Modifying a Workspace/Folder/Doc

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.

Modifying Workspace in iManage

iManage

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]*	This column assigns user/group access level. Examples: User: Bob.bradley@demo-firm.com\|true#NULLAdmin$false Group: Partners\|true#NULLEditor$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 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	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)

Modifying Workspace in NetDocuments

NetDocuments

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]* 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#NULLAdmin$false Group: Partners\|true#NULLEditor$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

General Parameters:

Metadata Field

When

Required

Supported

Values

Description

Example

RefreshWorkspace

If provisioning a new or updated workspace and security has been already modified so the workspace is secured but filters are not

1, 0

If provisioning a new or updated workspace and security has been already modified so the workspace is secured but filters are not

RefreshWorkspace=1 means to refresh the workspace and security.

Sample CSVs

File	Description
	ModifyWorkspaces for iManage with Add Folders enabled to add missing folders
	ModifyWorkspaces for iManage with Add Folders disabled to skip adding missing folders
	Modify Workspaces for NetDocuments
	Modify Workspaces for NetDocuments with AddFolder=1 to enable adding missing folders.

Configuring CSV

Create a CSV file using Text Editor

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:
Save the file with extension .csv

Create TSV file using Text Editor

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:
Save the file with extension .tsv

Create a CSV/TSV file using Excel

Open an Excel sheet and enter the data.
To save the spreadsheet as CSV, select File → Save As and select CSV (Comma delimited) as the type.
To save the spreadsheet as TSV, select File → Save As and select Text (Tab delimited) as the type.
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.

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.