NetDocuments

NetDocuments Cloud Server Overview

NetDocuments is a cloud-based document management service that provides access to your documents via the Internet from anywhere in the world.

To integrate CAM with NetDocuments, the NetDocuments cloud servers must be configured here. You can add and manage multiple NetDocuments servers, and define the workspaces' naming convention, the template rules to be applied, and the default folder metadata.

Configuring NetDocuments Server to CAM

To map a NetDocuments Server to CAM:

  1. Click the NetDocuments tab.

  2. In the panel for NetDocuments Server click the Add New button.

  3. In the window for NetDocuments Server Setup- Add New, type information in the provided fields, based on the table below,

Field

Description

Field

Description

Repository Name

Enter a name for the repository/ server.

Region

CAM supports setting the region of the NetDocuments server. Regions supported are the US, EU, and AU.

URL

The address of the server. This is a required field.

Get Token

Click the Get Token button to validate the NetDocuments repository URL specified above. On successful login, the token date and time stamp are displayed here.

Warning: The token must be refreshed each time the server URL is updated, to avoid any errors during workspace creation and modification.

Is Default

Select Yes to set this server as the default repository. If the repository name is not specified in the uploaded CSV file, the data will be updated to the default repository.

Default Repository

Select the default repository name from the drop-down. The options available for selection are repository pre-configured in NetDocuments external system.

Default Cabinet

Select the default cabinet for NetDocuments. The options available for selection are the cabinets pre-configured in NetDocuments external system.

Dynamic Group

Select Yes to create a dynamic group in the NetDocuments workspace. Selecting this option will allow you to add multiple users to the dynamic group.

Note: The dynamic group creation option specified in the CSV file will override the option set here.

Copy Metadata To Documents

Select Yes to copy the metadata from the workspaces to the documents.

Copy Security To Documents

Select Yes to copy the security from the workspaces to the documents.

Default Document Metadata

Sets the Default Document Metadata to use with the external system. Requires the Default Document Metadata permission enabled.

Permission Mapping

Set permission based on CAM Roles. Common CAM roles are mentioned in the following -

  • Admin - System administrators responsible for CAM User Management and Workspace Management

    For e.g. An user added as alexey.marcus@firm.com|true#23/12/2019*Admin$false

  • Editor - CAM users with Edit permissions to access CAM Workspace Management

    For e.g. a user added as alexey.marcus@firm.com|true#23/12/2019*Editor$false

  • Watcher - CAM users with Read only permissions to access CAM Workspace Management

    For e.g. An user added as: alexey.marcus@firm.com|true#23/12/2019*Watcher$false

  •  

The permissions for these roles can only be edited after the server information has been saved. If the server details have not been saved, the Edit button will be grayed out. If hovered over, a tooltip will warn users about this.

Actions

  • Edit- Allows the permission mapping to be edited.

  • Save- Saves the mapping

  • Cancel- Cancels the currently entered changes.

Check/ Uncheck box to update permissions for roles.

View

This allows access to view a document, folder, saved search, discussion, workspace etc. in a cabinet

Edit

This allows access to modify the contents of documents in a cabinet, create or modify versions of a document, edit a document's profile including renaming the document, add new documents (not subfolders) into a folder, remove (un-file) documents from a folder. A user cannot rename a folder or create sub- folder(s).

Share

This allows access to share a document in a cabinet with other users of the cabinet, add users but cannot remove anyone from the list or modify existing users' access including any that they have added.

Administration

This allows full access to delete a document, delete a version of a document, force the check-in of a document, add people to the Access List, change the rights of users already in the Access List, remove other users from the Access List of a document and rename a folder.

Note: NetDocuments does not support following special characters : Tab, Non-breaking space, \, /, :, ?, *, ", <, >, and |. It replaces these symbols with spaces.

Note: A permission similar to No Access can also be applied when adding users/groups to a workspace/folder with permission as Deny. The workspace/folder will not be visible to the users/groups.

For e.g. Permission updated as: alexey.marcus@firm.com|false#23/12/2019*Admin$false

  1. Click Save. You can add multiple NetDocuments Servers.

Note: It is strongly recommended to add a new server configuration for NetDocuments in CAM, each time any changes are made directly within the repository. Failure to update the server configuration in CAM for any updates made in the repository may result in an error job.

The list of information is displayed in the following columns:

Column Name

Description

Column Name

Description

Repository

The server name entered above. Click to open the NetDocuments login page. Hover your cursor over the name to view the server URL.

Token Expiration

Will display the token validity date and time stamp.

Last Modified

The last updated date and time

Last Modified By

Name of the user who was logged in when the change was made

Status

The health status of configured system

Is Default

Is updated based on selection made during configuration.

Dynamic Group

Is updated based on selection made during configuration.

Server

Click Edit to edit the configuration set up. The NetDocuments Server Setup- Edit window is displayed. Make the necessary changes and click Update. Click Delete to remove the repository.

Metadata

Click Manage to map the Metadata to the repository. The Metadata Mapping window is displayed.

Note: The EU region is now supported for NetDocuments system configurations.

Mapping Metadata

In the Metadata Mapping window, the columns are updated with the auto-mapped metadata from CAM to NetDocuments. If the columns are not populated, click the Auto Discover button to automatically find and map the metadata from CAM to NetDocuments. The default cabinet displayed in the Select Cabinet drop-down is based on the cabinet selected in the NetDocuments server configuration. To manually add and map additional metadata, click the Add Metadata button. In the Add Metadata Mapping window type information in the provided fields, based on the table below, then click Save.

Column Name

Description

Column Name

Description

CAM

Select the metadata from CAM to be mapped to NetDocuments. To assign a metadata, either click the drop-down menu and select from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata.

NetDocuments

Select the metadata from NetDocuments to map to CAM. The drop-down will include all the metadata defined in the NetDocuments database.

Is Unique Identifier

Select Yes to set the metadata value as a unique identifier. When a job is uploaded with a unique metadata, CAM will only modify the NetDocuments workspace(s) that have the unique metadata assigned. If the unique metadata does exist in any of the existing workspace(s), CAM will create a new workspace for the uploaded job.

Note: The profile attribute selected for the workspace templates in NetDocuments must be added as a Metadata and marked as an Unique Identifier in CAM. Failure to do so will cause an error when the job is uploaded. For e.g. If the Workspace Templates in NetDocuments are based on the attribute Doc Type, this attribute must be mapped in CAM and marked as an Unique Identifier.

Warning: The metadata must be re-mapped each time a change is made to the NetDocuments repository to avoid any errors during workspace creation and modification.

The list of information is displayed in the following columns:

Column Name

Description

Column Name

Description

Prosperoware

List of metadata from CAM mapped to NetDocuments

NetDocuments

List of metadata from NetDocuments mapped to CAM

Unique Identifier

Is updated based on selection made when adding metadata

Action

Click to edit the mapped metadata. The Edit Metadata Mapping window is displayed. Make the necessary changes and click Update. Click Delete to delete the metadata mapping.

Workspace Name Rules and Format

To define the NetDocuments workspace names rules and format to be applied:

  1. Click the NetDocuments tab.

  2. In the panel for Workspace Name Rules and Format click the Add New button.

  3. In the window for Rule Creator, type information in the provided fields, based on the table below:

Field

Description

Field

Description

Is Default

Select Yes to set the workspace name as the default format.

Note: If the workspace name is not specified in the CSV file uploaded via the Jobs tab or in the SQL file uploaded via the Data Uploader, the workspace name set as default here, will determine the workspace name format.

Rule

Enter a name for the rule

Format

Enter a format for the workspace name to displayed. A sample format is displayed as the placeholder in the format field.

Tip: The naming format is suggested as "Client ID- Matter ID- Matter Name" {@ClientId@ - @MatterId@ - @MatterName@}

Metadata

Displayed if No set as default option.

Select the metadata from the drop-down. The metadata drop down will display both the metadata name and the display name added. To assign a metadata, either click the drop-down menu and select from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata. In the corresponding text box, type the metadata value to be matched for the rule to be applied. To add more than one metadata to the rule click the '+' sign at the end of the text box. Select the search operator from the drop-down. You can also combine the two search operators.

  • AND: Use AND to search and include all the selected metadata values.

  • OR: Use OR to broaden your search criteria.

The Workspace rule will only be applied if the search criteria matches with the metadata defined here. For e.g to set a workspace for a specific practice area, select the practice ID field from the Metadata drop-down and enter the practice id in the corresponding text box. Enter a name for the rule and the format. This workspace naming rule is now set up for the specific practice ID selected here.

  1. Click Save.

The list of information is displayed in the following columns:

Column Name

Description

Column Name

Description

Rule

The rule name entered above.

Format

Workspace name format specified above

Is Default

Is updated based on selection made when adding workspace name

Action

Click to edit the workspace name and rules. The Edit Rule Creator window is displayed. Make the necessary changes and click Update. Click Delete to delete the rule setup.

Template Rules

Define the NetDocuments template names rules and format to be applied to determine what folder structure will be used.

  1. Click the NetDocuments tab.

  2. In the panel for Template Rules click the Add New button.

  3. In the window for Rule Creator, type information in the provided fields, based on the table below:

Field

Description

Field

Description

Is Default

Select Yes to set the workspace name as the default format.

Note: If the template format is not specified in the CSV file uploaded via the Jobs tab or in the SQL file uploaded via the Data Uploader, the template set as default here will be applied to the workspace created.

Template

Select a template from the drop-down. The drop-down will include all the templates created in Administration> Template Editor. To remove a template click the x

Rule

Enter a rule name

Metadata

Displayed if No set as default option.

Select the metadata from the drop-down. To assign a metadata, either click the drop-down menu and select from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata. In the corresponding text box, type the metadata value to be matched for the rule to be applied. To add more than one metadata to the rule click the '+' sign at the end of the text box. Select the search operator from the drop-down. You can also combine the two search operators.

  • AND: Use AND to search and include all the selected metadata values.

  • OR: Use OR to broaden your search criteria.

The Template rule will only be applied if the search criteria matches with the metadata defined here.

  1. Click Save.

The list of information is displayed in the following columns:

Column Name

Description

Column Name

Description

Rule

The rule name entered above.

Template

The template selected above

Action

Click to edit the template rules. The Rule Creator window is displayed. Make the necessary changes and click Update. Click Delete to delete the template rule.

Default Folder Metadata

Define the default metadata to be applied to the folders within the workspaces created in NetDocuments.

  1. Click the NetDocuments tab.

  2. In the panel for Default Folder Metadata click the Add New button.

  3. In the window for Add Default metadata, type information in the provided fields, based on the table below:

Field

Description

Field

Description

Metadata

Select the metadata from the drop-down. To assign a metadata, either click the drop-down menu and select from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata. The metadata selected here will be applied to all the default folders in NetDocuments.

  1. Click Save.

The list of information is displayed in the following columns:

Column Name

Description

Column Name

Description

Metadata

Folder Metadata selected above.

Action

Click to edit default metadata. The Edit Default Metadata window is displayed. Make the necessary changes and click Update. Click Delete to delete the default metadata.

Default Group Rule

Group Rule

Define the default group security to be applied to the workspaces created in NetDocuments.

Note: If more than one rule matches the criteria then matched groups will be added to the workspace ACL.

  1. Click the NetDocuments tab.

  2. In the panel for the Default Group Rules, click the Add New button.

  3. In the window for Edit Rule Creator, type information in the provided fields, based on the table below:

Field

Description

Field

Description

Is Default

Select Yes to set the workspace name as the default format.

Note: If the Group rule name is not specified in the CSV file uploaded via the Jobs tab or in the SQL file uploaded via the Data Uploader, the group rule set as default here will be applied to the workspace created.

Metadata

Displayed if No set as default option.

Select the metadata from the drop-down. To assign a metadata, either click the drop-down menu and select from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata. In the corresponding text box, type the metadata value to be matched for the rule to be applied. To add more than one metadata to the rule click the '+' sign at the end of the text box. Select the search operator from the drop-down. You can also combine the two search operators.

  • AND: Use AND to search and include all the selected metadata values.

  • OR: Use OR to broaden your search criteria.

The following operators are available:

  • =

  • <>

  • <

  • >

  • <=

  • >=

  • !=

The Template rule will only be applied if the search criteria matches with the metadata defined here.

Select Group

Select a group from the drop-down. The drop-down will include all the groups created in CAM. To remove a group click the x.

Select Permission

Select permission based on CAM Roles from the drop-down. Admin Or Editor Or Watcher. Click here for permission details.

Rule

Enter a rule name

  1. Click Save.

The list of information is displayed in the following columns:

Column Name

Description

Column Name

Description

Rule

Rule name.

Permission

Permission selected above.

Is Default

Is updated based on selection made when creating workspace.

Groups

List Group names selected above.

Action

Click to edit default metadata. The Edit Rule Creator window is displayed. Make the necessary changes and click Update. Click Delete to delete the group rule.

Workspace Edit Name Rule

This allows end-user in the NetDocuments system to edit Workspace names based on the metadata and the criteria set here. Otherwise, the edit option will be disabled.

  1. Click the NetDocuments tab.

  2. In the panel for Workspace Edit Name Rule click the Add New button.

  3. In the window for Add Rule, type information in the provided fields, based on the table below:

Field

Description

Field

Description

Metadata

Select the metadata from the drop-down. The metadata drop down will display both the metadata name and the display name added. To assign a metadata, either click the drop-down menu and select from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata.

In the corresponding text box, type the metadata value to be matched for the rule to be applied. To add more than one metadata to the rule click the '+' sign at the end of the text box. Select the search operator from the drop-down. You can also combine the two search operators.

  • AND: Use AND to search and include all the selected metadata values.

  • OR: Use OR to broaden your search criteria.

The Workspace Edit Name rule will only be applied if the search criteria matches with the metadata defined here.

Rule

Enter a name for the rule

  1. Click Save.

The list of information is displayed in the following columns:

Column Name

Description

Column Name

Description

Rule

The rule name entered above.

Action

Click to edit the metadata name and rules. The Edit window is displayed. Make the necessary changes and click Update. Click Delete to delete the rule setup.

Configuring User Access for Metadata but not Documents

For NetDocuments, in the account used to connect to CAM, don't give the E (Editor) permission, and only give VSA rights. This allows the creation or management of the structure of the document, but not the document content.

Note: If this is set up, the CAM export feature or Data Sync export job cannot be used for this account. You can use Desktop Export, or set up Data Sync with another account with rights.

 

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