Workspace

Overview

The Workspace tab allows you to perform search operations in the following two ways:

  • API search

  • Database search

To Access the API and Database Search, the user can set the corresponding permissions through the Account Management option. To know more about setting permissions, click here.

Getting Started

Before any workspace or folder searching can be done, there are a few configurations that need to be made, namely:

  • Metadata should be mapped to the layouts/forms.

  • Layouts and forms must be configured.

    • If working with DeskSite/FileSite or Cloud iManage/Private Cloud/Work 10, CAM commands must be set up.

  • The search layout(s) must be set up.

Mapping Metadata

  • Metadata should first be created.

  • Once metadata has been created, it should be mapped.

Layouts and Forms

Layouts are a key component of the Documents and Workspace tabs, as they determine what fields will be available to a user when navigating CAM’s tabs. The look and behavior of a layout will depend on the Form. When a tenant is first created, the following forms will be automatically loaded:

Warning: Keep in mind that the default layouts/forms for a newly created tenant will not have metadata mapped to them nor users assigned. For a layout to work properly, metadata must be mapped to it and users must be assigned to it.

Learn more about customizing layouts, adding forms, and assigning users to them. Learn more about mapping metadata.

CAM Commands

CAM Commands allow the use of specific functionality of CAM from within DeskSite/FileSite or Cloud iManage/Private Cloud/Work 10.

On Premise Steps to Install

  • Download the CAM Commands installer using the EXE or MSI of Edge Compatible installer.

  • Run the installer on premise. (You may have to trust the app and run anyway with the Windows Smartscreen popup.)

  • Check which commands to enable from the installer.

  • Once installed, you can open DeskSite or Filesite, and use the right click menu to access the CAM commands.

  • Registry edits to rename items can be done from the Interwoven registry folder.

 

Work in the Cloud/Cloud iManage/Private Cloud Steps to Install

  • Now you can use the commands in the Web Client.

Learn how to configure CAM Commands in more detail.

Configuring the Search Layout

Configure the content of the search bar (displayed in the top center of the page).

  1. Go to the administration tab.

  2. Click on Layouts.

  3. Click the Edit button in the Actions column against the Search drop-down.

  4. In the Search Configuration window, add information in the provided fields.

  5. Click Save.

  6. Click Add.

Read the detailed steps to configure the search layout.

Searching Workspaces/Folders

API searches are available for clients under the Manage tier and onwards. API searches mean that through an API, CAM goes directly to the DMS to do the searches. These are lookups that call the DMS in real time and pull that information as if the user were in the DMS searching.

 The following are the steps to perform the API search operations:

  1. Go to the Workspace tab. The following screen displays:

 

Fields

Description

Fields

Description

System

Select system from the list.

Repository

Select repository name from the list.

Database

Select database name from the list.

Client

Select the client name from the list.

Matter

Select the matter name from the list.

Owner

Enter the owner name for the file(s).

Workspace ID

Enter the workspace id.

Folder name

Enter the folder name

Hide Repository/Server

If enabled, it allows hiding the repository or server selected in the search from all the search results.

Folder/Workspace toggle

If using the API search, the toggle on the upper left between Workspace and Folder allows to search for one or the other to select a workspace and search for a folder within that workspace based on a partial name search or by folder ID if known.

2. Click Search to get the result in a list or click Clear Fields to reset all the fields.

3. Click Switch to Database Search to perform the database search operation.

Workspace Search results then display the list of the record details.

Enabling the iManage Search Anywhere functionality

The Service Desk API Search now supports the iManage Search Anywhere option. This is available in the Workspaces tab and Documents tab using only the API Search.

To enable:

  1. In the Administration-> Metadata, add the metadata Name: Anywhere ID: Anywhere

  2. Map to iManage and CAM.

  3. In Layout, add the anywhere metadata field to the Documents-Search and Workspaces-Search layouts.

  1. Now the field will display in the search and search in any field for that search criteria.

 

Clients under the Analyze tier are provided with Data Sync which allows CAM to make a copy of the workspace/documents database from iManage or NetDocuments to perform a full database search.

Following are the steps to perform the API search operation:

  1. Go to the Workspace tab. The following screen displays:

Fields

Description

Fields

Description

Database

Select database names from the list.

Client

Select client names from the list.

Matter

Select matter names from the list.

Name

Specify the name of the Workspace or Workspaces to search.

Owner

Enter the owner name.

2. Click Search to get the result in a list or click Clear Fields to reset all the fields.

3. Click Switch to API Search to perform the database search operation.

Workspace Search results display the list of the record details.

When you select a folder in the workspaces tab, you can see all the folder-related operations in a panel on top of the selected folder.

Advanced Searching:

Users can use more advanced search capabilities to search the Workspaces tab.

  • Whole name searching: If you are searching for a whole name, or phrase, or a part of a name, use brackets [] around the search.

  • Operator search: Use AND, OR or NOT in your search to filter records.

    • Dates can use the On or Before or On or After operators to filter dates in a certain range.

 

Actions on the Workspace Tab

The following actions are available on the Workspace tab after performing a successful search:

Query Results Menu Options

Profile Update

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

  • Run a query to fetch the workspace(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 workspace 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 track 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 workspacedetails will be updated.

Delete Empty Folders:

  1. Click Delete Empty Folders to delete the workspace displayed in the queried search results with empty folders (with no documents). In the Delete Empty Folders dialog:

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

  3. Enter the ticket number (optional) and a brief reason (optional) to delete the folders.

  4. Recursive delete folder structure if toggled on allows the bulk removal of empty folders upon multiple levels for all the results selected.

  5. Click Submit.

  6. Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the workspaces/ folders that are empty will be deleted from the selected system.

Delete Workspaces:

  1. Click the Delete Workspaces icon after performing a workspace search.

Security update

CAM allows users to update security in all selected workspaces/, folders/subfolders either including or excluding private workspaces.

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

Option

Results

Option

Results

Option

Results

Option

Results

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

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

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

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

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

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

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

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

If the third option is selected

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

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

  1. Click the 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 workspaces is updated.

For NetDocuments, users have the following security options:

  • Update all folders and documents. Security is applied to all the sub-folders and documents of the selected folder.

  • Update folders and sub-folders. Security is applied to folders and sub-folders.

  • Update all folders and documents that have inherited security from their parent. Security is applied to the inherited folders and documents.

  • Do not update sub-folders or documents. Security is only applied to the selected folder and not to sub-folders and documents.

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

    • Append Number and Version to Document’s Name

    • Use Client & Matter for Workspace Name

    • Select either All versions or Latest version

  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

Export to CSV

  1. 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.

  1. Select the export size option

  2. 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 workspaces, folders/subfolders either including or excluding private workspaces.

  1. Enable permission View-Bulk-Security-Workspace to view the workspace security.

  2. Select the system from the drop-down in the top-right corner in 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. Job Name reflected as Security Update.

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

Option

Results

Option

Results

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

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

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

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

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

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

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

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

If the third option is selected

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

  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 workspaces is updated.

Move Workspaces

See the Move tier option here: https://pdocs.atlassian.net/wiki/spaces/CCAM/pages/1240432646

Required Permissions

Permission Name

Description

Permission Name

Description

View Workspace Tab

Displays the workspace tab for users to search workspaces.

Available for all tiers Provision and higher

Workspace Search (API Based)

Enables user to search based on System, Repository, and Workspace ID.

Customizing the Form/Grid

  • Edit the Layout of the form in the Administration-> Layout panel.

  • To customize the form, use the show-in form option.

  • To customize the grid, use the show-in grid option.

Workspace Management | Create Workspace/Folder/Docs | Create Ad-hoc Workspace | Configure Analytics

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