Workspace

Overview

The Workspace tab allows you to perform search operations on the CAM and external content.

• • 1 Getting Started
    • 1.1 Mapping Metadata
    • 1.2 Layouts and Forms
    • 1.3 CAM Commands
      • 1.3.1 On-Premises Steps to Install
      • 1.3.2 Work in the Cloud/Cloud iManage/Private Cloud Steps to Install
    • 1.4 Configuring the Search Layout
  • 2 Search for Workspaces or Folders
    • 2.1 Best Practices
    • 2.2 Search form layout
  • 3 Search for active Workspaces
    • 3.1 Enable the iManage Search Anywhere functionality
    • 3.2 Advanced Searching
  • 4 Search for archived Workspaces
    • 4.1 Submitting an Archive job
    • 4.2 Archived Workspaces permissions
    • 4.3 Unarchive a workspace in the Workspaces tab
    • 4.4 Default Security
  • 5 Actions in the Workspace Tab
    • 5.1 Actions on active workspaces
    • 5.2 Profile Update
    • 5.3 Delete Empty Folders
    • 5.4 Security update
    • 5.5 Export Documents
    • 5.6 Export to CSV
    • 5.7 View Security
    • 5.8 Move Workspaces
    • 5.9 Delete Workspaces
    • 5.10 Manage Folders
      • 5.10.1 Use Cases
    • 5.11 Archive Workspace
    • 5.12 Actions on archived workspaces
  • 6 Required Permissions
  • 7 Customizing the Form/Grid
  • 8 Related Topics

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:

• Matter Profile (Under the Directory tab)

• Workspace Analytics

• Folder Analytics

• Document Analytics

• Document Search

• Workspace Search

• Generate Template

CAM Commands

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

On-Premises Steps to Install

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

• Run the installer on-premises. (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

• Download the iManage Web Extension.

• If you require a customization to the yaml file before the application is uploaded, make this change first before sending or uploading the zip.

• Go to iManage Control Center, Applications, and upload the package.

• Follow the steps to Authenticate and Secure the application.

• 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. For items to show in the workspaces tab, ensure the Entity type is workspace or document or folder based on your object type of the fields you are returning, and set the For Place as Workspace- Search.

6. Click Save.

7. Click Add.

8. For roles that shouldn’t have access to see private document names that are confidential, e.g. service desk helpcenter users, disable this permission: “View Private Document Names”.

Read the detailed steps to configure the search layout.

Search for Workspaces or Folders

In the Workspaces tab, you can search for workspaces linked from your external DMS to CAM, or folders within workspaces, and perform some actions on them.

Note: Select the toggle at the top of the page to switch between Workspace searches and Folder searches

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• Folder search in iManage should be based on the following metadata: database, id, name, owner, workspace_id, workspace_name.

• Folder search in NetDocuments supports all metadata being used for Workspace and Document search.

Best Practices

• Service Desk Documents and Workspace searches return a maximum of 5,000 results per search. If you’re trying to do a bulk search/update, you may need to batch out your update to process more than 5,000 records. (This does not apply for CloudiManage).

• Lookups in the searches will return a limit of 100 items in the lookup dropdown. If you happen to have more records meeting the criteria in the lookup (e.g. a matter), it is recommended to search directly for that result.

• If you plan to process a very large number of records, you may want to utilize a CSV using Data Uploader instead.

Search form layout

If you’re searching for an active workspace, make sure you’re in the “Active Workspaces” tab at the top. To search for an archived workspace, go to the “Archived Workspaces” tab and perform your search.

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Search for active Workspaces

1. In the Search fields, enter your search criteria.

   • The search fields that appear here are based on the Workspace-Search-Default layout.

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2. Select Search to perform the search or Clear Fields to reset all the fields.

Results that match the criteria then display in the Search Results grid below.

Enable the iManage Search Anywhere functionality

The Service Desk Search now supports the iManage Search Anywhere option.

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.

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

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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.

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Search for archived Workspaces

You can archive a workspace that has become inactive, or one that you want to keep searchable, but with security controls to prevent further editing. The archive flag isn’t passed along back to the DMS, it is only a designation within CAM.

Workspaces that have been archived in CAM won’t appear in search results under the “Active Workspaces” tab, and must be searched for under the “Archived Workspaces” tab.

The tab will load all the archived workspaces in the results grid, and you can use the search filters to further narrow down your results. You can search by Server/Repository, Database, Client, and Matter by default. This form is not currently configurable.

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Submitting an Archive job

Once you have enabled and configured your archiving method, you can start running jobs to archive your workspaces. There are currently two ways to do this.

• CSV upload: You can build a CSV file that contains all of the workspaces you would like to archive, and upload it to our Jobs tab. Learn about the CSV parameters here: https://pdocs.atlassian.net/wiki/spaces/CCAM/pages/2481094657.

• Data Uploader: Use this option to build out a scheduled job that will take information from your systems to add workspaces to a job for submission into CAM. These jobs will also appear in the Jobs tab. You can use SQL views to find the workspaces you wish to archive, and have them added to the Data Uploader jobs to be sent to CAM for processing.

Archived Workspaces permissions

To view the Archived Workspaces tab, enable the permission Archive Workspace.

Unarchive a workspace in the Workspaces tab

If you need to restore an archived workspace, either to resume work or to make edits to the workspace, you can do so either through CSV or Data Uploader, using the methods above, or directly in the Workspaces | Archived Workspaces tab.

1. In Workspace, select the Archived Workspaces tab.

2. Use the Search fields to search for the workspace you want to restore.

3. Select the workspace you want to restore and, in the commands bar, select Un-archive Workspace .

4. In the dialog that opens. select Yes, Unarchive Workspace.

When an archived workspace is restored, CAM restores it to its previous location and reapplies all previous security settings and permissions to the workspace.

Default Security

An icon displays now in the Default Security column for each folder under a workspace. The top level folder will have it’s icon in the expandable header, and each subfolder will be able to be expanded.

The levels are:

1. Inherit

2. Public

3. Private

4. View

And their icons show respectively in that same order as:

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Actions in the Workspace Tab

Actions on active workspaces

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

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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. A 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.

Security update

CAM allows users to update security in all selected workspaces/folders/subfolders, including or excluding private workspaces based on the selection.

1. The system and database fields from the drop-down in the top-right corner of the Security Update dialog will be auto-populated upon selecting the workspace(s).

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

3. 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.

4. Click Next to submit the change.

5. Job Name reflected as Security Update.

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

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

8. To freeze the ACL, add to the Documents or Workspaces form the “frozen” and “frozenstatus” metadata.

   • These are true false boolean options.

   • In the Security Update job, you will have the option now to set as true to freeze the ACL. That means the security for the users and groups will be frozen until unfrozen and no new security changes can be made or users/groups added.

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

9. 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.

   • Tip: When submitting Security Update jobs through Service Desk, CAM lists all job parameters, including which Workspace was changed, in the Job Details page.

10. If the security user doesn’t exist in CAM and the DMS that the security update is processing, the logs will notate this and continue the job as-is without failure.

For NetDocuments, users have the following security options:

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• 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: