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.

Access Workspace Management

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

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:

Tasks

Description

Tasks

Description

Updating Existing Workspaces

A user can post a request to make some updates to existing workspaces, such as adding new folders, deleting empty folders, updating metadata, and updating security.

Deleting Empty Workspaces

A user can delete empty workspaces across DMS systems.

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.

  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.

Note: You can show/hide the Delete Empty Workspaces button in the query results menu option by allowing or denying the permission View Remove Empty Workspaces.

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

Best practice: It is highly recommended that users clear their browsing cache periodically in order for Workspace and Team unique identifiers to be linked properly when running provisioning jobs.

Workspace Management Menu

Action Menu Name

Description

Action Menu Name

Description

Directory

Allows the user to view lists of all the workspaces created within the configured external systems for the uploaded jobs.

Jobs

Allows the user to track the status of all the uploaded jobs and modified workspaces in CAM.

Users and Groups

Allows the user to manage users and groups added to the workspaces.

Approvals

Allows the user to approve and/or track the status of the workspaces that are submitted for approval.

Administration

Allows the user to configure admin tasks such as configuring external and source systems, configuring the request workflow, creating templates, creating forms and layouts, and uploading users. The following menu options are available in the Administration tab:

  • External System Configuration - Allows the user to configure the settings for external document management systems and collaboration tools that are integrated into CAM.

  • Template Editor - Allows the user to create or upload a new template to be applied to your workspace.

  • Data Uploader - Allows the user to read workspaces, users and groups-related data from your on-premises billing or NBI system and upload the information to the CAM cloud for processing.

  • Log Center - Allows the user to view log files. You can also view all jobs created from the Data Uploader.

  • Configure Request Workflow - Allows the user to configure the request workflow dialog.

  • Importing Content into CAM - Allows the user to bulk import content and sites from DMS systems into CAM.

  • Upload Users - Allows the user to provision users & groups to the workspaces.

  • Layout - Allows the user to customize the Directory tab layout and configure the search bar.

  • Metadata - Allows the user to add metadata and link various data entities.

  • Settings - Allows the user to configure options displayed in the Analytics tab.

  • Background Jobs - Allows the user to view a list of all the notification schedules for the Analytics email.

  • Data Sync - Allows the user to set up automatic synchronization rules between a DMS and CAM.

  • Email Template - Allows the user to configure the Email / Excel template or Email notifications.

  • Downloads - Allows the user to download CAM components such as Data Uploader, iManage Web Extension, CAM Commands, and CAM Teams App.

Analytics

  • Allows the user to find out user adoption rates with comprehensive data visualization, workspace health check reports, and ad-hoc DMS reporting.

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