Bulk Actions for SQL Analytics

Bulk Job Options

The following bulk jobs are available after executing a query.

button	Description

button	Description
Open	Declare A Record
Open	Profile Update
Open	Delete Shortcut
Open	Delete Document
Open	Security
Open	Email Template
Open	Export Document
Open	View Security
Open	Move folder/Documents
Open	Remote Check-In
Open	Remove user-group
Open	Revert Metadata and Security
Open	Email
Open	Delete Empty Workspaces
Open	Delete Workspaces with Content

Available For	Open	Open	Open	Open	Open	Open	Open	Open	Open	Open	Open	Open	Open	Open	Open
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.

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.

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.

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 -

• 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:

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• 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 -

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• 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.

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 -

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

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

2. 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.

Moving Folders/Documents

See the Move tier: Moving Folders/Documents

Viewing Versions of Documents

To view versions of documents:

1. From the Analytics tab, search for documents using your search criteria.

2. In the Search Results section, click on the down arrow next to your document to expand and view all the versions of a document.

Running Bulk Jobs via CSV

Jobs for Analytics bulk options can now be run as a CSV in the Jobs tab of CAM. This allows users another method of running a job instead of just using the user interface.

Analytics Jobs available with their respective action parameter is:

Unsupported Actions for CSVs are:

• Remove Unused Groups

• Profile Update

• Export CSVs

Sample CSVs

Also see the CSV parameters page. Analytics Bulk Jobs

File	Description

File	Description
Open	Adds a Workspace to my Matters in iManage
Open	Declare for iManage
Open	Declare for NetDocuments
Open	Move Workspaces
Open	Remove Empty folders
Open	Restore iManage
Open	Restore NetDocuments
Open	Revert to Prior Version
Open	Security Update Add to Workspace
Open	Security Update Default Security
Open	Security Update Default security on Workspace
Open	Security Update Default security on Document
Open	Security Update Default security on Folder
Open	Security Update Remove on Workspace
Open	Undeclare iManage
Open	Undeclare NetDocuments
Open	Remove folder iManage
Open	Remove folder NetDocuments

This option is only displayed for queries executed against Workspace(s).

Click above button to update the existing workspace.

This option is only displayed for queries executed against Workspace(s).

Click above button to link the workspace to the user's> My Matters folder. In the Add to Matters dialog:

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

2. The Job name is auto populated as <Add to My Matters>. This can be edited.

3. Select the user name from the drop-down.

4. Enter the ticket number (optional) and a brief reason (optional) to submit the job

5. Click Submit.

6. An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the workspace will be linked to the selected user's My Matters folder.

This option is only displayed for queries executed against user groups.

Click above button to delete unused groups from workspaces. In the Remove unused groups dialog:

1. Select the system from which you want to remove unused groups.

2. The Job name is auto populated as Remove Unused Groups. This can be edited.

3. Enter Ticket number, and a brief reason to remove unused groups.

4. Click Submit.

5. An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the unused groups are deleted from the selected system.

This option is available when a query is executed against folders.

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

2. Enter the Job Name, Ticket, and a brief Reason to delete the empty folders.

3. Check the box for Recursive delete folder structure to delete empty folders from the nested folders.

Click the Delete Workspaces button to delete workspaces with Content. This option is available for workspace queries, and with permission enabled.

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

2. Enter the Job Name, Ticket, and a brief Reason to delete the workspace.

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

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• Select the export size option

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

Click the Move or Copy button to bring up the Move or Copy dialog. This feature allows to move or copy a folder or document(s) to the same database or cabinet. The feature is available for iManage and NetDocuments and for C3-C4.

• Select the Target Database or Cabinet and System by clicking on Select Target.

• If an iManage system, the Retain document numbers option appears. Select Yes or No.

• Handling Source option is for the source document or folder and for after the move or copy. Options are: Leave as-is or Delete after move.

Then click Next.

The Find Destination window appears, and the user can select the destination location.

Options are:

• Server

• Client

• Database

• Matter

• Name of Workspace or Folder

Click Search to find the destination.

In the Results, the Workspaces match the search display and the folder structure, and the document or folder can be moved or copied to one or more workspaces or folders if desired.

Scenarios

iManage

Move Folders

Allows moving folders within the same workspace, or different workspaces. Folders can also be moved inside other folders or tabs. Search folders can be moved inside other folders or tabs or workspaces. The security and metadata is also transferred.

Moving a folder will also move all of the folder's children. For example, this includes the subfolders and/or documents.

Move Documents:

Documents can be moved to another folder, and the document id will be retained as the same id. The target folder reference will be populated. The document reference would be removed from the prior folder(s). Document metadata will be applied to the target folder if the target folder is missing that metadata.

Copy Documents:

This copies the document to another folder and creates a new document id. Again, the reference will be added to the target folder, but not removed from the prior folders. Document metadata will be applied to the target folder if the target folder is missing that metadata.

Add Reference:

The reference is added to the target folder for the document. The document is not moved or copied and resides on the original location. Referenced Documents take on the security and metadata of the target folder first, then the documents.

NetDocuments

Move Folders:

Allows moving folders within the same workspace, or different workspaces. Folders can also be moved inside other folders or tabs. Search folders can be moved inside other folders or tabs or workspaces. Security and metadata are also transferred.

Moving a folder will also move all of the folder's children. For example, this includes subfolders and/or documents.

Move Documents:

The documents can be moved to a new folder or cabinet. The security and metadata transfer. Document metadata will be applied to the target folder if the target folder is missing that metadata.

Copy Documents:

This copies the document to another folder and creates a new document id. Again, the reference will be added to the target folder, but not removed from the prior folders. Document metadata will be applied to the target folder if the target folder is missing that metadata.

Add Reference:

The reference is added to the target folder for the document. The document is not moved or copied, and resides on the original location. Referenced Documents take on the security and metadata of the target folder first, then the document's.

Deleting Empty Workspaces from the Analytics Tab

You can either post a request to delete empty workspaces from the New Query tab or the Existing Queries tab on the Analytics page:

To delete a empty workspaces from the New Query tab:

1. On the New Query tab, enter a SQL query in the right pane such as this query: Select extId, extContainerid, folderType as folderid from folder.

2. Select workspace from the Query Type drop-down.

3. Click Execute.

4. Click on the Delete empty workspaces button.

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5. On the Delete Empty Workspaces screen, select the DMS system from the Select Repository drop-down from where you want to delete an empty workspace.

6. Enter the ticket number if you have it and a reason for your request and click Submit. The ticket number and reason are for your information.

7. On the Jobs tab, you can monitor the status of this job.

View Document History

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Click the button to view the document history of the resultset.

A window appears where each document form the search shows, and if you click the expand, the history if available displays with user and location information.

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