This article explains the features of the new LegalOn. For information on the current version’s product features, please refer to this page.
This article describes how IT Admins can update the access permissions for workspaces/folders in bulk.
Bulk Update Access Permissions
1. Export CSV file
Go to [Admin settings] → [Workspaces], then click […] → [Bulk update Access Permissions]
Click [Export]
Optionally, you can uncheck the “Include inherited users and user groups” box.
Examples:
Checked:
In addition to the users and user groups shared for each workspace or folder, data from all hierarchy levels, including inherited ones, will be exported.Unchecked:
Only the user groups and users shared for each workspace or folder will be exported.
※ If you are unsure which to choose, leave the checkbox enabled (default) when exporting.
After the export is complete, open the automated email you receive and click the link inside
Subject: LegalOn Workspace Sharing Settings Data - Download Ready
From: no-reply@legalontech.com
2. Edit the exported CSV file
Enter the required information in the downloaded CSV file and save it
Column | Field | Description | Example | Input |
A | ID (not editable) | ID of the workspace or folder to be shared.
To add a new user or user group with access permissions, add a new row and copy and paste the existing ID. | This field cannot be edited. | Required |
B | Directory (not editable)
| Shows the hierarchy up to the level just below the top.
Hierarchy levels are separated by “/.” | This field cannot be edited. |
|
C | Name (not editable)
| Name of the workspace/folder to be shared.
| This field cannot be edited. |
|
D | Access Level (updatable)
| Enter the access permission.
Enter one of the following: Admin, Editor, Contributor, or Viewer. | Admin
| Required |
E | User (updatable)
| Enter the email address of the user to whom you want to grant permission. (*1) (*2) | Either the user or user group column is required. | |
F | User Group (updatable)
| Enter the name of the user group to which you want to grant permission. (*1) (*2) | Legal Group | Either the user or user group column is required. |
G | Inherited From (not editable) | If this column lists a source workspace/folder name, it means the access permission is inherited from a higher level. | This field cannot be edited. |
|
(*1) If the entered email address or user group name does not match the registered information, an error will occur. Please check the correct details in the Users or User groups list and enter them into the CSV file.
(*2)
Enter one user OR one user group per row.
Do not add new columns to the exported CSV file.
To add multiple users or user groups, see "◼︎ Adding access permissions" below.
💡Info
Max users per workspace/folder: 1,000
Max user groups per workspace/folder: 200
Bulk update with a CSV file: Import limit 10,000 rows
Example: How to Fill Out the CSV File
◼︎ Changing access permissions
To change access permissions, edit the Access Level, User, and User Group columns.
◼︎ Adding access permissions
To add access permissions, copy and paste a row above or below, then edit the Access Level, User, and User Group columns.
◼︎ Removing access permissions
To remove access permission, delete the corresponding row. However, each workspace or folder must have at least one user or user group assigned with access permissions.
3. Upload the edited CSV file
Go to [Admin Settings] → [Workspaces], then select […] → [Bulk Update Access Permissions]
Upload the CSV file you saved in “2. Edit the exported CSV file”
Click [Import]
After starting the import, wait a moment, then click [Reload]
The imported workspaces and folders will appear after reloading.
Troubleshooting
If the CSV file import fails, “Failure” will appear under the “Last Run” column.
Check the “Details” column for specific error messages.
Related Articles
Manage workspaces
Create multiple Workspaces/folders at once
Edit workspaces/folder names in bulk