Overview
If your firm uses Ethical walls, you can choose who can see a contact's Engage workflows when you first add that contact to Legl. You can give access to named users, to whole departments, or to both. Ethical walls apply to individual contacts only.
There are two ways to do this: when you create a new contact, or when you create an Engage request for a new contact. After the contact is created, only an Admin can change who has access.
Video tutorial
Watch a short walkthrough of both ways to restrict access.
Before you start
Ethical walls must be enabled for your firm. If you would like it enabled, contact our Support team.
Include your own department when you restrict a contact. Admins can also add themselves by name. If you leave yourself out, a warning appears (see below).
To give a department access, your Admin must first add users to departments in Settings, then Teams & Departments.
How to restrict access when you create a contact
Select Contacts in the left-hand navigation, then select Create contact. You can also select Quick action, then Create new contact.
Enter the contact's email address, first name and last name.
Under Who can see this contact's Engage workflows?, choose Firm-wide (all users can view this contact's Engage workflows) or Restricted (only the users or departments you select can view them).
If you chose Restricted, select at least one department in Departments. Admins can also select named users in Users. Include your own department, or yourself.
Select Create contact.
If you are not in any of the users or departments you selected, this warning appears: "You are not one of the users or departments you have selected, so you won't be able to see this contact once it is created." You can still create the contact. You will still see the contact and its details, but not its Engage workflows.
How to restrict access when you create an Engage request for a new contact
Select Quick action, then Create Engage request. You can also go to Engage, then Individuals, and select Create Engage request.
Enter the new contact's details.
Under Who can see this contact's Engage workflows?, choose Firm-wide or Restricted. If you chose Restricted, select the departments that should have access in Departments, including your own. You can only choose departments here, not named users.
Select Continue. Legl creates the contact.
Complete the workflow information and choose a reviewer (see below).
Create the Engage request as normal.
If you are not in any of the departments you selected, this warning appears: "You are not in the departments selected, so you would not be able to see this contact or raise this request. Choose a department you are in, or share the contact firm-wide." You cannot continue until you do. Admins do not see this warning.
Choosing a reviewer
The reviewer is set to the person creating the Engage request by default.
If you choose a reviewer who does not have access to the contact, a warning appears: "[Reviewer] cannot see this contact, so this request will not appear for them. Share the contact with their department, or choose a different reviewer." You can still create the request, but it will not appear for the reviewer until they have access. We recommend asking an Admin to make sure the right people have access.
Give the reviewer access when you set up the contact, so nobody needs to change it later.
ℹ️ Further guidance
What happens next
The contact's Engage workflows can be seen only by the users and departments you selected, and by Admins.
The contact still appears in the contact list for every user, and their contact details can still be seen. Only the Engage workflows are restricted. See Understanding what users can see with Ethical walls.
To see who has access, who gave it and when, hover over the Visibility line on the contact page and select History. See How to change who can access a contact's Engage workflows.
Important information
Ethical walls apply to individual contacts only.
Only Admins can change who has access once the contact has been created.
The setting applies to all of the contact's Engage workflows, including new Engage requests.
Ethical walls apply to Engage workflows only. They do not currently apply to Risk Assessments or payments.
Ethical walls are not available for firms that use the Consultancy Model.
Troubleshooting
I see a warning that I am not in the departments selected
You have not given yourself access to the contact. Add your own department in Departments, or choose Firm-wide. Admins can also add themselves in Users. When you create an Engage request for a new contact, you cannot continue until you do.
I created a contact but cannot see its Engage workflows
You were not in the users or departments you selected. You can still see the contact and its details. Ask an Admin to give you access.
I cannot change who has access to an existing contact
Only Admins can change access after a contact is created. Ask an Admin, or see How to change who can access a contact's Engage workflows.