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Create Workspace/Folder/Docs

Create Workspace/Folder/Docs

Owned by Eric Schullek
Last updated: Oct 22, 2024 by Eric Schullek
9 min read

Columns

Description

Supported Values

Columns

Description

Supported Values

Workspacename

Allows to setup the workspace name as formatted. Required for workspaces/folders

  • First level folders are a matter folder-> Workspacename is a dialog should be like @clientid@-@matterid@

  • Second level folders are a matter folder-> Workspacename is a dialog should be like first_level_folder_name. @͏clientid@-@matterid@

  • First level folder with client is a client which includes the matter-> Workspacename is a dialog should be like @clientid@-@clientname@@͏matterid@

CreateFolder

If there is no relation to the template or not a folder added through the template, use this to create the folder.

 

AddFolders

If a workspace is not linked to CAM and has a different folder structure than the template used for the workspace, the missing folders can be either added dynamically, or skipped/not added to keep the template structure.

AddFolders=1 then adds any missing folders to the template structure.

AddFolders=0, then skip adding any missing folders.

CreateInImanage

Create workspace in iManage

Number:

1 to create, 0 to skip

CreateInNetDocs

Create workspace in NetDocuments

Number:

1 to create, 0 to skip

NoTemplate

Sets if workspace has a template, or no template

Number:

1 to skip setting templates on import, 0 to set a template.

Template

Sets a specific template to be used.

String. Specify Template Id.

E.g. Litigation Template

emailonly

Sets search folder for filtering emails only

Boolean. Set to true to set email only and use on search folder metadata panel in template editor. No mapping needed.

documentonly

Sets search folder for filtering documents only

Boolean. Set to true to set documents only and use on search folder metadata panel in template editor. No mapping needed.

FolderId

The folderid

String. Example for netdocuments search folders, it is ND_SAVED_Search column.

type

document type

String. E.g. TXT, EML,XML,DOCX

hasAttachment

Flags if an attachment is present for example on email.

Integer. 1= Has attachment, 0= No attachment.

isdeclared

Flags if declared in the external system

Integer. 1= Is declared, 0= not declared.

declareddate

The date the document was declared

DateTime

checkedoutlocation

Location of checked out document

String

checkedoutpath

Path of location

String

checkedoutby

Id of external system user

Integer

checkedoutbyid

Id of user

Integer

checkedoutdate

Date checked out

DateTime

checkedoutduedate

iManage due date

DateTime

checkedoutcomment

Comments

String

number

Document Number

Integer.

to

Email to address

String

from

Email from address

String

cc

Email cc address

String

bcc

Email bcc address

String

subject

Email subject

String

extDocRefId

Document shortcuts id

Id of the document that is in the shortcut.

owner

The owner of the document, folder or workspace

String

Pass the @owner@ placeholder as the Owner metadata value, then the user who created the folder should show as owner of the folder/workspace/document.

ownerid

The id of the owner

Integer

author

The document or workspace or folder author

String

authorid

Id of the author

Integer

operator

The document or workspace or folder operator

String

operatorid

Id of the operator

Integer

ParentId

Id of the parent workspace/folder/team/channel

Integer

ProjectId

Id from imanage or project management systems

Integer

ObjectType

Type from imanage systems

String. E.g. "work"

Source

Source system for object.

String. E.g. Worksite2020

CloudId

Id of the cloud object.

String. E.g. Cloud!1001

category

Allows to create multi-level categories with placeholder values.

String E.g. cete1/@clientid@-@matterid@/@custom5id@/@mattertypeid@/cate5

If Category1 does not exist, it will create Category1 (clientid) and subcategory Category1.1 (matterid)

If Category1 exist and Category1.1 does not exist, it will create the Category1.1 and add the specified workspace shortcut to it.

Note: You can create a new category or subcategory to an existing category by specifying the direct path in this column to add the workspace shortcut.

RefreshWorkspace

Adds the Refresh Workspace parameter in the Request Workflow UI.

Boolean

True. Enables the Refresh Workspace parameter in the UI.

False. Disables the Refresh Workspace Parameer in the UI.

This also is present in the Service Desk Bulk Security option to be used to refresh after a bulk update.

Caution: Applies only when NetDocuments is the selected system.

CSV Parameters for iManage

Metadata Field

When

Required

Supported

Values

Description

Example

Metadata Field

When

Required

Supported

Values

Description

Example

Job

Optional

createormodifyworkspace

Represent the job type

 

Unique Metadata Fields

Mandatory

String/Integer

The fields within CAM that are set as unique

  • Best practice: Set the unique metadata field to a field that is unlikely to change during the life of the matter/project (eg SystemId).

  •  Other metadata fields such as Client and Matter can be set as unique within CAM, but if these values are changed at a later point, a new workspace may be created (see the opening notes for further details on the Create Workspace process)

Other Metadata Fields

Recommended

Dependent on Metadata Field

These are the metadata values you want to apply to the Workspace and folders

To download sample, sample create workspace in iManage.csv, click Here

Systems

Mandatory

imanage

Represent the system you wish to create a Workspace in

This replaces the ‘CreateInIManage’ column, although this other column is still supported. If you use the CreateInImanage column instead, the supported values are 1 (true) or 0 (false)

Server

Optional

String

Although this parameter is required for workspace provisioning, it is not mandatory to include it in the script.

If not included, CAM will use the default server set within External System Configuration

 

Database

Optional

String

Although this parameter is required for workspace provisioning, it is not mandatory to include it in the script.

If not included, CAM will use the default database set within External System Configuration

 

Template

Recommended

CAM Template Name

If not included, CAM will use the default Template set within External System Configuration

 

NoTemplate

Optional

1 (true) or 0 (false)

Only use this field if you want to create a Workspace without a template

 

DefaultSecurity

Recommended

Private, Public or View

The default security of the workspace.

 

If not included, CAM will use the default security set within External System Configuration

 

Security

Optional

String

The format for the security column:

[useremail]  |  {allow or deny=true or false]  #  [expiration date]  *  [role]  $  [isGroup=true or false]

Roles are defined as the roles mapped with the source system here: Source System Integration | Role Permission Mapping

 

CAM also supports the following parameter setting for the matter/user/group security:

@MatterTeam@/@userid@/@groupid@

Examples are as follows:

 Users:

Adding an Admin ( iManage Full Access) bob.bradely@demofirm.com|true#23/12/2019*Admin$true

Adding an Editor (iManage Read/Write access)

firstnamelastname2@firmname.com|true#null*Editor$true

Adding a Watcher (iManage Read only)

firstnamelastname3@firmname.com|true#null*Watcher$true

Denying Access (iManage No Access)

firstnamelastname4@firmname.com|false#null*Deny$true

Groups:

For example, adding an editor group

PartnersGroup|true#11/3/2021*Editor$true

 

Note: Dates are based on your system setting found here: Admin->Settings.

  •  If multiple entries are included in this column, separate each entry by a comma: firstnamelastname@firmname.com|true#null*Admin$false,Group4|false#null*Deny$true

 

 

 

WorkspaceName

Optional

String

If not included, CAM will use the default Workspace Name set within External System Configuration

 

Userid

Optional

String

iManage UserID or UserEmail.

Note: iManage requires userid’s be encased in %%. Like %alexey.marcus%

AddToMyMatters

Optional

iManage UserID or UserEmail

This field adds the workspace to a user’s My Matters section in iManage

ALEXEY.MARCUS or alexey.marcus@demo-firm.com

AddtoFavourites

Optional

Integer

This field adds the workspace to My Favourites.

Note: The csv parameter is in fact spelled: AddtoFavourites

1= enabled, 0= disabled

Category

Optional

String

This column is used for the My Matter Category you want to add the Workspace to (applies to the users specified in AddToMyMatters). If category does not exist, then CAM will create it. To add the Workspace to a sub-category, use the below format:

 Category/Second level/Third level/ etc

Folder 1 or Folder 1/Folder 2/ Folder 3

 

CategoryId

Optional (Alternative to Category)

String

Adds the workspace to the existing My Matter category ( to be use instead of Category). Please note, you can surface Workspaces in a User’s My Matters category, but if you want them to have access to the workspace, ensure that they are included in the Security field above

 

Queue

Optional

1

Include this column if you use the same CSV/script again with no changes to the values

 

documentonly

Optional- Needed for folders for documents only

Bit- 1,0

Use this metadata to set on folder/workspace creation if it has documents only inside it. You can also use it to search documents only.

documentonly=1

Sample CSV

To view the sample CSV, click here

CSV Parameters for NetDocuments

 

Metadata Field

When

Required

Supported

Values

Description

Example

Metadata Field

When

Required

Supported

Values

Description

Example

Job

Optional

createormodifyworkspace

Denotes the job type

 

Unique Metadata Fields

Mandatory

String/Integer

The fields within CAM that are set as unique

Best practice: Set the unique metadata field to a field that is unlikely to change during the life of the matter/project (eg SystemId).

 

Other metadata fields such as Client and Matter can be set as unique within CAM, but if these values are changed at a later point, a new workspace may be created (see the opening notes for further details on the Create Workspace process)

Other Metadata Fields

Recommended

Dependent on Metadata Field

These are the metadata values you want to apply to the Workspace and folders

To download sample, sample create workspace in NetDocuments.csv, click Here

Systems

Mandatory

netdocuments

Denotes the system you wish to create a Workspace in

This replaces the ‘CreateInNetDocuments’ column, although this is still supported. If you use this column instead, the supported values are 1 (true) or 0 (false)

Repository

Optional

String

Although this parameter is required for workspace provisioning, it is not mandatory to include it in the script.

If not included, CAM will use the default repository set within External System Configuration

 

CabinetName

Optional

String

Although this parameter is required for workspace provisioning, it is not mandatory to include it in the script.

If not included, CAM will use the default Cabinet set within External System Configuration

 

Cabinet

Optional

String

Cabinet ID

 

If not included, CAM will use the default cabinet set within External System Configuration

 

Template

Recommended

CAM Template Name

If not included, CAM will use the default Template set within External System Configuration

 

NoTemplate

Optional

1 (true) or 0 (false)

Only use this field if you want to create a Workspace without a template

 

Security

Optional

String – see example

The format for the security column:

[useremail]  |  {allow or deny=true or false]  #  [expiration date]  *  [role]  $  [isGroup=true or false]

 

Please see the How To video for more details.

The Token user must be listed as an Admin in the Security string.

This column assigns user/group access level.

 

E.g. bob.bradely@demofirm.com|true#23/12/2019*Admin$false

Note: Dates are based on your system setting found here: Admin->Settings.

 

Group: Partners|true#11/3/2021*Editor$true

 

If multiple entries are included in this column, separate each entry by a comma and save the file as tab delimited. CAM will recognize a tab-delimited file when uploading as a CSV file in the Jobs tab.

 

WorkspaceName

Optional

String

If not included, CAM will use the default Workspace Name set within External System Configuration

 

Queue

Optional

1

Include this column if you use the same CSV/script again with no changes to the values

 

 

 

Create CSV Parameters

Metadata Field

When

Required

Supported

Values

Metadata Field

When

Required

Supported

Values

job

Required

createormodifyfolder

uniquesystemworkspacecolumns

Required

ClientId=Corporate1&MatterId=Corp

foldername

Required

Pleadings

type

Required

folder

createiniManage

Required

1

foldermetadata

Optional

Description=Pleadings&Authorid=Harryb

parentfolderpath

Optional

Correspondence/Discovery

template

Required

LitigationFolders

Sample CSVs

File

Description

File

Description

 

Creating a Folder

 

Creating a folder in iManage with a large variety of metadata.

 

Creating a workspace in NetDocuments with Cabinet.

 

Applying Declareasrecord to document in Netdocuments.

 

Applying Declareasrecord to document in iManage.

 

Applying Undeclare to document in Netdocuments.

Important for NetDocuments 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.

 

Applying Undeclare to document in iManage.

 

Using AddFolders=1 to enable adding missing folders during Creation

 

Using AddFolders=0 to disable adding missing folders during Creation

 

Move or Copy a document job

 

Move a workspace job

 

Move or copy a folder job

Note: If you plan to set workspaces with no templates in the Workspace Wizard or CSV Import, you will need to setup a metadata field for NoTemplate in CAM.

This format would be:

  • Metadata name= NoTemplate

  • Type= boolean

  • Value= 1 if you want to set no template. 0 if you want a template set.

Learn how to create your own CSV/TSV files with a Text Editor or Excel.

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