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Overview

A Modify Workspace/Folder/Document job allows you to modify a Workspace in an external system via scripting, CSV, or a CAM Workflow. The Modify Workspace job includes renaming, metadata changes, and security changes. The Modify Workspace job does not modify the template or reapply any template changes. Template changes are applied to new workspaces (on a going-forward basis). If you wish to apply a Template to an existing workspace, you can use the "Apply to workspace" feature in the Template Editor and select one or more existing workspaces. For more information on Template Editor, click here.

Jobs

Description

Modify Workspace iManage

Allows you to modify workspace in iManage.

Modify Workspace NetDocuments

Allows you to modify workspace in NetDocuments.

Table of Contents
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Modifying Workspace in iManage

Expand
titleiManage

Metadata Field

When

Required

Supported

Values

Description

Example

Job

Optional

createormodify

workspace

Denotes the job type

 

AddFolders

Optional: Adds missing folders

AddFolders=1 then adds any missing folders to the template structure.

AddFolders=0, then skip adding any missing folders.

If a workspace is not linked to CAM and has a different folder structure than the template used for the workspace, the missing folders can be either added dynamically, or skipped/not added to keep the template structure.

AddFolders: 1

Unique Metadata Fields

Mandatory

String/Integer

The fields within CAM that are set as unique

  • Best practice: Set the unique metadata field to a field that is unlikely to change during the life of the matter/project (eg SystemId).

  •  Other metadata fields such as Client and Matter can be set as unique within CAM, but if these values are changed at a later point, a new workspace may be created (see the opening notes for further details on the Create Workspace process)

Other Metadata Fields

Recommended

Dependent on Metadata Field

These are the metadata values you want to apply to the Workspace and folders

To download sample, sample modify workspace in iManage.csv, click Here

Systems

Mandatory

imanage

Denotes the system you wish to change a Workspace in

This replaces the ‘CreateIniManage’ column, although this is still supported. If you use this column instead, the supported values are 1 (true) or 0 (false)

Server

Optional

String

If not included, CAM will use the default server set within External System Configuration

 

Database

Optional

String

If not included, CAM will use the default database set within External System Configuration

 

DefaultSecurity

Recommended

Private, Public or View

The default security of the workspace – include if you want this to change on the workspace

 

Userid

Optional

String

iManage UserID or UserEmail.

Note: iManage requires userid’s be encased in %%. Like %alexey.marcus%

Security

Optional

String – see example

The format for the security column – include if you want this to change on the workspace:

 [useremail]  |  {allow or deny=true or false]  #  [expiration date]  *  [role]  $  [isGroup=true or false]

 Please see the How To video for more details

This column assigns user/group access level.

 Examples:

User: Bob.bradley@demo-firm.com|true#NULL*Admin$false

Group: Partners|true#NULL*Editor$true

Roles are defined as the roles mapped with the source system here: https://pdocs.atlassian.net/wiki/spaces/CCAM/pages/28409975/Source+System+Configuration#Role-Permission-Mapping

 

CAM also supports the following parameter setting for the matter/user/group security:

@MatterTeam@/@userid@/@groupid@

Examples are as follows:

 Users:

Adding an Admin ( iManage Full Access) bob.bradely@demofirm.com|true#23/12/2019*Admin$true

Adding an Editor (iManage Read/Write access)

firstnamelastname2@firmname.com|true#null*Editor$true

Adding a Watcher (iManage Read only)

firstnamelastname3@firmname.com|true#null*Watcher$true

Denying Access (iManage No Access)

firstnamelastname4@firmname.com|false#null*Deny$true

Groups:

For example, adding an editor group

PartnersGroup|true#11/3/2021*Editor$true

 

Info

Note: Dates are based on your system setting found here: Admin->Settings.

  •  If multiple entries are included in this column, separate each entry by a comma

and save the file as tab delimited. CAM will recognise a tab-delimited file when uploading as a CSV file in the Jobs tab.

  • : firstnamelastname@firmname.com|true#null*Admin$false,Group4|false#null*Deny$true

 

 

 

RemoveSecurity

Optional

String (see example)

Use this field to remove a user’s or group’s access from the Workspace

Remove User: bob.bradley@demo-firm.com|User OR userid=sampleuser@firm.com|isgroup=0

Remove Group: Partners|Group OR groupid=Partners|isgroup=1

 Remove User from Group: bob.bradley@demo-firm.com|Partner

RefileDocsAndFolders

Anchor
Refile
Refile

Optional

1 (true) or 0 (false)

Use this field to pull through any changes to the Folders' and Documents' Profiles from the modified Workspace Profile. Security refile is not done by this parameter, as only the profile is updated here. See the Copy SecuritytoDocuments parameter below to do security for documents.

 

copysecuritytodocuments

Optional

1 (true) or 0 (false)

Copies the security to the document profile from the workspace profile.

UpdatemoreSecuredDocuments

Optional

1 (true) or 0 (false)

If you have documents on a parent folder that are more secured, and you have the rights to modify, you can update them using this parameter.

WorkspaceName

Optional

String

Changed Workspace Name - include if you want this to change on the workspace

 

AddToMyMatters

Optional

iManage UserID or UserEmail

This field adds the workspace to a user’s My Matters section in iManage. Please note: My Matters needs to be enabled in iManage for the applicable user/s.

ALEXEY.MARCUS or alexey.marcus@demo-firm.com

Category

Optional (AddToMyMatters required)

String

This column is used for the My Matter Category you want to add the Workspace to (applies to the users specified in AddToMyMatters). If category does not exist, then CAM will create it. To add the Workspace to a sub-category, use the below format:

 Category/Second level/Third level/ etc

Folder 1 or Folder 1/Folder 2/ Folder 3 (see notes)

 

Sample CSV

To view the sample CSV, click here

Modifying Workspace in NetDocuments

Expand
titleNetDocuments

Metadata Field

When

Required

Supported

Values

Description

Example

Job

Optional

createormodifyworkspace

Denotes the job type

 

Unique Metadata Fields

Mandatory

String/Integer

The fields within CAM that are set as unique

  • Best practice: Set the unique metadata field to a field that is unlikely to change during the life of the matter/project (eg SystemId).

  •  Other metadata fields such as Client and Matter can be set as unique within CAM, but if these values are changed at a later point, a new workspace may be created (see the opening notes for further details on the Create Workspace process)

Other Metadata Fields

Recommended

Dependent on Metadata Field

These are the metadata values you want to apply to the Workspace and folders

To download sample, sample modify workspace in NetDocuments.csv click here.

Systems

Mandatory

netdocuments

Denotes the system you wish to change a Workspace in

This replaces the ‘CreateInNetDocuments’ column, although this is still supported. If you use this column instead, the supported values are 1 (true) or 0 (false)

Repository

Optional

String

If not included, CAM will use the default repository set within External System Configuration

 

CabinetName

Optional

String

If not included, CAM will use the default Cabinet set within External System Configuration

 

Cabinet

Optional

String

Cabinet ID

If not included, CAM will use the default cabinet set within External System Configuration

 

Security

Optional

String

The format for the security column – include if you want this to change on the workspace:

[useremail]  |  {allow or deny=true or false]  #  [expiration date]  *  [role]  $  [isGroup=true or false] Please see the How To video for more details.

The Token user must be listed as an Admin in the Security string.

This column assigns user/group access level.

Examples:

User: Bob.bradley@demo-firm.com|true#NULL*Admin$false

Group: Partners|true#NULL*Editor$true

 If multiple entries are included in this column, separate each entry by a comma and save the file as tab delimited. CAM will recognise a tab-delimited file when uploading as a CSV file in the Jobs tab.

 

RemoveSecurity

Optional

String (see example)

Use this field to remove a user’s or group’s access from the Workspace

Remove User: bob.bradley@demo-firm.com|User

 Remove Group:Partners|Group

Remove User from Group: bob.bradley@demo-firm.com|Partner

RefileDocsAndFolders

Optional

1 (true) or 0 (false)

Use this field to pull through any changes to the Folders' and Documents' Profiles from the modified Workspace Profile. Security refile is not done by this parameter, as only the profile is updated here. See the Copy SecuritytoDocuments parameter to do security.

 

copysecuritytodocuments

Optional

1 (true) or 0 (false)

Copies the security to the document profile from the workspace profile.

UpdatemoreSecuredDocuments

Optional

1 (true) or 0 (false)

If you have documents on a parent folder that are more secured, and you have the rights to modify, you can update them using this parameter.

 

WorkspaceName

Optional

String

Changed Workspace Name - include if you want this to change on the workspace

 

Queue

Optional

1

Include this column if you use the same CSV/script again with no changes to the values

 

Priority Queue

Optional (only applicable with C4 or C5 licensing)

String

Use this column when you want the job to run in a CAM Priority Queue

Name of the Priority Queue

Sample CSV

To view the sample CSV, click here

Configuring CSV

Create a CSV file using Text Editor

  1. Open any text editor and enter the data, separating each value with a comma and each row with a new line, as shown in the illustration below:

  2. Save the file with extension .csv

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Create TSV file using Text Editor

  1. Open any text editor and enter the data, separating each value with a tab and each row with a new line, as shown in the illustration below:

  2. Save the file with extension .tsv

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Create a CSV/TSV file using Excel

  1. Open an Excel sheet and enter the data.

  2. To save the spreadsheet as CSV, select File → Save As and select CSV (Comma delimited) as the type.

  3. To save the spreadsheet as TSV, select File → Save As and select Text (Tab delimited) as the type.

  4. Excel will display a dialog box indicating some Excel features may be lost in the format chosen. Click on Yes to continue to save the file in CSV/TSV format.

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Info
Tip: A text editor like Notepad can suffice for creating and editing simple CSV files. However, if you are working with large data, using an application like Excel is preferable

General Parameters:

Metadata Field

When

Required

Supported

Values

Description

Example

Anchor
RefreshWorkspace
RefreshWorkspace
RefreshWorkspace

If the workspace needs to be refreshed

1, 0

Boolean

True. Enables the Refresh Workspace parameter in the UI.

False. Disables the Refresh Workspace Parameter in the UI.

This also is present in the Service Desk Bulk Security option to be used to refresh after a bulk update.

 RefreshWorkspace=1 means to refresh the workspace and security.

Sample CSVs

File

Description

View file
nameModifyWorkspacewAddFoldersEnable.xlsx

ModifyWorkspaces for iManage with Add Folders enabled to add missing folders

View file
nameModifyWorkspacewAddFoldersDisable.xlsx

ModifyWorkspaces for iManage with Add Folders disabled to skip adding missing folders

View file
nameSample Modify Workspace in NetDocuments.xlsx

Modify Workspaces for NetDocuments

View file
nameModifyWorkspaceNDAddFolders.xlsx

Modify Workspaces for NetDocuments with AddFolder=1 to enable adding missing folders.

View file
nameSampleNDApplySecurity.csv

Applying Security for Workspaces or Folders. This sample is for ND, but can be changed for system iManage if needed.

View file
nameNDWorkspaces.csv

Modify ND Workspace

View file
nameiManageWorkspaceImport_4.txt

iManage Workspaces Sample 2

View file
nameiManageTestingWorkspaceProfileUpdates.csv

iManage Profile Updates

View file
nameBHTestWorkspaces-explicit templates.csv

Explicit Template assignment to Workspace

View file
nameBHTestingPersonalWorkspaces - iManage first.csv

Personal Workspaces

View file
namePRJ_CreateAll (1).csv

Create Folder

Tip

Best Practice: Use the following parameters: Job as createOrModifyFolder, Systems, server, Queue as 1, ParentFolder Path, UniqueSystemWorkspaceColumns, FolderName, FolderMetadata, Type, Database, Security,FolderCriteria.

Note

Important: For FolderCriteria, please take into consideration that IdField is defined as StatusId in the prosperoware system. Morover, it is case sensitive. Because of this “Status” is not getting passed as “status“, but “StatusId“. Make sure the values are spelled out as “ClassId“ and “Custom25“.

View file
namePRJ_Edit_folders.csv

Edit Folder

Tip

Best Practice: use the following parameters: Job as createOrModifyFolder, Systems, Server, UniqueSystemWorkspaceColumns, FolderCriteria, FolderMetadata, Type, Database, Security, DefaultSecurity,FolderNewName.

Note

Important: For FolderCriteria, please take into consideration that IdField is defined as StatusId in the prosperoware system. Morover, it is case sensitive. Because of this “Status” is not getting passed as “status“, but “StatusId“. Make sure the values are spelled out as “ClassId“ and “Custom25“.

View file
nameEdit folder name with boolean value.csv

Modify the Folder name with a boolean value

Note

Important: For FolderCriteria, please take into consideration that IdField is defined as StatusId in the prosperoware system. Morover, it is case sensitive. Because of this “Status” is not getting passed as “status“, but “StatusId“. Make sure the values are spelled out as “ClassId“ and “Custom25“.

View file
nameEdit folder name with lookup value.csv

Modify the Folder name with a lookup value

Note

Important: For FolderCriteria, please take into consideration that IdField is defined as StatusId in the prosperoware system. Morover, it is case sensitive. Because of this “Status” is not getting passed as “status“, but “StatusId“. Make sure the values are spelled out as “ClassId“ and “Custom25“.

View file
nameEdit folder name with number value.csv

Modify the Folder name with a number value

Note

Important: For FolderCriteria, please take into consideration that IdField is defined as StatusId in the prosperoware system. Morover, it is case sensitive. Because of this “Status” is not getting passed as “status“, but “StatusId“. Make sure the values are spelled out as “ClassId“ and “Custom25“.

Note: If you plan to set workspaces with no templates in the Workspace Wizard or CSV Import, you will need to setup a metadata field for NoTemplate in CAM.

This format would be:

  • Metadata name= NoTemplate

  • Type= boolean

  • Value= 1 if you want to set no template. 0 if you want a template set.

Learn how to create your own CSV/TSV files with a Text Editor or Excel.