Syncing Content from M365 to iManage

Overview

The Content Mover helps you to move content such as Teams and Channels from M365 to iManage and automatically sync any changes between M365 and iManage.

Prosperoware CAM Azure Stack utilizes Microsoft Azure services and resources to provide the ability to sync content between multiple Document Management Systems (DMS). On the Azure Stack, CAM Content Mover uses Azure storage blobs as an intermediary when copying content between the supported DMS’s.

Note: See CAM AWS Stack for similar functionality using Amazon AWS services and resources.

CAM Azure Stack requires the deployment of an Azure template into your Azure environment. The template deploys a complete solution that contains multiple resources such as function apps, MySQL instance, BLOB Storages, and others. These resources are provided and hosted by Microsoft Azure in your Azure account to provide you with more control over the Content Mover process.

Major features include:

Two add-ons that control content mover Manager.
Moving channels, tabs, and teams from the Teams application to the NetDocuments from the Matters tab.
Copying channels, tabs, and teams from the Teams application to the NetDocuments from the Matters tab.
Setting up content mover jobs between systems to occur on a schedule.
Allowing CSV Upload of Jobs to move channels, tabs, or teams from the Teams application to the NetDocuments.

Tip: The file size should be 450MB from M365 to NetDocuments in Azure and AWS to sync the contents.

License and Add-on Requirements

The license must be C4 or higher.

OR

Two add-ons are included with the license:

Move Between Teams and DMS
Auto Sync Between Teams and DMS

Note: If the job is deleted after copying the contents then resubmit the same job again, the new document will create, the client will lose the old document.

Content Mover

Once the permissions are granted, users can go to the Content Mover to configure content mover jobs.

To open Content Mover:

Go to Administration->Content Mover.

Job

Allows the user to search the config job, edit/update the config job. Users can perform the following operations -

Filter - Allows you to filter or search the config job based on the following two options -

Source option - It contains the following field -
1. System - Select the system from the list.
2. Repository - Select the repository from the list.
3. Entity Name - Enter the entity name. We support special characters in the search.
Target Option - It contains the following field
1. System - Select the system from the list.
2. Repository - Select the repository from the list.
3. Entity Name - Enter the entity name. We support special characters in the search.

Click Search to display the result and click Clear to clear the fields

Fields

Description

Source

Displays all source details.

Target

Displays all source details.

Details

Detail contains the following fields -

Created Date - Displays the creation date
Edited Date - Displays the last modified date
Status - Displays job status (Completed, Error). If the job status indicates "Error", it sends an email notification to the user if an error occurs during the content move (ETL) process.
Type - Displays the job sync type.
Last Sync date - Displays the last sync date.
Next Sync date - Displays the upcoming sync date. This date is applicable only for Scheduled sync type.
Action - Allows you to perform the following operations:
- Edit Job Setting - Modifies configured job settings. Refer to Editing Job Settings section for more details.
- Retry the subscription - Tries running the jobs again that had failed earlier due to the subscription failure issue.
- Deactivate - Disables a configured job.
- Delete - Deletes a configured job.
- Logs - Helps in troubleshooting failed content mover jobs.

Note: View ETL Logs permission is required to see the Logs menu option.

Status - Displays job status - Completed, Error. If the job status indicates "Error", it sends an email notification to the user if an error occurs during the ETL process as follows.

Actions - Click Hamburger menu to upload the CSV.

Edit content mover Config job

Allows the user to edit/update the config job. Users can perform the following operations -

Column	Description
Enabled	Select value
From System	Select value from dropdown
To System	Select value from dropdown
Current Interval	Displays the current interval
New Interval: Every	Enter the value (>=15) Note: It accepts the value only greater than or equal to15. Select the value from dropdown Select the start date from calendar
Profile	Enter the following values - Client - Select the value from the dropdown matter type - Select the value from the dropdown To - Enter the value CBOL1 - Select date from calendar Use As - Select the value
Settings	Enter the following values - How would you like to sync documents? - Select the value Note: iManage does not allow to import multiple versions of email documents. Bring Post Files - Select the value How to handle Team - Select the value How to handle OneNote- This allows you to transfer your content from OneNote to iManage that can include text, pictures, tables, and drawings. Note: If an existing OneNote is added inside a Team, and the Repository isn’t one that is subscribed to, the Job event won’t be triggered until a change is made, or the Repository is subscribed to. OneNote Microsoft OneNote is a free-form note-taking program that allows for multi-user collaboration and free-form information gathering. It collects user notes, drawings, screen captures, and audio commentary. Notes can be distributed to other OneNote users via the Internet or a network. OneNote has a virtually limitless document window in which users can click anywhere on the canvas to create a new text box. OneNote automatically saves data as the user makes changes to their file. OneNote saves information in notebooks as pages that are organized into sections. Microsoft designed this user interface to look like a tabbed ring binder, into which the user can make notes and gather information from other applications. OneNote notebooks are used to collect, organize, and share previously unpublished materials. You can transfer your contents to iManage by selecting one of the options: 1. Copy as folder – This allows you to create a folder and then move the contents of that folder. 2. Skip – This allows you to skip ahead in order to move contents. Skip is set by Default. Important: You can view in the iManage, OneNote notebook is stored as a folder with a separate data file for each section. OneNote files have a .one filename extension. How to handle Planner - This allows you to transfer your planner content to iManage. Microsoft Planner generates an easy-to-use overview of tasks that must be completed in an all-in-one dashboard that team members can share. Planner Microsoft Planner is a task and project management tool that can be integrated directly into Microsoft Teams and MS Excel. Microsoft Planner generates an easy-to-use overview of tasks that must be completed in an all-in-one dashboard that team members can share. To carry out a project or plan, users can assign tasks, share files, and collaborate via chat. Planner, which was designed for Office 365, allows you to attach files to tasks, collaborate on those files, and even have conversations about tasks without switching between apps. You can transfer your contents to iManage by selecting one of the options: 1.Copy as folder – This allows you to create a folder and then move the contents of that folder. 2. Skip – This allows you to skip ahead in order to move contents. Skip is set by Default. Important: You can view in the iManage, planner is stored as a folder with a separate data file for each section. Planner files have a .xls filename extension. Apply Security - No action is required from you. By default, the security of the Destination folder is applied on documents. Note: When documents are copied and synced across DMS systems, review the security of the Access Control List (ACL) as documents are accessible to anyone who has access to the destination folder.
Template Mapping	Add New - User can add new template mapping - Source template - Select value the from dropdown Target template - Select the value the from dropdown Map - Click to Map Add - Click to Add Click Save to save the mapping and click Cancel to close dialog Once done with the mapping displays in grid format.

Click Update to update the added details and click Cancel to close dialog

Delete content mover setting -

Allows the user to delete the content mover job. Following screen displays -

Enter reason to perform delete operation
Click Delete to remove the config job and click Cancel to close the dialog

Default Setting

Then go to the Default Settings tab. This tab shows all mapped content mover systems to run jobs off of.
Following screen displays -

Column	Description
From	Shows the system the content mover is reading from. Always will be Office 365
To	Shows the system the content mover will move or copy to. Typically the DMS system
Enabled	Displays if the job is enabled or not.
Bringing Post Files	Shows or hides the post files as per the option chosen by you on the Edit Job Settings screen.
Source Security Applied	Displays if the job applies the source system security (the system in the from column)
Sync Interval	The job sync internal (in minutes, hours or days)
Start Date	The job start date to start on.
Actions	Allows below actions based on permissions: Edit content mover Config job Delete content mover Setting

Adding a new Mapping

Click Add New from the Default Settings tab.
Set if the job will be enabled from the start. If it will be, select Yes.
From System will be auto-populated to Office 365. This cannot be changed.
Select the To System. Currently supported systems are: HighQ, iManage, Office 365, Fileshare, and NetDocuments.
Select the repository if multiple repositories exist on the external system.
Set up a new job internal in New Interval. Set the period in Every, select the time measure (minutes, hours, or days), and set the starting period date (today, in the future).
Add Profile of the job next:
- First setup the Metadata to be displayed at settings form as follows
- Create a Layout at Administration -> Layout ->Forms -> +Add Form.
- Select content mover-DMS from Where to be displayed.
- Add Metadata to be displayed on the Profile section and provide Access.
- Click Save.
Metadata can be set as a default value or forced value.
Add Settings as follows:
Select whether or not to bring files like documents or shortcuts.

Note: Chat files are always saved as JSON file.

Select whether or not to import the Post files into the teams/channels/tabs when moving.
Select to apply the system security either from Source or Target to the moved channel/team/tab.
The option to create new users would be visible if Source security is selected in the above step. It allows to create new users (if doesn't exist) with three options as below:

Option	Description
No Users	No new user is created; it applies default security Private to common user between Source and Target.
Internal Users	Internal Users of Source system is created on Target system with default security Private.
Every User	All users from Source system is created on Target system with default security Private.

Click Save.

The mapping now is set up and displayed in the Default Settings tab.

Configuration

Go to the Configuration tab in content mover Manager.
Following screen displays -

The Cloud Provider and Storage are currently hardcoded to AWS and S3.
In the second Storage lookup, select the particular existing bucket. Or Set the Bucket Name to create a new Bucket.
Set the API Endpoint Base URL, the URL used for the CAM URL. E.g. https://firmname.prosperoware.io, Prosperoware will share the URL.
Enter the API Secret Key configured from Azure Portal. Prosperoware will generate keys and share.
Click Validate and you should see a green bar on top of the page saying Validation Successful.

Note: Once validation is successful, the user adds a client token in the iManage server configuration. For more details iManage Server Configuration

Click Save. A validation message appears saying the Configuration was successful.

Action Status

This section describes the status of the sync configurations. You can view the sync status with error details and retry option in case of sync configuration fails against your configuration from Team to iManage or vs.

Navigate to the Action Status tab, the following screen appears

Fields	Description
Action	Displays the list of action performed on workspace, folder, and document level
Repository	Displays list of repositories
Database	Displays list of databases
From	Displays list of Teams
To	Displays list of iManage workspace
Status	Displays the sync status either completed or failed
Edited On	Displays sync date and time
Error Message	Displays an error message in case of sync failure
Error Details	Click Details to view error in details in case of sync failure
Action	Click the Hamburger menu to perform a retry of the sync. Click Retry. Also, completed Content Mover Jobs can now be ad-hoc resynced from the Source system. The Resync button is visible in the Jobs user interface when the permission View ETL Resync is enabled.. Note: Only new or modified content will be resynced. Conversation files will also not be resynced. The Resync button will be disabled on the job after clicking Resync as it executes to prevent simultaneous jobs. Note: The retry option is only available if the sync fails.