Default Case Access allows Organization Managers to give specific users automatic access to certain cases—either all cases in the organization, or only cases with selected tags. This is typically used for roles like QA, leadership, program oversight, or anyone who needs organization‑wide visibility.
What Is Default Case Access?
Most users only have access to the cases where they are manually added—through default follower groups, team assignments, or case admin permissions.
Create Default Case Access gives a user ongoing visibility into cases without needing to be added individually.
You can grant a user:
Access to all cases, or
Access to only cases that contain specific tags
And you can choose whether they have:
View Only access
View & Edit access
When to Use Default Case Access
Default Case Access is meant for roles that require broad insight into cases, such as:
Coordinators
Administrators responsible for monitoring all clinical activity
QA or compliance teams
Regular case‑level staff typically do not need Default Case Access.
How to Create Default Case Access
Create Default Case Access can only be created using the bulk‑select option in the Approved Members list.
Steps
Open the Admin Portal → Users.
Go to the Approved Members list.
Check the box next to the user (or users) you want to update.
Click Create Default Case Access at the top of the page.
Configure which cases they should have access to (All Cases or Based on Tags).
Choose the Access Level (View Only or View & Edit).
Save your changes.
This action is available only when at least one user is selected. It opens the Create Default Case Access configuration window where you can apply organization‑wide access settings.
Which Cases Should the User Have Access To?
You can choose one of two options:
All Cases
Grants the user access to every case in the organization, regardless of workflow, team membership, or tags.
Based on Tags
Allows you to narrow access to only cases that include specific tags.
Common examples include:
By Status (e.g., New Offer, Accepted, Procured, Completed, etc)
By Organ (e.g., Heart, Liver, Right Lung, Left Lung, etc)
By Condition (e.g., DCD, Brain Death, Special Circumstance, etc)
If you choose Based on Tags, a dropdown appears where you can select from the full list of tags available in your organization.
You can choose one or multiple tags. A user gains access to any case containing at least one of the selected tags.
Choosing an Access Level
You can decide what the user can do with the cases they gain access to:
View Only
User can open and view case details
Cannot edit fields or update case information
View & Edit
Full case editing capabilities
Can modify case tasks and fields, add notes, create Case Rooms, collaborate in rooms they're members of, and take any action available to them as a standard case user
Choose the level that best aligns with the person’s role and responsibilities.
Once you save the settings:
The user receives access immediately
Access applies to existing cases as well as future cases that meet the criteria
You can return and update or remove Default Case Access at any time
Editing Default Case Access
You can update an existing Default Case Access configuration using the bulk‑selection option in the Approved Members list.
Steps
Open the Admin Portal → Users.
Go to the Approved Members list.
Check the box next to the user (or users) whose access you want to update.
Click Edit Default Case Access at the top of the page.
Adjust the case visibility settings (All Cases or Based on Tags).
Update the Access Level (View Only or View & Edit).
Click Save to apply your changes.
The updated access settings take effect immediately and apply to all relevant cases, both existing cases and future cases that meet the criteria.
Removing Default Case Access
You can remove Default Case Access the same way you create it: by using the bulk‑selection tools in the Approved Members list.
Steps
Open the Admin Portal → Users.
Go to the Approved Members list.
Check the box next to the user (or users) whose access you want to remove.
Click Remove Default Case Access at the top of the page.
In the confirmation window, click Remove to complete the change.
Once removed, the user immediately loses any automatic visibility or editing rights previously granted by Default Case Access. They will continue to only see cases where they are manually added via workflow settings or case assignment.