows users to send a review request.

Matter management

Matter management permissions control user access to matters and all associated information, including documents, notes, communications, and activities. You can define which roles can view, edit, create, delete, and export matter-related information. This keeps data accurate and gives each user role the right matter access.

• Create matters: Allows users to create a new matter.
• Edit matter properties: Allows users to edit properties for a single matter.

  • Bulk edit matters: Allows users to edit multiple matters at once.

    Note: Enabling Bulk edit matters also enables the Edit matter properties permission.

• Delete matters: Allows users to delete a matter.

  Important: Deleting a matter is permanent.

  Note: Enabling Delete matters also enables the Edit matter properties permission.

  • Bulk delete matters: Allows users to delete multiple matters at once.
• Export Matters: Allows users to export matters in PDF or CSV format.
• View matter timeline: Allows users to access a chronological record of all activities and updates for a specific matter, on the matter dashboard. This includes actions like document uploads, time entries, and stage changes.
• View restricted matters: Allows users to access high-level information for matters they otherwise have no access to.
• View matter financials: Allows users read-only access to the financial overview section on the matter dashboard. This includes the work in progress balance, outstanding balance, matter trust funds balance, and matter budget (Billable and Non-billable).

Timekeeping

Timekeeping permissions control a user's access to activities, where time and expenses are tracked. Matter permissions, which are controlled by groups, also apply to activities. Each timekeeping permission has a dropdown with three access levels:

• All activities: Applies to all activities in the firm.
• Accessible matters: Applies to activities from the matters the user can access.
• Own: Applies to the user's own activities only.

Timekeeping permissions

• View activities: Allows users to view and create activities.

• Edit activities: Allows users to edit activities.

  Note: Edit activities requires View activities at the same access level.

• Delete activities: Allows users to delete activities.

  Note: Delete activities requires Edit activities at the same access level.

Financial management

Financial permissions control access to bills, transactions, and accounts. For custom roles, they determine a user's access to financial subtabs, such as Transactions and Invoices, within a matter or contact. They also determine a user's access to financial actions and to details of your firm's finances.

Accounts

The Accounts permission gives users access to account information at one of three levels:

• All bank accounts: Includes all accounts in the firm, account balances, and account properties. Gives access to Accounts in the left navigation.
• Limited: Includes account names and the essential details for managing transactions and bills, without balances. Gives no access to Accounts in the left navigation.

• None: Gives no access to account information.

  Note: Selecting None turns off the Manage bills and trust requests and View transactions permissions.

Transactions

• View transactions: Allows users to open the Transactions tab within a matter or contact. Users need this permission to view trust account activity and retainer balances.

  Note: To view transactions, the user also needs at least the Limited view of bank account information permission for Accounts.

Bills and trust requests

• View bills and trust requests: Allows users to open Invoices in the left navigation and the Invoices tab in matters and contacts. Users can also view, quick view, download, and print bills, and copy links to bills.

  You can allow this permission for All bills & trust requests, or limit it to Accessible matters or Responsible attorney. To block access to all bills and trust requests, select None.

• Manage draft bills and trust requests: Allows users to edit and delete draft bills and trust requests, and to submit them for approval.

  You can allow this permission for All bills & trust requests, or limit it to Accessible matters or Responsible attorney. To block management of all draft bills and trust requests, select None.

  Note: Enabling this permission also enables the same access level for View bills and trust requests.

• Approve bills and trust requests: Allows users to approve bills and trust requests submitted for approval.

  Note: Enabling this permission also enables View bills and trust requests.

• Process bills and trust requests: Allows users to void bills and trust requests, and to record payments.

  Note: Enabling this permission also enables the View bills and trust requests and View bank accounts permissions.

• Send bills and trust requests: Allows users to send bills and trust requests to clients, and to mark bills as sent.

  Note: Enabling this permission also enables the View bills and trust requests permission.

• Create bills and trust requests: Allows users to create new bills, new trust requests, statements of account, legal aid bills, and quick bills, and to duplicate requests.

  Note: Enabling this permission also enables the View activities and View bills and trust requests permissions.

Conflict checks, tasks, Clio Docket, and firm settings

These permissions control a user's ability to run conflict checks and open the conflict check report, manage tasks, use Clio Docket, and view and manage your firm's administrative information and firm-wide settings.

Conflict Check

Learn more about conflict checks.

• Manage conflict checks: Allows users to run conflict checks. A potential conflict tied to a matter the user has no access to is listed as a hidden line item, and its details stay restricted.

• View conflict check report: By default, only administrators have this permission.

  Important: This permission gives the user access to the full PDF report. The report includes all conflict check results, including details the user has no access to under the matter permissions.

Task management

Task management permissions control who can view tasks and who can delete tasks in bulk. Learn more in Manage Tasks in Clio Manage.

• View tasks: Allows users to view tasks at one of two access levels:
  • All tasks: All tasks in the firm.
  • Assigned matters & tasks: Tasks the user owns or is assigned, and tasks from matters the user can access.
• Bulk delete tasks: Allows users to delete multiple tasks at once.

Clio Docket

Clio Docket permissions limit who can perform fee-incurring actions in Clio Docket, such as purchasing court documents or linking a matter to a docket, and who can manage the firm's alerts. Clio Docket is available to firms with a Clio Work subscription. Learn more in Get Started With Clio Docket.

• Purchase documents: Allows users to purchase court documents in Clio Docket. Each document incurs a per-document charge.
• Link matters: Allows users to link a Clio matter to a docket in Clio Docket. Linking a matter incurs a cost.
• Manage all firm alerts: Allows users to manage every docket alert in the firm, including bulk pause, transfer, and recipient changes.

Firm settings

• View account firm feed: Allows users to open the Firm Feed tab in the right panel of Today.
• Manage roles: Allows users to create, edit, archive, assign, and unassign roles for other firm users.
• Manage users: Allows users to invite, remove, and edit firm user information.
• Manage custom fields: Allows users to create, edit, delete, and convert contact and matter custom fields.
• Manage location for review requests: Allows users to manage the Google Business Profile selected for Client Reviews.

Up next

• Create and Manage Custom Roles: Build a custom role, apply the permissions described above, and edit or archive roles as your firm's needs change.
• Assign and Unassign Roles: Assign your custom roles to users in your firm.
• Roles and Permissions in Clio Manage: Review the predefined roles and the access each one provides.