Configuring Request Workflow
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Add New Dialog
You can create a workspace, team, channel, and a OneDrive folder by using the request workflow.
Click New Dialog. The following screen opens:
Field | Description |
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Dialog Name | Specify the name for the workspace dialog box. The label that is displayed at the top of the dialog box. |
Set as Default | Select Yes to set the workspace dialog configuration as the default configuration based on Action Type to be applied to all workspaces. For example, user can set a default dialog box for Create Workspace and another default dialog box for Create Team action type and so on. |
System | Select the external system from the list to use for this dialog box. |
Action Type | Select the type of the wizard from the drop-down list. The values in the Action Type drop-down list change as per the DMS system selected from the System drop-down list. |
Approval required when external users are added | For security reasons, you can set optional approval when adding an external user or guest user. Set toggle values:
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Unique Value Identification | The option can be toggled on or off for all systems and all types of actions. The option allows the source systems' identification to be pulled with the record. |
Click Next to create the new request workflow for creating a workspace, team, channel, or OneDrive folder.
Note: A Content Mover job is submitted automatically if a Team is created through Request Workflow.
Note: The user can customize the dialog box details in the provided accordion.
Request Workflow Teams to DMS. This option allows users to move content from Teams to the DMS that is being used.
Request Workflow DMS to Teams. This option allows users to move content from the DMS that is being used to Teams.
When configuring Content Mover to move content from a DMS to Teams, CAM will warn users that syncing NetDocuments to Teams will not work.
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Consider the following scenarios and outcomes:
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When Advanced Mapping is set as True for DMS->Teams, the content is copied to the target according to the mapping.
Note: When the Advanced Mapping is set to True, the Copy As field will be hidden.
Customizing the dialog accordions
Panel
You can view the configured panel with details such as panel type, Display Name, Description, Order, Hidden status, and Action.
You can add a new panel by clicking Add New,the following screen opens:
Field | Description |
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Panel | Specify the panel name |
Display Name | Specify the display name |
Description | Specify the description |
Is Hidden | Select the hidden value |
Click Save to add a new panel and click Cancel to close the dialog box.
Under Action, click Edit to edit or update the panel details, and the following screen opens:
Click Update to edit the detail or click Cancel to close the dialog box.
Access
Allows you to add users/groups that can access the workspace dialog box created here.
Users who are not explicitly granted access to any dialog can still use the default dialog if they have permission to create workspaces.
The following accordion opens:
You can view created user name by default
Click Add New to add new user/group.
Field | Description | ||
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Type | Select the type to add either User or Group | ||
Select a User/Group | Select the user/ group from the drop-down. To select a user, either click the drop-down menu and select from the list or manually enter the name, which will auto-complete if the user is added in the Users & Groups tab. If a user is disabled or deleted, CAM will show in the workflow that the user is deleted or disabled.
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Requires Approval | Select Yes to add an additional Approval step when creating the workspace. The workspace will be created only if approved. | ||
Can Add Users with Admin Role | Select an option to specify whether the admin role can be assigned to this user or group. | ||
Role in Requested Team | Note: The Role in Requested Team drop-down is available only for M365 system and Create Team Request workflow. The following roles are available for the Create Team Request workflow:
Whenever a new user is added in the Access section of the Request workflow, by default the new user is added with the Editor role. You can modify the default role of the new user from the Role in Requested Team drop-down, if required. The None option in the Role in Requested Team drop-down is useful when a user wants to create a team, however does not want to be a part of that Team. | ||
Expiration Date | Specify the expiry date of access to the user/ group. |
Click Save to add an user/group or click Cancel to close the dialog without adding and saving the user/group.
Approvers
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Allows you to add users/groups/Role-Based Groups that can approve the workspace dialog that is created here.
Click the Add New, and the following dialog opens:
Field | Description |
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Type | Select the type to add either Users, Groups, or Role-Based Groups for approving the request. |
Select a User/Group/Role-Based Group | Select the user/group/Role-Based group from the drop-down. To select a user, either click the drop-down menu and select from the list or manually enter the name, which will auto-complete if the user is added in the Users & Groups tab. |
Expiration Date | Specify the expiry date of access to the user/ group. |
Click Save to add an approver to the approver list and click Cancel to close the dialog.\
Note:
If an approver has been added to an empty approvers list when configuring a request workflow and the user tries to delete the approver, a message will warn users that there should be at least one user or group added to the list.
When adding a Role-based group as an approver to an empty approvers list, a message will warn the user there should be at least one user or group also added to the list.
Note: The workspaces that require approvals are listed and can be approved in the Approvals tab.
Also, an email notification is sent to all the approvers and members of the approver group.
If one of the users reject/approve a request, it can not be edited by others
Click on the Approval from the Approvals tab, to view the Approvers. The Requestor now has access to view the approvers assigned (users, and /or groups)
Configuring a Approval Email Template:
To configure an approval email template, open Administration-> Email Templates.
Click Add Template.
Type in the following information:
Field | Description |
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Template Name | Give a name for the template. Is Required. |
Template Type | Select the type of the template. Can be Analytics or Request Workflow. Is Required. |
Query Type | Select the type of the query to use in the email. The type can be: Workspace, Team, Channel, OneDrive, Request Access, or Grant Access. Is Required. |
Table Column | Sets the columns of the table in the body of the email. For example, if you want Matters in a column, select MatterId. Is Required |
Email Subject | Put a subject in the line. You can use placeholders to dynamically pull metadata to the subject. For example, if you want the subject to be Approval for Matter Number 123, the subject you’d put as Approval for Matter Number {matterid} |
Write custom EJS | Check to allow custom scripting. Paste your query into it. |
Email Body | Type the body text of the email here. |
Once a job has been submitted for approval, the approver will get an email with the request. At that point, the approver can go to the Approvals tab to accept the request.
From the list of approvals, the approver can click on a request to either accept it or deny it.
Unique Metadata
Allows you to add unique metadata to the workspace dialog created here. This metadata is displayed in the selected panel.
Click the Add New button in the far right column to assign unique metadata to the workspace. In the Add Unique Metadata window, the following dialog opens -
Field | Description | ||
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Metadata | Select the metadata from the drop-down. To assign a metadata, either click the drop-down menu and select from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata. | ||
Default Value | Select the default value to be assigned to the metadata. Manually enter a value for the field or the drop-down will display values if it is assigned in Administration>Metadata>Manage. | ||
Display Label | Enter a display name for the metadata. Make this as specific as needed to differentiate between similar metadata names that may exist.
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Help Text | Enter help text to be displayed as a tool-tip on the custom field. | ||
Type | Select the type of metadata from the drop-down. Options include:
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Look Up | Select Yes to include the Metadata as a look up field. Note: This option is disabled for selection, if the Lookup option is set as No when adding the Metadata in CAM. | ||
Lookup Type |
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Create a new value? | Select value. Select Yes to add a new value to the look up field. A sign is added next to the look up field in the panel. | ||
Lookup new Option | Select one of the following option:
Note: AutoGeneration is automatically done for the systemid column so that the references remain unique. Prefixes are also supported on top of the auto generated number. | ||
Total digit for metadata | Only displayed if Generate New Number option selected Enter the length of the metadata to be generated for the custom entry (e.g. 5) | ||
Prefix | Enter the metadata prefix | ||
Metadata Range From & To | Only displayed if Generate New Number option selected Enter the lowest & highest value of the metadata range that can be accessed | ||
Is ID field hidden | Only displayed if Use description as alias option selected Select Yes to hide the field in the Create Workspace Wizard. | ||
Order | Set the order of the metadata to be displayed on the panel. | ||
Panel | Select the panel for the metadata to be displayed. Based on the selection here the fields will be displayed in the panel. | ||
Editable | Select Yes to allow the metadata value to be edited in the workspace dialog. | ||
Lock Existing Values | This option doesn't allow users to create a new workspace using previously added values of specific metadata, locking the existing metadata. When a new Unique Metadata field in Configure Wizard is added, the option to Lock Existing Values displays. If Lock Existing Values is selected as Yes, Create a new value option should be automatically selected as Yes. The option No should be disabled. Also, the Default Value option is disabled. If the Metadata with Lock Existing Values option is 'No', then users can only add values to Metadata by clicking the '+' button. After the user enters values for that Metadata, there is a validation to check if that value already exists. If the value already exists, the user should not be able to save that value. E.g. Lock existing set to yes and is parent set to yes, means the unique metadata field matter will not allow inputting duplicate matters if any parent matters exist. If no for parent, and yes for lock, then if the metadata exists in entire system, then the value can't be added. |
Click Save to add unique metadata and click Cancel to close the dialog
Note: The panels that have metadata specified here, will be displayed in the request workflow to enter information for the dialog.
For 'Grant Access' and 'Create Channel', Unique Metadata is not mandatory.
Other Metadata
Allows you to add metadata to the external system. This metadata is displayed in the panel selected. Select the external system from the drop-down in the other metadata panel.
Click Add New to add new other metadata, the following screen opens
Field | Description | ||
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Metadata | Select the metadata from the drop-down. To assign a metadata, either click the drop-down menu and select it from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata.
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Default Value | Displays a drop-down if a value is assigned in Administration>Metadata>Manage. Select the default value to be assigned to the metadata. If no values are available, you can enter a value for the field. | ||
Is Hidden | Select Yes to hide the field. The field will not be displayed in the Workspace Wizard. | ||
Conditional Display | Click Conditional Display, the following dialog opens: 
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Is Read Only? | Select the value for read only value. | ||
Display Label | Enter a display name for the metadata. Make this as specific as needed to differentiate between similar metadata names that may exist. | ||
Help Text | Enter help text to be displayed as a tool-tip on the custom field. | ||
Type | Select the type of metadata from the drop-down. Options include:
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Look Up | Select Yes to include the Metadata in the look up search fields to be applied to the external systems. | ||
Lookup Type |
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Create a new value? | Select the value for read only value. Select Yes to add a new value to the look up field. | ||
Lookup Option | Generate New Number - CAM automatically generates a numeric value based on the Max digit and Metadata range specified in the dialog. Use description as alias - CAM will auto add the metadata name as the alias metadata ID The Create a new value must be set to Yes. | ||
Is Id Parent based? | Selects if the id is parent based, to look up the metadata only on parent level, or across the entire system. E.g. Setting yes would look at parent metadata if there exists a record. | ||
Total digit for Metadata | Only displayed if Generate New Number option selected Enter the length of the metadata to be generated for the custom entry (e.g. 5) | ||
Metadata Range From & To | Only displayed if Generate New Number option selected Enter the lowest & highest value of the metadata range that can be accessed | ||
Order | Set the order of the metadata to be displayed on the panel. | ||
Panel | Select the panel for the metadata to be applied. | ||
Editable | Select Yes to allow the metadata value to be edited in the workspace dialog. | ||
Required | Select Yes to set the metadata field as a mandatory field on the panel. A value must be specified for the field. Note: If a field is Required and Hidden, a default value must be specified. |
Security
Allows you to add default security to the workspace dialog created here.
Default security now allows to flatten groups in the wizard here.
If using Request Workflow’s Security panel instead, the following displays:
Field | Description |
Toggle for Project Team Security |
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Add Security | Adds the Default Security in the table underneath this table. |
Click the Add New or Add Security to add the security details.
Field | Description |
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User/Group/Invite Guest User | Select if the default security is to be assigned to a user or group. CAM also supports adding guest users. |
Select a User/Group | Select the user/ group from the drop-down. To select a user, either click the drop-down menu and select it from the list or manually enter the name, which will auto-complete if the user name is added in the Users & Groups tab. It allows to select multiple users at a time. If a user is disabled or deleted, CAM will show in the workflow that the user is deleted or disabled. |
Permission | Select Allow to assign the security to the user/group. Select Deny to restrict access to the user/group. Note: This option is not visible for Office365 workflow, by default sets to Allow. |
Role | Select the user/group role from the drop-down. Note: Editor and Admin roles are available for Office365. |
Panel | Select the panel for the default security to be applied. Note: By default the 'Security' option is selected. |
Expiration Date | Specify the expiry date of access to the user/ group. |
Click Save to add default security and click Cancel to close the dialog
Note: While submitting a job using a CSV file or a script, an error message is displayed “Failed to add security” if a user does not have permission to access a particular team.
Default Template
Allows you to add the template to the workspace dialog created here.
Click Add New to add the template, the following dialog opens
Field | Description |
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Select Template | Select the Template from the dropdown |
System | Select the System from the dropdown |
Order | Specify an order |
Click Save to add the Template and click Cancel to close the dialog
Editing Request Workflow
You can edit or update workspace by clicking Edit option under Action menu
In the Edit Workspace Wizard Configuration window make the necessary changes and click Update.
Delete Request Workflow
In the Workspace Wizard tab, click the Edit button in the far right column. In the Edit Workspace Wizard Configuration window, under Action Menu, the following screen opens
click Delete Workflow to delete the workspace configuration, the following screen opens
Click Yes, delete it to delete the workflow and click No, go back to close the dialog
Configuring Request Workflow in Desksite
After installing the CAM Commands, the Workspace Wizard can be used in Desksite.
On a workspace or matter/client , right click a matter.
Click CAM-> Create Workspace to create a workspace.
For My Matters, you can also use the wizard there. For example, create a category from My Matters in Desksite.
Then right click and select CAM-> Create Workspace.
The category and workspace will be created in CAM. If the category id metadata is present in CAM.