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titleMatter Team and Security

Matter Team & Security

You can add users and groups specifically for the selected matter. When a user is added to the matter team, CAM grants the user/group access to the workspace. You can also remove a user's access to specific matters by denying permission to access the matter.

  1. In the Matter Team and Security window, click the Add Member/Group button.

  2. In the Add Member/Group window, type information in the provided fields, based on the table below, then click Save

Note: Z Groups cannot be removed from here.

Field

Description

Security Enabled

Select the radio button to assign the matter security to a User or a Group. This is a required selection.

Select a User/ Group

Select the user/group from the drop-down. To assign a user/group, either click the drop-down menu and select from the list or manually enter the value, which will auto-complete if the user is assigned in Administration>Users and Groups .This is a required selection.

Permission

Select the option to Allow or Deny the permission. This is a required selection.

Role

Select the role to be assigned to the user/group from the drop-down. This is a required field.

Expiration Date

The date on which the user/group will be automatically removed from the matter team. This is a required field.

Selected Systems

This displays the selected system for the matter and is checked by default

Reassign Template

The Reassign Template option allows you to reassign and apply a new template to the selected folders/sub-folder in the matter template.

  1. Click on the Directory tab.

  2. Click the matter to open the Matter Details page.

  3. Click the hamburger button in the far-right corner of the external system.

  4. Select Reassign Template.

In the Reassign Template dialog, the Current Template is displayed on the left-hand side of the dialog. The option to select the new template is displayed in the right-hand side panel.

Note: On-Demand folders will not be displayed on the workspace structure displayed on the left-hand side of the page unless it's created on a workspace.

  1. Click on Select Template.

  2. Select a template from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Template Editor

The selected template layout is displayed and the template name is auto-populated in the template name field.

  1. From the current template, select an option -

Image Removed

  1. Click Save to update the changes or click Cancel to close the dialogue.

Two options will be displayed at the bottom of the page:

  • Select Optional folders to display on-demand folders.

  • Select Create remaining folders to create all folders from a new template excluding on-demand folders.

Expand
titleManage Folders

Manage Folders

The Manage Folders option in the external system allows you to add optional folders to the selected folder/sub-folder in the matter template, based on the On-demand Folders Creation defined in the applicable folder templates.

Note: Manage Folder option is available in Office 365 for CAM Teams only.

Info

Prerequisite: The CAM Teams app must be installed successfully before opening CAM Web Commands inside a tab within a channel.

  1. In the Directory tab, click the matter to open the Matter Details page.

  2. Click the (blue star) button in the far-right corner of the external system.

  3. Select Manage.

  4. To assign a template, 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>Template Editor.

  5. To add a custom folder, click the + button to add the custom-named folder to the workspace. Adding or restricting custom folder creation is possible by configuring the Metadata based filter criteria at Administration>Template Editor> Config

Note: + at Team level will create channel under Team.

+ sign at Channel level will create the folder inside File tab of Channel.

  1. In the folder tree, check one or more folders.

  2. For each selected folder that allows a custom name, prefix, and/or suffix:

    1. Click the Custom Name, Add Prefix, or Add Suffix link to display a text box.

    2. Enter an appropriate name, prefix, or suffix and click Save.

  3. Click Update.

A new job is triggered to update the workspace. You can track the status of the job in the Jobs tab.

Note: A Checkbox is displayed in front of On-demand and Custom folders to differentiate from existing folders in the workspace, and shows existing folders with blue text to rename it.

Note: The replacement of placeholders for the template metadata only happens at the workspace level and not at the folder level to avoid inaccurate results when a user opens Manage Folder from the folder level.

Info

Template results are limited to the first top 50 templates based on the filter criteria in Template Editor of Commands that pull templates. Narrow down your search or limit the template number you are returning.

Info

Tip: Users must have View Manage Folder Dialog permission assigned to edit the workspace template folders. Read here for a complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

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titleReassign Template

Fields

Description

Delete folders with no documents

Allows the user to removes empty folders from the selected workspace.

a. Do you want to delete the search folders too? : Selects Yes to remove empty search folders from the selected workspace or selects No to keep empty search folders rom the selected workspace.

Note: This option is enabled only on iManage.

Merge

CAM provides an option to merge the folders to the New Template. It allows the user to merge the identical folders in source and destination.

Note: 1. The user cannot merge an identical workspace folder with a template folder.

2. Source Folder's metadata/security will be removed and will apply the target Folder's metadata/security.

No change to Document's metadata/security contains within Source Folder

CAM does allow merging 2 folders with the same name on a workspace however.

Move To

Moves the folder along with the sub-folders from the Current Template to the New Template.

Undo all

Revert the Merge or Move changes.

Tip

Tip: Select both options to create on-demand folders also.

  1. Click Save. CAM will show a confirmation message to apply the new template to the selected workspace.

  2. Click Yes to process the changes.

Note: Users must have View Reassign Template permission assigned to view this option.

Note: Default templates are marked with a green checkbox button next to the Template name.

Expand
titleDelete/Remove (Modify) Content

Modify Content

Note

Warning: Data deleted from the external system cannot be recovered. Data must be backed up in Content Mirror to be retrieved.

  1. Open any matter on the Matters tab.

  2. Click the Hamburger menu (blue star) button in the far-right corner of the workspace row.

  3. Click Modify Content.

Tip

Tip: Back up the content to Business Continuity (if available) before deletion.

Use Cases

  • A workspace is linked to CAM using the Link workspace job.

  • It shows up properly in the Directory tab and stores folder structure as expected when clicking on Manage Folder.

  • Create a new second-level folder using the native iManage option in Work Web – please note that in this scenario, does not have CAM right-click menu enabled nor configured.

  • When going back to the CAM directory tab, the newly created folder showed up in the Manage Folder dialog without the workspace being relinked.

  • Then use the native iManage delete option to delete the created folder. The CAM directory synced without relinking, showing the updated structure without the folder again.

  • The workspace structure was stored in iManage, and received by CAM.

Expand
titleReassign Template

Reassign Template

The Reassign Template option allows you to reassign and apply a new template to the selected folders/sub-folder in the matter template.

  1. Click on the Directory tab.

  2. Click the matter to open the Matter Details page.

  3. Click the hamburger button in the far-right corner of the external system.

  4. Select Reassign Template.

In the Reassign Template dialog, the Current Template is displayed on the left-hand side of the dialog. The option to select the new template is displayed in the right-hand side panel.

Note: On-Demand folders will not be displayed on the workspace structure displayed on the left-hand side of the page unless it's created on a workspace.

  1. Click on Select Template.

  2. Select a template from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Template Editor

The selected template layout is displayed and the template name is auto-populated in the template name field.

  1. From the current template, select an option -

Image Added

Fields

Description

Delete folders with no documents

Allows the user to removes empty folders from the selected workspace.

a. Do you want to delete the search folders too? : Selects Yes to remove empty search folders from the selected workspace or selects No to keep empty search folders rom the selected workspace.

Note: This option is enabled only on iManage.

Merge

CAM provides an option to merge the folders to the New Template. It allows the user to merge the identical folders in source and destination.

Note: 1. The user cannot merge an identical workspace folder with a template folder.

2. Source Folder's metadata/security will be removed and will apply the target Folder's metadata/security.

No change to Document's metadata/security contains within Source Folder

CAM does allow merging 2 folders with the same name on a workspace however.

Move To

Moves the folder along with the sub-folders from the Current Template to the New Template.

Undo all

Revert the Merge or Move changes.

  1. Click Save to update the changes or click Cancel to close the dialogue.

Two options will be displayed at the bottom of the page:

  • Select Optional folders to display on-demand folders.

  • Select Create remaining folders to create all folders from a new template excluding on-demand folders.

Tip

Tip: Select both options to create on-demand folders also.

  1. Click Save. CAM will show a confirmation message to apply the new template to the selected workspace.

  2. Click Yes to process the changes.

Note: Users must have View Reassign Template permission assigned to view this option.

Note: Default templates are marked with a green checkbox button next to the Template name.

Expand
titleDelete/Remove (Modify) Content

Modify Content

Note

Warning: Data deleted from the external system cannot be recovered. Data must be backed up in Content Mirror to be retrieved.

  1. Open any matter on the Matters tab.

  2. Click the Hamburger menu (blue star) button in the far-right corner of the workspace row.

  3. Click Modify Content.

Tip

Tip: Back up the content to Business Continuity (if available) before deletion.

The following screen displays:

Field

Description

Delete Option

User can select one of the following option:

  1. Soft Delete

  2. Hard Delete

  3. Archive Team

Soft Delete

Allows you to remove all contents only from CAM.

  1. Click Soft Delete to delete all the content from the matter and the following pop-up displays:

  2. Click Yes to delete and click No to close the pop-up window.

Hard Delete

Allows you to remove all the content from CAM and external systems completely if the checkbox is marked. The deleted contents will not be recoverable.

Info

Note: If the checkbox is unmarked, the workspace and its folders will get deleted, while the documents will be moved to a flat space and can be accessed after deletion.

  1. Click Hard Delete to delete all the content from the matter and the following pop-up displays:

  2. Click Yes to delete and click No to close the pop-up window.

Note: When the user performs a Hard delete and recreates the same team again, programmatically it updates the same entry on Directory Tab.

Archive Team

Note: The Archive Team option is displayed only when user selects Team.

Allows you to Archive the Team in Read-only mode.

  1. Click Archive to archive all the content in read-only state from the matter and the following pop-up displays:

  2. Click Yes to delete or click No to close the pop-up window.

On deletion, a new job is triggered to update the workspace. You can track the status of the job in the Jobs tab. The Team is then shown as Archived on the Directory tab.

Note: Microsoft deletes teams and related content asynchronously. The team may be visible for few minutes even after it has been deleted.

...

Expand
titleCreating a Job using Copy

Creating a job using Copy Job

Similar to creating a new job from the Content Mover panel, users can add jobs from the object in Matters.

  1. Go to the Matters tab in CAM.

  2. Find an M365 Teams, Channel, or Tab.

  3. Click the Action menu from the object and select Copy.

  4. Select the object (Matter/client/workspace) to copy or move the team's content to in the DMS.

Info

Note: Currently, only objects that match the client/matter shows up. In a future version, all objects will display in the lookup.

Prerequisites: Before synching Team to a Workspace the following settings need to be done:

  1. Workspace should be present for the same matter where the team is linked

  2. In Content Mover under default setting tab select setting "How to handle Team"

From here, users can change the options below:

  • Users can specify the custom name of the folder/Tab in the field “Name of the folder or tab in the DMS“ when synching Team to the workspace.

    • Once Job created successfully, the Target Workspace Team should be created as Tab/Folder under the workspace with a specified custom name

    • Channels should be added under the Team as folders, where the conversation folder will be created.

    • A tooltip will display as: Content from Teams will be mapped according to the Default Configuration assigned.

Info

A warning will display if a user copies an item that has security other than Public to a team/channel/workspace: Note: Any document copied to Teams will be visible to all channel members

  • Default Class - Users can specify a Default class to apply to the moved teams/channels/tabs. It displays a Class metadata description or Class id if the description is not entered.

    • Sync Options - Set up a new job internal in New Interval using the following options:

      • One Time - Allows you to copy the contents only one time from a specified source to a destination.

      • Schedule - Allows you to set the period in sync interval, select the time measure (minutes, hours, or days), and set the starting period date (today, in the future). Sync interval appears only when you select the option Schedule.

      • Event Based - This allows you to sync the content only when any new content populates.

      • Two-way sync - This allows you to copy the content in two ways, from source to destination and vice versa. When you sync the document and the same document exists in DMS, it will create a new version of the document by appending 1 to the end. There are two use cases when the two-way sync is disabled:

        • Bring as shortcut is selected in the options.

        • There already exists a two-way sync job for the selected workspace.

Note: The Two-way sync option is available for Bring as Documents, it is not available for Bring as shortcut.

Note

Warning: When you have already synced the content between source and target, two way sync will not allow you to use this option with the same source and target.

  • Add any metadata filters.

    • Select whether or not to import the chat files into the teams/channels/tabs when moving.

    • Select whether to map documents as shortcuts.

    • Select to apply the system security either from Source or Target to the moved channel/team/tab. This also applies for public and private items.

On clicking submit, the Content Mover job will be submitted to the Jobs queue and displays in the Content Mover Jobs tab.

Note: The user can send the documents/files less than 500 MB from Office365 to iManage.

    • created.

    • A tooltip will display as: Content from Teams will be mapped according to the Default Configuration assigned.

Info

A warning will display if a user copies an item that has security other than Public to a team/channel/workspace: Note: Any document copied to Teams will be visible to all channel members

  • Default Class - Users can specify a Default class to apply to the moved teams/channels/tabs. It displays a Class metadata description or Class id if the description is not entered.

    • Sync Options - Set up a new job internal in New Interval using the following options:

      • One Time - Allows you to copy the contents only one time from a specified source to a destination.

      • Schedule - Allows you to set the period in sync interval, select the time measure (minutes, hours, or days), and set the starting period date (today, in the future). Sync interval appears only when you select the option Schedule.

      • Event Based - This allows you to sync the content only when any new content populates.

      • Two-way sync - This allows you to copy the content in two ways, from source to destination and vice versa. When you sync the document and the same document exists in DMS, it will create a new version of the document by appending 1 to the end. There are two use cases when the two-way sync is disabled:

        • Bring as shortcut is selected in the options.

        • There already exists a two-way sync job for the selected workspace.

Note: The Two-way sync option is available for Bring as Documents, it is not available for Bring as shortcut.

Note

Warning: When you have already synced the content between source and target, two way sync will not allow you to use this option with the same source and target.

  • Add any metadata filters.

    • Select whether or not to import the chat files into the teams/channels/tabs when moving.

    • Select whether to map documents as shortcuts.

    • Select to apply the system security either from Source or Target to the moved channel/team/tab. This also applies for public and private items.

On clicking submit, the Content Mover job will be submitted to the Jobs queue and displays in the Content Mover Jobs tab.

Note: The user can send the documents/files less than 500 MB from Office365 to iManage.

Directory Trick Example: Adding custom metadata to the Layout

As explained in CAM’s monthly newsletter for June, this example will show you how to add a metadata value to your Directory layout to filter and use.

In this example, we are adding Practice Area.You could do this with any other field.

  1. Ensure the Practice metadata exists and is mapped accordingly.

  2. Go into Administration-> Layout. Click the Grids tab.

  3. Select the Matters->Core grid. This is for the directory tab.

  4. Click Add New. Type in Practice in the lookup that displays. Don’t set any display format and click Save. The other fields will populate.

  5. Now Practice Area displays in the Directory tab and the search.

Picture5 CAM.pngImage Added

Required Permissions

Permissions

Allows User To

View Matters

View the Directory tab (Hides the Directory tab).

View Matter Details

Disable the link to open the matter.

View Manage Folder Dialog

Edit Workspace Template Folders.

View Reassign Template

View this option in the External System menu options.

Remove Content

Delete the workspace from CAM or CAM and External system both.

View My Projects

View list of projects where user has explicit access (via group membership or as a user on the ACL).

View Reconciliation Report

Enables user to view Jobs tab> reconciliation report after creating workspaces to validate folder structures created as per assigned template

Info

Note: All new permissions are disabled by default and must be enabled to be used. For more

information, see Required Permissions.