Workspace Provisioning

Overview

A workspace is a space or place where your files and documents are stored on a system or a cloud. It saves the user's view of the files in the repository of the Document Management System.

Workspace Management provides an interface to securely create, manage, and update workspaces in iManage, NetDocuments, M365, S3, and other systems.

Matters change over time. Whether it’s a simple matter name change, client name change, or a major update to the folder structure and security, CAM provides unified, automated management of all changes and updates. With CAM, you can automatically create, update, and manage workspaces.

There are a variety of ways to provision workspaces, including using a script within Data Uploader, using the Upload CSV option on the Jobs tab, using a Request Workflow, and using a Source System integration to configure an API call.

Access Workspace Management

1. Use the waffle menu to switch between management consoles. The Account Management console is used to manage CAM users, and the Workspace Management console is used to manage the users of external systems.

2. Log into CAM and access the Workspace Management screen.

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Workspaces can be created both automatically and manually.

Automatic Workspace Creation

Workspaces can be created automatically using one of the following ways:

• Using a template: Users can automatically create workspaces using templates such as the folder template. It automatically creates folder structures on demand, defines metadata, and applies security to the folders as per the template's configuration.
  As an example, if a template has 295 folders defined when a workspace is created from this template, then these 295 folders and the folder structure are created automatically for you. Learn more about Template Management and the Template Editor.

• Using the billing database: Users can automatically create workspaces from billing systems and Product Management Systems.

• Using the Data Uploader: Users can automatically create workspaces by uploading CSV and script files through Data Uploader.

Manual Workspace Creation

Users can also create workspaces manually with standard folder structures and file naming based on existing templates using the wizard. During the creation process, a preview of the folder structure can be previewed by choosing different templates. Once an administrator approves the request for creating a workspace, the workspace is created.

Before creating a workspace, ensure that the Request Workflow configurations are set up using the Request Workflow Configuration.

Managing Workspaces

Workspaces can be managed from the Workspaces and Analytics tabs:

Updating Existing Workspaces

To post a request to make some updates to an existing workspace from the Update Existing Workspace screen:

1. Navigate to the Workspace tab and click on the Update Existing Workspaces button.

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2. On the Update Existing Workspaces screen, select the DMS system from the Select Repository drop-down where the updates need to be applied to the workspaces.

3. Select any check box to add new folders, delete empty folders, update metadata, or update security.

4. Enter the ticket number if available and a reason for the request.

5. Click Submit.

Deleting Empty Workspaces

To post a request to delete empty workspaces from the Workspaces tab:

1. Navigate to the Workspace tab and click on the Delete Empty Workspaces button.

2. On the Delete Empty Workspaces screen, select the DMS system from the Select Repository drop-down from where you want to delete an empty workspace.

3. Enter the ticket number if available and a reason for your request.

4. Click Submit.

On the Jobs tab, you can monitor the status of these jobs.

You can also delete an empty workspace from the Analytics tab. For more information, see Deleting Empty Workspaces from the Analytics Tab.

Workspace Management Menu