Add or Edit an Organization

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Project > Settings drop-down > System Settings > Provisioning > Organizations > New Organization...

System Users in a role with the appropriate System-level permissions can add an Organization. By default, all System roles can view the information. By default, a System Administrator and System Manager have permissions to add Organizations. For information about System-level permissions, see View and Manage System Role-Based Permissions.

Note: Indexes, search results, and miscellaneous data are stored together in a single index storage location that is shared by all Organizations system-wide. The index storage location must therefore be configured by the IT Administrator before any Organizations can be created. For more information about index and document storage, see View and Manage System Storage.

Choose the Organization's Name and Description

The Organization's name must be unique, and is used as its primary label throughout the Digital Reef interface. The name can be up to 100 characters long.

The name can contain alphanumeric characters and some other supported characters (such as a hyphen, period, or underscore), as well as some foreign languages characters. However, spaces and the following characters are not supported: ! " ' # $ % & * + / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”.

Establish Membership

System Users in a role with Organizations - Add/Edit permissions can assign the Users and Groups that will be members of a new Organization (that is, Organization Users, Organization Groups, System Users, and System Groups).

During Organization creation, the current User is the User initially listed in the team member list.

Click Add / Remove Members to see the list of all Users and Groups defined with a role in the Organization. It is possible that some Users only have Group membership but have no individual role. These Users have permissions based on their Group role.

Each member added is shown with the following information (if configured):

  • Type — This can be User, Group, System User, or System Group. Icons help you distinguish between the different types. Organization Users and Organization Groups have explicit membership within a given Organization. System Users and System Groups have explicit membership within one or more Organizations, and are configured by a System User in a role with the appropriate System-level permissions.
  • Name — This is the assigned name of the System Group, Group, System User, or User. The list is sorted by name in alphabetical order by default.
  • Role — The User's Organization role within the project. Like a System role, an Organization role represents a set of permissions to apply actions to objects. If you have the appropriate permissions you can select the default role (determined by the Set as Default option on the Role Permissions page), another of the predefined roles, or a custom role created for the Organization. By default, the predefined Organization roles have the following permissions:
    • Organization Administrator — Always has permissions to manage all Organization Settings and all aspects of Projects within the Organization; cannot be edited or deleted.
    • Project Administrator — Has view permissions for all Project Data nodes in the Navigation Tree and add/edit permissions for some of those nodes, such as Tags, Folders, Saved Searches, Workflows, Comparisons, and Synthetic Documents. Also has document-related permissions to add or remove Tags from documents and documents from a Folder, download native document and PDFs, and view document reports, as well as view permissions for some settings and the ability to edit the list of Metadata View Fields.
    • Project Member – Has limited permissions to perform general document search and analysis, but not to control any aspects of the Project.
    • Claimant — Used in Reef Claims (previously known as Class Action) Projects on a Reef Express system; not intended for use in eDiscovery.

Data Storage for the Organization

Storage for data used by the Organization is selected and managed by Digital Reef and the IT Administrator; for more information, see View and Manage System Storage.

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