Review and end outside access
Everything shared outside the firm listed, and access removed for people who no longer need it.
Screenshots are taken from the app on every release. Updated 13 October 2026.
The deal has closed, the client's in-house lawyer has moved on, or the firm's risk team asks who outside the firm can still open what. Outside access is given one item at a time, so it is also ended one item at a time. Start from the list of everything you have shared, and work through it.
Two questions decide what you do with each item. Does anyone outside the firm still need it? And if they do, do they still need all of it?
See what is shared outside the firm
Open the home page and click Shared externally. It lists the structures, timelines and task boards in your matters that someone outside the firm has access to, with the Matter each belongs to.
Click a row to open the item.
A client you invited to a whole matter is given each structure, timeline and board in it separately, so those items show here too, and the client shows on each of them. The list does not include insights.
End access to a structure or timeline
Click Share in the top right corner, choose External and open See invited. Invited users lists everyone outside the firm who has access. Point at the information icon beside a name to see when it was shared.
Click the bin beside the name of each person who no longer needs it. Their access to this item ends at once.
End access to a task board
On a board, Share is there for the board's managers only.
To take someone off the board altogether, click Share, choose External and open See invited. The information icon beside a name also shows which permission sets they are in. Click the bin beside the name: they lose the board and every set on it.
To narrow what someone sees without taking them off the board, click Board above the board, choose Permissions and open their set. Set the groups and columns they no longer need to View or No access, then click Save. The change applies to everyone in that set; see give the client access to their tasks.
To take someone out of one set, click the cross on their name in the members at the top of the set, then click Save. They keep what their other sets give them. Someone outside the firm who is in no set at all sees nothing on the board, but stays shared on it until you remove them as in step 5.
What to do in each situation
| Situation | What to do |
|---|---|
| The deal has closed | Remove everyone outside the firm from the structures, timelines and boards of the deal, then close and archive the matter |
| A contact at the client leaves | Remove that person from every item they appear on; invite their successor separately |
| The other side's counsel has finished their conditions precedent | Take them off the board, or, if they should still follow the deal, set their group to View in their permission set |
| A periodic review of outside access | Work down Shared externally, and check See invited on each item |
Tips from practice
- Review before you archive. Work through Shared externally for the matter first, so nothing stays open to people outside the firm once the team has stopped looking at it.
- Ask to hear about leavers. Ask the client to tell you when a contact leaves, and remove them the same day.
- Removing is not deleting. The structure, timeline or board stays as it is for the team. To give access again, share it again.
- Taking a client off the matter itself. Removing them from each structure, timeline and board ends their access to those. A client invited to the whole matter also keeps the matter itself and its insights; to end that, ask Juristic support.
Before this: share a chart or chronology outside the firm and give the client access to the matter. Next: close and archive a finished matter.