Create Teams and Assign Permissions

Use team permissions to group users by function and control which DiligenceVault resources and records they can access. For example, you can create teams for Legal, Compliance, Private Markets, Public Markets, or another internal group.

This article explains how Admin users can create teams, add members, assign resources, and choose the appropriate visibility setting for each team.

How Team Permissions Work

Team access is configured in two parts:

• Team membership and access level: Determines what a user can do with resources available to the team.
• Resource permission and visibility: Determines which products, firms, projects, or templates the team can access and whether members can see all records or only team-owned records.

Create a Team

1.  Go to Firm Settings > Users & Teams > Teams.

2.  Select + New Team in the upper-right corner.

3.  Enter a name that clearly identifies the team, such as Compliance Team or Private Markets.

4.  Add the relevant users and assign an access level to each member.

5.  Save the team.

The Teams page lists existing teams and provides the option to create a new team.

Assign Team Member Access Levels

Assign an access level based on the work each user needs to perform. Common team roles include:

Manage Team Members and Permissions

Open a team from the Teams page to review its members and assigned resources. From the team details page, an Admin user can:

• Add team members.
• Edit or remove an existing member.
• Review the access level assigned to each member.
• Add, edit, or remove resource permissions.

The team details page displays team members and the resources assigned to the team.

Assign Resources to a Team

Resource permissions are assigned at the entity level. You can assign products, firms, projects, or templates to a team.

1.  Open the required team from Firm Settings > Users & Teams > Teams.

2.  In the Permissions section, select the appropriate resource tab: Products, Firms, Projects, or Templates.

3.  Select + New Permissions.

4.  Complete the fields in the Manage Permission window:

• Permission Mode: Select Exclusive to grant access only to the specified users or teams for the selected resources. Users do not receive access to other resources unless separate permission is assigned.
• Team: Confirm the team receiving access.
• Entity Type: Select the type of resource you are assigning.
• Select Entities: Search for and add one or more resources. Use Select All only when the team should access every listed resource.
• Visibility: Select All or Team Owned based on the required level of data sharing.

5.  Select Save.

Complete the Manage Permission window, choose the visibility option, and save the permission.

Choose the Resource Visibility

Visibility controls which records team members can see within an assigned resource. It does not replace the resource assignment itself.

All

Select All when team members should be able to access all data for the assigned resource, regardless of which team owns or created the record.

Example: Legal and Compliance are both assigned to Product A. With All visibility, members of both teams can see activity added by either team.

Team Owned

Select Team Owned when multiple teams need access to the same resource but should see only the records owned by members of their own team. This setting supports separation between teams while allowing them to work against the same resource.

Example: Private Markets and Public Markets are both assigned to the same product. Each team can view only the answers added by its own members.

Select the Right Visibility Option

Review or Update Existing Permissions

The Permissions section on the team details page shows the resource name, assigned team, access level, visibility, and permission mode. Use the action icons to edit or remove a permission.

• Edit a permission when the team requires a different visibility option or resource assignment.
• Remove a permission when the team should no longer access the resource.
• Review team membership before removing access to confirm that users are not relying on the team for required work.

Troubleshoot Team Access

Summary

To configure team access successfully, create the team, add users with the appropriate access level, assign the required resources, and choose the visibility setting that matches how teams should share data. Use All for shared visibility and Team Owned when teams require separation within the same resource.