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Context

CAM Master Metadata Overview and Key Concepts

CAM Master Metadata is crucial for all CAM processes, including workspace provisioning, form/layout management, request workflows, and several Service Desk operations. Understanding the key concepts of CAM Master Metadata, how to create CAM Master Metadata, and how to map external system metadata to its corresponding CAM Master Metadata are necessary to properly use CAM.

CAM Master Metadata Key Concepts

·       Use the CAM Master Metadata definition for all CAM processes.

·       Access CAM Master Metadata from the Administration tab, Metadata feature and find two tabs:

§  Use the Manage Metadata page to manually create new CAM Master Metadata, with or without an external system connection, and to view and manage existing CAM Master Metadata.

§  Use the Metadata Mapping page to manually create new mappings to CAM Master Metadata from connected external system metadata. The Metadata Mapping page can also be used to view and manage existing mappings. The Auto Discovery tool is available on the Metadata Mapping page only for external systems where no mappings exist.  

·       Important CAM Master Metadata Key Point!  When multiple external systems are connected, they may use different identifiers for the same data. For example, each connected external system may have a field designated to hold "Practice" information, with one system utilizing “custom11” labeled as “Practice,” another system also using “custom11” but labeled as “PracticeInfo,” and yet another system using “custom29” with a completely different label. Despite these variations, all fields contain the same type of "Practice" data. The key concept is that, regardless of the varied identifiers or labels, all external system “Practice” data should be mapped to a single master “Practice” CAM Master Metadata.

·       Certain functions within CAM may require manually creating “Additional” internal CAM Master Metadata.  These “Additional” CAM Master metadata are usually mapped to CAM only and are used for CAM processes requiring specific metadata parameters to interact with the DMS API, for example:

§  Provisioning “Last 7 Days” type search folders.

§  Provisioning email folders.

§  Performing “is checked out?” and “document number” searches in Service Desk.

Unique ID Key Metadata

·       A Unique ID metadata must be defined for each external system (library/cabinet) connected in CAM. The Unique ID metadata serves as the primary identifier for workspaces in the library ensuring each can be distinguished from the others.

·       The Unique ID metadata is assigned during the external system mapping process.

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·       All workspaces in the same external system must use the same Unique ID metadata.

·       Important Unique ID metadata Key Point: Changing the Unique ID metadata for a connected and active external system requires careful consideration. You should discuss the impact of changing the Unique ID metadata with the customer, review their current CAM setup, then contact Litera to discuss the change.

Example of different Unique ID metadata needs for workspaces in different libraries:

In a library for managing legal work, where each workspace is uniquely identified by the combination of Client and Matter values, use Client and Matter as the Unique ID metadata.

In administrative or personal libraries, where workspaces can share the same combination of Client and Matter values, you cannot use Client and Matter as the Unique ID metadata because this combination is not unique to each workspace. In this case, look in the source system for a single value field to use as the Unique ID metadata, for example “Matter Uno” in Aderant, or another single unique value such as “SystemID.”  If no such single unique identifier exists, construct a Unique ID metadata by combining columns in the source system to form a distinct identifier for the workspaces.

Example of different Unique ID metadata needs for workspaces in the same library:

When workspaces with different Unique ID metadata needs coexist in the same library, you must identify one Unique ID metadata to satisfy the identification requirements for all workspaces in the library. The Unique ID metadata should be based on the most inclusive criteria. For example, in a library with both legal workspaces and administrative workspaces where the legal workspaces require the combination of Client and Matter values be unique and administrative workspaces are identified solely by the Client value, the Unique ID metadata for all workspaces in the library should be Client and Matter. For the administrative workspaces requiring only the Client value, hardcode a generic or placeholder value for the non-unique Matter value during the provisioning process.

Unique ID metadata challenges for integrating existing workspaces

In many cases, CAM is introduced into an environment with existing workspaces, provisioned by an older process that CAM replaced. Workspaces created from the old process may not have Unique ID metadata values, which are now required for new workspaces provisioned by CAM. Integrating existing workspaces into CAM for management presents unique challenges. Specifically, each existing workspace must have a Unique ID metadata value before a Link Workspace job can be run, which is the critical step for bringing these workspaces into CAM.

·       Existing workspaces have Unique ID metadata values. For example, the Unique ID metadata for new workspaces will be the combination of Client and Matter values, and when the existing workspaces already have these values, run a Link Workspace job to integrate the existing workspaces into CAM.

·       No Unique ID metadata values are present in existing workspaces. For example, if the new process is using a single value identifier, like Aderant’s “Matter Uno” as the Unique ID metadata, but the existing workspaces do not have this value, you'll need to create a process to assign the value before running a Link Workspace job.

§  iManage Cloud customers, contact iManage for assistance to populate the designated custom field for existing workspaces, then once populated, a Link Workspace job is performed to integrate the workspaces into CAM.

§  iManage On-prem customers can populate the custom field independently, then perform a Link Workspaces job to integrate the existing workspaces into CAM for management.

Metadata Auto Discovery Overview

• Auto Discovery uses the metadata discovered in an external system to automate the creation of CAM Master Metadata and automatically maps the external system’s metadata to its corresponding CAM Master Metadata.

• It is important to investigate, verify, and confirm external system metadata captions/attributes before using Auto Discovery.

• Auto Discovery can only be used once per external system and not at all if a mapping already exists for the external system.

• A careful review of the discovered metadata is necessary to avoid creating unnecessary or duplicate CAM Master Metadata and to ensure accurate mappings. 

•   Use the Master [1] column on the Auto Discovery screen to determine when Auto Discovery will create new CAM Master Metadata and when Auto Discovery is only mapping to existing CAM Master Metadata.
  

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•   An “i” icon [2] will appear when the external system will only be mapped to existing CAM Master Metadata.

•   An “-“ notation [3] will display when the process will create new CAM Master Metadata and map the external system’s metadata to it. 

•   To avoid creating unnecessary or duplicate CAM Master Metadata, deselect questionable metadata from the Auto Discovery workflow and address these items manually.

User Window

1. In the Administration tab, select Metadata

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