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Note

Spaces are now removed from CAM field keys to prevent problems with several source system integrations.

Do not use non-alphanumeric characters in metadata key names or ID’s. The only supported non-alphanumeric character is underscore.

Context

  1. In the Administration tab, select Metadata

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  1. Perform a metadata operation (Add/Update/Delete) using CAM provisioning with the bulk of configuration pre-defined in templates and workflows with less system validation.

  2. The metadata pipeline will sync every operation utilizing the following pieces of the metadata functionality:

    1. Metadata Definition Define the Metadata key.

    2. Metadata Mapping Map the metadata value across all external systems and CAM

    3. Metadata Values Define the Metadata values that come with the definition.

  3. Users now will perform metadata operations (Add/Update/Delete) using Metadata

  4. Configure metadata using:

    • Manage Metadata

Manage Metadata

  • Helps you to manage all metadata definitions that are created in CAM

  • Allows you to create, update, delete the metadata definition, and manage the systems (iManage, NetDocuments, M365, CAM, and others) and entities (Workspace, Folder, Documents) where metadata applies.

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Internal Metadata Flags/Internal Keys

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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.

    image-20240813-175913.pngImage Added

  •   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

...

  1. Perform a metadata operation (Add/Update/Delete) using CAM provisioning with the bulk of configuration pre-defined in templates and workflows with less system validation.

  2. The metadata pipeline will sync every operation utilizing the following pieces of the metadata functionality:

    1. Metadata Definition Define the Metadata key.

    2. Metadata Mapping Map the metadata value across all external systems and CAM

    3. Metadata Values Define the Metadata values that come with the definition.

  3. Users now will perform metadata operations (Add/Update/Delete) using Metadata

  4. Configure metadata using:

    • Manage Metadata

Manage Metadata

  • Helps you to manage all metadata definitions that are created in CAM

  • Allows you to create, update, delete the metadata definition, and manage the systems (iManage, NetDocuments, M365, CAM, and others) and entities (Workspace, Folder, Documents) where metadata applies.

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Internal Metadata Flags/Internal Keys

  1. The following dialog displays Reserved metadata keys, called internal keys, a set of metadata keys included in CAM and used as parameters in CSV jobs, Request workflow, Source System integration, and data uploader to determine the workflow of the flag provision. For example, server and repository

  2. The included reserved metadata keys specify the purpose of the metadata respectively. For example, the CreateiManage internal key specifies creating a workspace in the iManage system

  3. Filter Metadata allows searching for a specific reserved metadata key

  4. Click Close to cancel the dialog

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Expand
titleDelete Metadata

Delete Metadata

  1. Allows you to delete the metadata

  2. Click the Hamburger menu and select Delete, the following screen opens:

3. This allows you to check your metadata dependency before deleting the metadata.

4. Click Check Dependency to view metadata dependency which opens the following screen. Click Cancel to close the dialog.

4. Enter the character “confirm“ , as shown; case sensitive before deleting

5. Click Delete Metadata to delete the metadata and click Cancel to close the dialog

It is also possible to delete Metadata from CAM and a related system by submitting a job through a CSV file that includes the HardDelete parameter.

Sample CSV file

Description

View file
nameDelete Metadata from NetDocuments.xlsx

Delete a Metadata value from CAM and NetDocuments.

View file
nameDeleteMetadataiManage.csv

Delete metadata from an iManage matter/client.

Note

Important: The HardDelete parameter must be included in the CSV and set to True (1) in order for the job to delete the Metadata from CAM and the underlying DMS. If the HardDelete parameter is not set, the Metadata will only get deleted from CAMCAM.

Additionally, if the metadata has child metadata values assigned we won't be deleting it.

Create/Add Metadata

  • Allows you to create a new metadata definition along with the associated

  • Allows you to perform metadata operations (Add/Update/Delete) with a single click.

  • To configure or to know each Metadata item mapped on which systems (iManage, NetDocuments, M365, and others) and system entities (Workspace, Folder, Documents, Teams, Channel) within the system, use this option.

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Fields

Description

System

Select system name from the list.

Repository

Select repository name from the list

Database

Select the database from the list

Filter by Entity Type

Select the entity type from the list

Search by metadata

Enter the specific metadata

Metadata (CAM Display Name)

Displays metadata name

Metadata Key

Displays metadata key

System Key

Displays system key

Unique

Display status of metadata

Lookup

Display status of look up metadata

Parent Metadata

Display parent metadata if configured

Metadata Type

Display metadata type

E.g. User Defined, Internal

Last Modified On

Display metadata modified date and time

Manage Data

Allows you to manage respective metadata values. For more details refer the following Manage data section

Edit

Allows you to update existing metadata, For more details refer the following Edit data section

opens the following screen:

  • Metadata - Selects metadata from the list

  • Parent Metadata (If Any) - Selects parent metadata from the list

  • System Attribute - Selects system attribute from the list

  • Is Unique? - Selects an option

  • Is Lookup? - Selects an option

  • Lookup Type - Selects lookup type from the list

  • Click Save to update the metadata details and click Close to cancel the dialog

Delete Metadata Mapping

  • Allows you to delete the metadata

  • Click Hamburger menu and select Delete, the following screen opens:

Image Removed
  • Allows you to delete the metadata mapping from the system\repositories\libraries

    • Enter the character “confirm“, as shown; case sensitive before deleting

    • Click Delete to delete the metadata mapping and click Cancel to close the dialog

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  • - Selects an option

  • Lookup Type - Selects lookup type from the list

  • Click Save to update the metadata details and click Close to cancel the dialog

Delete Metadata Mapping

  • Allows you to delete the metadata

  • Click Hamburger menu and select Delete, the following screen opens:

Image Added
  • Allows you to delete the metadata mapping from the system\repositories\libraries

    • Enter the character “confirm“, as shown; case sensitive before deleting

    • Click Delete to delete the metadata mapping and click Cancel to close the dialog

If duplicate mappings exist, a warning appears saying Duplicate mapping for the given system for the given metadata.

Example 1: Document number

Mapping docnum in iManage to CAM is simple. Docnum is automatically imported from iManage if you autodiscovered it.

Map it to the CAM field document_number.

  • MetadataType: Number

  • CAM MetadataType: String

  • Name: Document_Number

  • Exclude: true

Example 2 Custom Metadata

If a firm wants to use and map custom25-28 metadata, here’s how to set up these boolean fields:

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