Microsoft Purview - Case and search

Question

Microsoft Purview - Case and search

Jakob 0

Hey.

I have created a case with a search in MS purview.

I want to give access to only that specific case and the search within the case.

I have created a role-group with these roles:

Search And Purge

Case Management

Review

Export

However, users in that group can see the case just fine. but Can't se the search. They see export and manage the validation set

I only want to grant access for the users to that specific case and the search. They shall not have access to all other search or global content search. IS that possible - does my group need other roles?

Why: because users can run the search when they need and adjust for only that case/search.

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Smaran Thoomu 35,375 Reputation points Moderator

2025-07-23T19:40:13.78+00:00

Jakob Høgh Mikkelsen, Following up to see if the below answer was helpful. If this answers your query, do click Accept Answer and Yes for was this answer helpful. And, if you have any further query do let us know.

1 answer

Your answer

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Smaran Thoomu 35,375 Reputation points Moderator

2025-07-23T19:40:13.78+00:00

Jakob Høgh Mikkelsen, Following up to see if the below answer was helpful. If this answers your query, do click Accept Answer and Yes for was this answer helpful. And, if you have any further query do let us know.

Answer 1

Jeanie H 11,935 Microsoft External Staff Moderator

Hi Jakob Høgh Mikkelsen,

Thank you for posting your question in the Microsoft Q&A forum.

First, here is my understanding of your situation:

You have created a role group with the following roles:

Search and Purge
Case Management
Review
Export

Users in this group can:

See the case.
Export and manage the validation set.

However, they cannot see the search within the case. Your goal is to allow them to:

Access only that specific case and its search.
Be able to run and adjust the search.
Not have access to other cases or global search capabilities.

The behavior you are experiencing is entirely consistent with how Purview handles the eDiscovery Manager and eDiscovery Administrator roles:

eDiscovery Manager: Can only access and manage cases they create or are assigned to. They can run searches, preview, and export results, but only within the scope of their own cases.
eDiscovery Administrator: Can access all cases and searches across the entire organization.

Reference: Assign permissions in eDiscovery

Your current role group configuration does not include the eDiscovery Manager role, which is essential for users to see and execute searches within a case. The roles you have assigned (Search and Purge, Case Management, Review, Export) are task-specific and do not grant full search access unless paired with the eDiscovery Manager role.

So you can add the eDiscovery Manager role to your custom role group. This role allows users to:

View and run searches within assigned cases.
Preview and export search results.
Create and manage searches tied to the case.
Assign the users (or role group) directly to the Case via: Learn about access and permission settings in eDiscovery cases

Then, add the user or role group to the list of members.

You should avoid assigning the eDiscovery Administrator role unless the user genuinely needs access to all cases and searches across the organization. Assigning this role would grant permissions far beyond your stated requirements.

If I've misunderstood your situation, I would greatly appreciate it if you could provide more details so I have the opportunity to offer further support. I'm very eager to assist you.

Please understand that our initial response may not always resolve the issue right away. But with your help and a bit more detail, I'll try my best to help you.

Looking forward to your reply!

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Jakob 0 Reputation points

2025-07-21T08:58:05.0166667+00:00

Hi,

I can't add the role "eDiscovery Manager" to a custom role-group?

Do I need to assign the users of the group directly to the built-in group: eDiscovery Manager instead? My concern is that if I do so, the users will be able to see all cases and search in our tenanet...

I have attached a screenshot showing how I am trying to add eDiscovery Manager to my custom created role-group called "Limited eDiscovery Access"
Jeanie H 11,935 Reputation points Microsoft External Staff Moderator

2025-07-22T08:18:22.3766667+00:00

Hi Jakob Høgh Mikkelsen,

Thank you for your quick response!
First, help me go to Settings > Roles and Scopes > Role Group > eDiscovery Manager > Click Edit > Add the users involved in the case to this role group

Do not add them to the “eDiscovery Administrator” group to avoid granting excessive permissions.

Then assign permissions in the case > Open the case > Go to Case Settings > Permissions > Under Members or Users, click Add > Select the users you added in Step 1 (they should now be eligible)

Optional: You may add the entire “eDiscovery Manager” role group here, but this will grant access to all users in that group. For tighter control, it’s better to add individuals.

Also, please help me take a screenshot of your case interface after permissions are assigned.

Could you help me verify user roles in Admin Center > Go to Admin Center > Users > Active Users > Click on the user’s name > Select Manage Roles to view their assigned roles

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Jakob 0 Reputation points

2025-07-22T08:33:17.6066667+00:00

Hi agian. I've created a power automate flow that handels my request.
Jeanie H 11,935 Reputation points Microsoft External Staff Moderator

2025-07-22T08:44:08.5733333+00:00

Hi Jakob Høgh Mikkelsen,
Would you be open to sharing how you achieved this? I’m genuinely impressed with your workaround and found it very satisfying. I’d love to hear more about your approach.

It would mean a lot to me if you’re willing to share your experience. Insights like yours are incredibly valuable - not just for me, but for others who might benefit as well.
Looking forward to your response!

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