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.

1 Configuring NetDocuments Server to CAM
- 1.1 Mapping Metadata
- 1.2 Workspace Name Rules and Format
- 1.3 Template Rules
- 1.4 Default Folder Metadata
- 1.5 Default Group Rule
- 1.6 Group Rule
- 1.7 Workspace Edit Name Rule
2 Configuring User Access for Metadata but not Documents

Configuring NetDocuments Server to CAM

To map a NetDocuments Server to CAM:

Click the NetDocuments tab.
In the panel for NetDocuments Server click the Add New button.
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#23/12/2019Admin$false Editor* - CAM users with Edit permissions to access CAM Workspace Management For e.g. a user added as alexey.marcus@firm.com\|true#23/12/2019*Editor$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.

Click Save. You can add multiple NetDocuments Servers.

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.

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.

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:

Click the NetDocuments tab.
In the panel for Workspace Name Rules and Format click the Add New button.
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.
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.

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.

Click the NetDocuments tab.
In the panel for Template Rules click the Add New button.
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.
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.

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.

Click the NetDocuments tab.
In the panel for Default Folder Metadata click the Add New button.
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.

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.

Click the NetDocuments tab.
In the panel for the Default Group Rules, click the Add New button.
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.
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

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.

Click the NetDocuments tab.
In the panel for Workspace Edit Name Rule click the Add New button.
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

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.