Bulk Actions for SQL Analytics

These actions are available for the old analytics UI. For the new analytics UI read here:

Analytics Bulk Jobs

Bulk Job Options

The following bulk jobs are available after executing a query.

button

Description

button

Description

Declare A Record

Declare A Record

Profile Update

Delete Shortcut

Delete Document

Security

Email Template

Export Document

View Security

Move folder/Documents

Remote Check-In

Remove user-group

Revert Metadata and Security

Email

 

Delete Empty Workspaces

 

Delete Workspaces with Content

Available

For

Document

 

 

Workspace

 

 

Audit

 

Security

 

 

Folder

Metadata

 

 

User

 

Groups

 

Group_

Members

 

Folder_

Content

Folder_

Version

Document_

Version

The selected menu option will be applied to all the query results. To apply the selected options to a specific document/ or set of documents the query must be updated to fetch only those documents.

Please consider that Warnings will appear whenever the number of selected records for an attempted operation exceeds the limit number of records. The limits per operation/tab are as follows:

  • Documents tab - more than 25K items

  • Workspace tab - more than 5K items

  • Analytics tab > Documents - more than 25K items

  • Analytics tab > Folders - more than 10K items

  • Analytics tab > Workspaces - more than 5K items

Profile Declare

Click Declare Record to lock the document(s). The document can no longer be modified and will open as read-only. Run a query to first fetch the document(s). In the Declare As Record dialog, all the configured repositories are displayed in the Select System drop-down. Select the system from the drop-down, enter a name for the Job and click Submit. An Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the document will be marked as a record.

Tip: You can show/hide the Declare Record button in the query results menu option by allowing or denying the permission View Declare as Records. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Undeclare

Click Un-Declare Record to unlock the document(s). The document can no longer be modified and will open as read-only. Run a query to first fetch the document(s). In the UnDeclare As Record dialog, all the configured repositories are displayed in the Select System drop-down. Select the system from the drop-down, enter a name for the Job and click Submit. An Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the document will be marked as a record.

Tip: You can show/hide the UnDeclare Record button in the query results menu option by allowing or denying the permission View Undeclare as Records. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Important for NetDocument users: In NetDocuments, there is not an option to unlock a document version that has been locked using the lock version option. As such, there is no option to undeclare the locked version of a document, meaning once it is locked, it will always be locked.

Profile update

Click Profile Update to bulk update details on the query results.

  • Run a query to fetch the document(s).

  • In the Profile Update dialog all the configured repositories are displayed in the Select System drop-down. Select the system from the drop-down.

    • Netdocuments Profile Update: CAM allows renaming of the folder and document only.

  • Update the metadata by choosing one of the supported profile update methods in the look-up next to the field:

  • Overwrite: Allows the previous metadata value to be overwritten if it matches the value.

  • Append: Allows the appending of certain metadata into the current metadata field.

  • Suffix: Allows adding a suffix at the end of the metadata.

  • Prefix: Allows adding a prefix to the beginning of the metadata.

  • Remove: Allows removal of certain metadata if it matches.

  • Enter the details to be updated and click Next. The fields on the form can be configured in Administration>Layout.

Next to the attribute values, there is a column to append or remove the attribute values. Select from the dropdown next to the attribute (e.g. custom 17) for append or remove. For append, the box on the right, enter the value to append. Click Next.

  • Enter the job name (required field), a ticket number (optional), and a brief reason for change (optional). The tracks changes are made to the iManage content.

  • Click Submit Update.

  • An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the document details will be updated.

Delete Shortcuts

Click Delete Shortcuts to delete the documents displayed in the queried search results. In the Remove Document dialog:

  1. Select the Repository/Cabinet from the Select System drop-down

  2. Enter the ticket number (optional) and a brief reason (optional) to delete the shortcuts.

  3. Click Submit.

  4. An Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the document will be deleted from the selected system.

Removing Documents

Click the Remove Documents icon after performing a document search.

Restoring Recycle Bin Documents

Prerequisites

Enable the Restore Recycle Bin Documents permission from the Edit Role screen. This permission is listed in the DMS Button module in the left pane.

To restore recycle bin documents:

  1. Search the documents from the Documents tab.

  2. Enable the Search Recycle Bin Documents option.

  3. Click on the Restore Recycle Bin Documents icon.

  4. On the Restore Documents From Recycle Bin screen, enter the ticket number and reason for restoring documents from the recycle bin.

  5. Click Submit.

Security update

CAM provides an option for users to update security in all selected documents, folders/subfolders either including or excluding private documents.

  1. Enable Permission View Bulk Security Update Document or View Bulk Security Workspace to be able to change the security.

  2. Select the system from the drop-down in the top-right corner of the Security Update dialog

  3. In the left-hand side panel, click on the required drop-down to Add/Update or Change the Default Security.

Field

Description

Field

Description

Add Users or Groups

  • Select Users - All the users from the selected system are displayed. The user’s email is also displayed. Select from the list or manually enter the value, which will auto-complete if the user is added to the repository.

  • Select Groups - All the groups from the selected system are displayed. Select from the list or manually enter the value, which will auto-complete if the group is added to the repository.

  • Select Role - Select the role to be updated for the selected user/group

Remove Users or Groups

  • Select Users - All the users from the selected system are displayed. The user’s email is also displayed. Select from the list or manually enter the value, which will auto-complete if the user is added to the repository.

  • Select Groups - All the groups from the selected system are displayed. Select from the list or manually enter the value, which will auto-complete if the group is added to the repository.

Change Default Security

Select the default security to be updated for the selected system.

  1. Make the necessary updates and click +Add to add the action for the update. The updated action is displayed in the right-hand side panel. To remove an added action from the update list, click x Remove.

  2. Click Next to submit the change.

  3. The Job Name is reflected as Security Update.

  4. Select the Update value from the following options, wants to update folders/documents -

Option

Results

Option

Results

If the first option is selected and Skip private documents is 'Yes'

You have performed the below action(s) which will impact all folders, sub-folders, and documents EXCEPT private documents.

If the first option is selected and Skip private documents is 'No'

You have performed the below action(s) which will impact all folders, sub-folders, and documents INCLUDING private documents.

If the second option is selected and Skip private documents is 'Yes'

You have performed the below action(s) which will impact all folders, inherited sub-folders and documents EXCEPT private documents.

If the second option is selected and Skip private documents is 'No'

You have performed the below action(s) which will impact all folders, inherited sub-folders and documents INCLUDING private documents.

If the third option is selected

You have performed the below action(s) which will impact all folders and inherited sub-folders EXCEPT documents.

  • Enter a brief reason to update the security. All the fields are required.

  • Click Submit Update button and click Cancel to close the dialogue box.

  • An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the security for the documents is updated. The job will show more details on who triggered the job and what updates were made.

Email

Click Email to share the query results over email. In the Email Template dialog:

  1. Enter a notification job name.

  2. Select if you want to send the email once or set a recurring schedule for the email to be triggered. To send as a recurring email, set the time schedule.

  3. Select the email type, if you want to send it as an HTML Table or as an Excel Attachment (details will be shared as an Excel attachment in the email based on the Excel template query).

  4. Select the HTML Template/ Excel Template to use. All the templates created in the Analytics Email Templates will be available for selection here.

  5. Select the recipients of the email in the To, Cc, and Bcc column.

  6. Click Submit.

  7. A Background Jobs is triggered and email is sent as to the recipients, as per the set schedule. You can monitor the email notifications in the Background Jobs page.

Remote Check-in

Click Remote Check-in to unlock and check-in the local copy of the document.

Pre-requisites:

  • Install Data Uploader and connect it to the external system you plan to use with remote check-in. Visit how to install 

Data Uploader.

In the Remote Check-in dialog:

  • Select one of the check-in option from the drop-down.

    1. Create New Version : Select to create a new version of the document from the original document and all changes are saved to the new version. The original document remains unchanged.

    2. Replace Original: Select to update the document with the latest changes. The version number remains unchanged. The edit time and file size information is updated.

  • Enter a brief reason (optional) in the check-in tab.

    1. Click Submit. The command you can see in the Log as a Check-in or CheckOut command

Unlock

Click Unlock, displays the following screen -

  • Select System - Select system from the list

  • Reason - Enter a brief reason

  • Click Submit to Unlock the system and click Cancel to close the dialog . The Unlock command shows in the log.

  • To lock documents in NetDocuments, use the Declare as Record option.

Export Documents

Click Export Documents to export the workspace/document/folder as a zip file or to export the document/folder to a selected network path.

  1. In the Export to Zip tab, enter a Job name and brief reason (optional) to export the document.

  2. Select the options to execute when exporting the workspace as a zip file:

    • Include CSV file

    • Create Folder Structure

    • Append Number and Version to Document’s Name

    • Use Client & Matter for Workspace Name

    • Select either All versions or Latest version

    • The option now appears to allow selecting Export Search folders for the folder level or document level.

  3. In the Export to Network Path tab, select the S3 bucket for export and enter a brief reason for export. Read here for detailed instructions to configure the environment for Export to Network.

  4. Select the options to execute when exporting to a network path:

    • Include CSV File

    • Create Folder Structure

    • Append Number and Version to Document’s name

    • Use Client & Matter for Workspace Name

    • Select either All versions or Latest Version only

    • The option now appears to allow selecting Export Search folders for the folder level or document level.

Export to CSV

To export the query results, click the above Export to CSV button. The query results are saved as a CSV file as follows.

Exporting to CSV will combine all records to 1 CSV if exporting from iManage Cloud even if there are tens or hundreds of thousands.

  • Select the export size option

  • Click Download CSV to download the CSV file and click Cancel to close the dialog

View Security

Click the View security button. CAM provides an option for users to update security in all selected documents, folders/subfolders either including or excluding private documents.

  1. Select the system from the drop-down in the top-right corner in the Security Update dialog

  2. In the left hand side panel, click on the required drop-down to Add/Update or Change the Default Security.

Field

Description

Field

Description

Add Users or Groups

  • Select Users - All the users from the selected system are displayed. The user’s email is also displayed. Select from the list or manually enter the value, which will auto-complete if the user is added to the repository.

  • Select Groups - All the groups from the selected system are displayed. Select from the list or manually enter the value, which will auto-complete if the group is added to the repository.

  • Select Role - Select the role to be updated for the selected user/group

Remove Users or Groups

  • Select Users - All the users from the selected system are displayed. The user’s email is also displayed. Select from the list or manually enter the value, which will auto-complete if the user is added to the repository.

  • Select Groups - All the groups from the selected system are displayed. Select from the list or manually enter the value, which will auto-complete if the group is added to the repository.

Change Default Security

Select the default security to be updated for the selected system.

  1. Make the necessary updates and click +Add to add the action for the update. The updated action is displayed in the right-hand side panel. To remove an added action from the update list, click x Remove.

  2. Click Next to submit the change.

  3. Job Name reflected as Security Update.

  4. Select the Update value from the following options, wants to update folders/documents -

Option

Results

Option