Guest Sharing allows organizations to securely share specific clients or cases with external collaborators, such as medical experts, co-counsel, or consultants.
Guest users only see the clients and cases explicitly shared with them. When sharing access, you can also control the guest’s access level, available tools, and how long their access remains active.
How to Add a Guest User (Admin Only)
Only admins can create new guest user accounts.
Log in to your CaseScribe account.
Go to Admin > Users.
Click Add User.
Enter the user’s first name, last name, and email address.
Select Guest User as the role.
Send the invitation.
Guests must accept their invitation before they can access content shared with them.
If the person already uses CaseScribe with another organization, they can use the same email address and password and switch between organizations.
How to Share Access with a Guest User
Guest access is managed from the Share button inside a case.
Both Admin and End Users can share access with an existing guest user.
To share access:
Open the appropriate client and case.
Click Share in the case header.
Select the guest user you want to add.
Choose the appropriate access scope.
Select the guest’s Access Level.
Set an expiration for the guest’s access, if needed.
Review the sharing settings.
Click Add, then click Done.
Guest access information can also be viewed from the Share button and other guest access indicators in CaseScribe.
Access Scope Options
Access scope determines which cases the guest can access.
1. Just This Case
Select Just This Case when the guest should only have access to the case you are currently sharing.
Additional sharing options may be available for the selected case, including Saved Views and shared chats.
2. All Cases for Client
Select All Cases for Client when the guest should have access to every case associated with that client.
When this option is selected, case-specific sharing options such as Saved Views and shared chats are not available.
Guest Access Levels
In addition to choosing which case or client the guest can access, you can choose an Access Level to control the tools available to the guest.
CaseScribe provides three access-level options:
1.Simple View
Simple View provides a streamlined experience for guests who primarily need to review the information that has been shared with them.
Use this option when the guest does not need access to the full set of available guest tools.
2. All Tools
All Tools gives the guest access to all tools available to Guest Users within the content that has been shared with them.
Guest restrictions still apply. Selecting All Tools does not give the guest the same permissions as an Admin or End User.
3. Custom
Select Custom when you want more control over the tools available to a particular guest.
Custom access allows you to configure the available guest tools individually instead of using one of the preset access levels.
This can be helpful when one guest needs additional review tools while another guest only needs limited access.
Controlling Ask AI Access
Guest access to Ask AI can be controlled when configuring the guest’s access.
When Ask AI is enabled, the guest can use Ask AI with the case information available within their shared scope.
Guest permissions continue to apply when using Ask AI. Ask AI cannot perform actions that the guest does not have permission to perform.
If the guest does not need AI assistance, turn off Ask AI when configuring their access.
Setting an Expiration for Guest Access
You can set an expiration when sharing access with a guest.
Expiration settings are useful when a guest only needs temporary access to a case, such as for an outside review, medical opinion, or consultation.
When configuring the guest’s access, select the appropriate expiration setting based on how long the guest should retain access.
You can return to the Share settings later if you need to extend the guest’s access or end it earlier.
Managing Existing Guest Access
Guest access can be updated after it has been shared.
From the Share settings, you can review and manage an existing guest’s access, including:
Access scope
Access level
Available tools
Ask AI access
Expiration
Shared views and chats, when applicable
This allows you to adjust a guest’s access as their role in the case changes.
Removing Guest Access
If a guest should no longer have access to the shared client or case, you can remove their access.
To remove access:
Open the appropriate case.
Click Share.
Locate the guest whose access you want to remove.
Open the options for that guest.
Select Remove access.
The guest immediately loses access to the content that was shared with them.
Removing access to a case or client is different from deleting the Guest User from your organization.
Guest Access Rules
Guest users can only access the clients and cases that have been explicitly shared with them.
Depending on the access settings selected when the case is shared, guests may be able to:
Review shared documents and facts
View case information within their shared scope
Comment on facts
Use Ask AI when Ask AI access is enabled
Access other tools made available through their guest access settings
Guest users cannot:
Add, edit, or delete clients, cases, documents, or facts
Upload documents
Add or remove tags
Use Bulk Edit
Re-run AI tagging or Fact Grouping
Access User Management
Share cases with other users
Some restricted actions may be hidden entirely, while others may display a permission message.
Important Notes
Guests must accept their invitation before they can access shared content.
Guests only see clients and cases that have been explicitly shared with them.
Access scope and Access Level control different parts of guest access. The access scope determines what the guest can access, while the Access Level determines which available tools they can use.
Ask AI access can be controlled separately when configuring guest access.
Guest access can be temporary. Use the expiration settings when a guest should only have access for a limited period.
You can return to the Share settings to update, extend, or remove a guest’s access at any time.
Guest users remain subject to Guest User restrictions regardless of the Access Level selected.