Documents

Overview

The Documents 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 document 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.
1. 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

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-Premises 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

Download the iManage Web Extension.

If you are an http://iManage.com customer, this needs to be sent to iManage to upload to your tenant.

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.

If the upload package option is unavailable, select the CAM Commands app from the list of approved applications and type in the domain of the client iManage system.

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).

Go to the administration tab.
Click on Layouts.
Click the Edit button in the Actions column against the Search drop-down.
In the Search Configuration window, add information in the provided fields.
Click Save.
Click Add.
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.

Searching Documents

Once layouts have been configured, CAM commands have been set up, metadata has been mapped, and users have been assigned, searching can be done.

Best Practices

Note Service Desk Documents and Workspace searches return a maximum of 5,000 per search. If deciding 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.
Roles that shouldn’t view document names for private documents should disable the permission “View Private Document Names” for that role.
For Milan clients that moved to CAM, and if you have a filter for searching only for documents in search folders, setup the documents_only metadata flag on the search folder search layout. Ensure this is set to true to filter only documents.

Note:

The user can sort the search results in numerical order and alphabetical order, and either ascending or descending order across all search result columns.
Available for iManage and NetDocuments.

Tip: CheckedOut=No searches will display all records.

Warning: Searching for a custom metadata field in a lookup or text field requires the search to have the full-text index enabled.

Warning: Searching with the hyphen - from the Document Number will not work from the Database Search option.

API Search

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.

Notes:

If iManage is the DMS, it is only possible to return 5000 results at a time through the API search. This limit is an API limitation from iManage due to having to call for the metadata.
If NetDocuments is the DMS, the API search will yield all the results. If there are 124 million documents, all will be retrieved and displayed in CAM.
For both DMS’s, iManage and NetDocuments, they don't support filtering values by multiple parents, CAM filters by the first selected parent. In case multiple parents are selected, a message will appear at the top of “Currently filtering values by multiple parents is not supported and the values will be filtered by the first selected parent” to inform the user about this limitation.

To search documents using API Search:

Go to the Documents tab.
Click More Search to search the document. The following dialog opens:

Fields	Description

Fields	Description
Select Form	Select the form from the list to perform document search.
System	Select System from the list. It is a mandatory field.
Repository	Select Repository from the list. It is a mandatory field. Note: When you select Repository without selecting database/cabinet, it displays all default databases.
Clientid	Select the Client name from the list.
Matterid	Select Matter name from the list. Note: By design, it is necessary to first select a Client before the Matter lookup will populate. If no Client has been selected, the Matter lookup will display the message No results found.
Library	Select Library name from the list.
Default Security	By default, it displays Private default security. The user can change the setting.
Cabinet	Select the Cabinet value from the list. Note: NetDocument users have the All option when selecting the cabinet. If selected, all cabinets currently available will be selected.
Jurisdiction	Select the Jurisdiction value from the list.
Document ID	Enter document IDs separated by a comma. Note: You can search multiple documents by entering multiple comma-separated document IDs using API search and Database search on NetDocuments and iManage systems.

Warning: Metadata filtering is not supported using the API search by the iManage API.

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

4. Click API Search to perform the API search operation.

The Document Search result displays the list of the record details. You can view the formatted details of the documents when you click on any row in the document search results section.

Sorting is now possible on the Documents results pane. This includes new fields like security and apptypeid or other fields.

For more information on the Search results menu in Documents, and Service Desk, click here.

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:

In the Administration-> Metadata, add the metadata Name: Anywhere ID: Anywhere
Map to iManage and CAM.
In Layout, add the anywhere metadata field to the Documents-Search and Workspaces-Search layouts.

The metadata for anywhere must be lowercase “anywhere” to work as it is case sensitive.

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

Database Search

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 Database search operation:

Go to the Documents tab.

Fields	Description

Fields	Description
Select Form	Select the form from the list to perform document search.
Clientid	Select the Client Name from the list.
Matterid	Select Matter name from the list. Note: By design, it is necessary to first select a Client before the Matter lookup will populate. If no Client has been selected, the Matter lookup will display the message No results found.
Name	Specify the name of the document or documents to search. Tip: The Name Field in a Database Search on the Documents and Workspace tabs can now handle multiple comma-separated values when using the Equal and Not equal operators. Note: The commas make the search handle the values as the OR operator would in NetDocuments.
Library/Repository	Select Library or Repository name from the list. Note: By Design the Users lookup is disabled until the library or repository is selected.
Default Security	By default, it displays Private default security. The user can change the setting.
Cabinet	Select the Cabinet value from the list.
Jurisdiction	Select the Jurisdiction value from the list.
PracticeArea	Select the PracticeArea value from the list.
Users	Filter by the user(s) who worked/created on the document or are part of the team. Note: By Design the Users lookup is disabled until the library or repository is selected.
Matter Type	Select the Matter from the list.
CreatedDate	Searches documents based on the date entered in this field.
isCheckedOut	Displays a list of documents that are in BC when Yes is selected. If No is selected, it shows all the documents irrespective of whether they are in BC or not.
Hide Repository/Server	If enabled, it allows hiding the repository or server selected in the search from all the search results.

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

3. Click More Search to search the document. A dialog opens.

4. Click API Search to perform the API search operation.

The Document Search result displays the list of the record details.

For more information on the Search Results menu, click here.

Best Practice: To guarantee consistency of searches, It is recommended to edit the settings of the Metadata as follows:

Set the Lookup type of the Metadata as Internal to run Database searches.
Set the Lookup type of the Metadata as External to run API searches.
Set the Lookup type of the Metadata as External to run both Database and API searches.

Caution: Becuse of the way CAM is currently storing the FileShare database metadata mapping in Database metadata , in database search it is possible to select All in the drop-down but it will provide no results. A permanent fix to is currently in the works and until then, the way set up searches is as suggested:
Workaround: Choose the system and server and then the Database lookup will be populated based on the values you've chosen. Once the fix has been deployed the server and repository values will be mandatory and this issue will be fixed permanently.

Advanced Searching

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

Whole name searching: If you are searching for a whole name, a 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 on or after operators to filter dates in a certain range.

Important Note: For Name searching for NetDocuments systems, you must keep the name in lowercase.

Tip: When doing API and Database searches of iManage documents in the Documents and Workspace tabs, it is possible to select multiple values for the Clients and Database fields and select All Cabinets, as in the screenshot below.

This feature is currently only supported for iManage.

Viewing Document History

To access this feature, you must have View Document History permission. For more information on permissions, click here.
This allows the user to view the document history.
Navigate to this option. The following screen will show up:

Field	Description

Field	Description
Date/Time	Displays when you performed an activity.
Operation	Displays what activity you performed.
Activity Action Code Name	AA (Added to access list) AC (Get Access Rights Modified) AI (Access List Inherited) AR (Removed from access list) CA (Changed access list status) CO (Check in - Replaced with) CR (Check in - Status reset to Checked In) DA (Approved Document) DD (Deleted Status) DE (Edited Document) DG (Changed official version) DI (Checked In Document) DK (Document Lock) DL (Locked Version) DN (New Item) DO (Checked Out Document) DP (Opened Document) DR (Renamed Item) DS (Signed Document) DU (Document Unlock) DV (Viewed Document) DW (Downloaded document) DY (Copied Document) EA (Added To Access List) FR (Force Check in: Status reset to Checked In) ME (Moved) PE (Edited Profile) UF (Unfiled) VA (Added to version access list:) VE (Edited Version) VN (New Version) VR (Removed from version access list:)
User	Displays the name of the user who performed an activity.
Comment	Displays the comment.
Application	Displays name of the application used.
Location	Displays the location.
Duration	Displays the duration a document was worked on (e.g. modified, edited, checked out)

Note: This option is applicable only for iManage and NetDocuments.

Actions on the Documents Tab

When running actions on the tab, you cannot navigate away from the tab after queuing the job. It must complete first successfully or fail.

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

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

Tip: The following operations can also be performed via CSV.

Removeemptyfolders
deleteworkspaces
applynewtemplate
remotecheckin
removedocument
removefolder
exportdocuments

Learn more about configuring and submitting CSV jobs here.

Declare

Click Declare Record to lock the document(s). The document can no longer be modified and will open as read-only. This will Check-out the document in iManage. 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.

Tip: You can show/hide the Declare Record button in the query results menu option by allowing or denying the permission View Declare as Records. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Undeclare

Click Un-Declare Record to unlock the document(s). 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.

Tip: You can show/hide the UnDeclare Record button in the query results menu option by allowing or denying the permission View Undeclare as Records. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Important for NetDocument users: In NetDocuments, there is not an option to unlock a document version that has been locked using the lock version option. As such, there is no option to undeclare the locked version of a document, meaning once it is locked, it will always be locked.

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.

Note: Renaming of the filter is not supported via Netdocuments.

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.

Note: This is applicable for License Plan Provision and higher

Note: The datatypes supported for these profile updates are: String and Numeric datatypes.

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.