Metadata is the information about your document.

The term metadata refers to information about other data, not the content of the data itself, such as the text or image. There are many types of metadata, including Descriptive metadata which is information to describe the resource.

All the documents, folders, and workspaces' metadata associated with the external systems are listed here. You can manually add metadata and assign values to the metadata to be applied to workspaces and template folders.

Context

CAM Master Metadata Overview and Key Concepts

CAM Master Metadata is crucial for all CAM processes, including workspace provisioning, form/layout management, request workflows, and several Service Desk operations. Understanding the key concepts of CAM Master Metadata, how to create CAM Master Metadata, and how to map external system metadata to its corresponding CAM Master Metadata are necessary to properly use CAM.

CAM Master Metadata Key Concepts

·       Use the CAM Master Metadata definition for all CAM processes.

·       Access CAM Master Metadata from the Administration tab, Metadata feature and find two tabs:

§  Use the Manage Metadata page to manually create new CAM Master Metadata, with or without an external system connection, and to view and manage existing CAM Master Metadata.

§  Use the Metadata Mapping page to manually create new mappings to CAM Master Metadata from connected external system metadata. The Metadata Mapping page can also be used to view and manage existing mappings. The Auto Discovery tool is available on the Metadata Mapping page only for external systems where no mappings exist.  

·       Important CAM Master Metadata Key Point!  When multiple external systems are connected, they may use different identifiers for the same data. For example, each connected external system may have a field designated to hold "Practice" information, with one system utilizing “custom11” labeled as “Practice,” another system also using “custom11” but labeled as “PracticeInfo,” and yet another system using “custom29” with a completely different label. Despite these variations, all fields contain the same type of "Practice" data. The key concept is that, regardless of the varied identifiers or labels, all external system “Practice” data should be mapped to a single master “Practice” CAM Master Metadata.

·       Certain functions within CAM may require manually creating “Additional” internal CAM Master Metadata.  These “Additional” CAM Master metadata are usually mapped to CAM only and are used for CAM processes requiring specific metadata parameters to interact with the DMS API, for example:

§  Provisioning “Last 7 Days” type search folders.

§  Provisioning email folders.

§  Performing “is checked out?” and “document number” searches in Service Desk.

Unique ID Key Metadata

·       A Unique ID metadata must be defined for each external system (library/cabinet) connected in CAM. The Unique ID metadata serves as the primary identifier for workspaces in the library ensuring each can be distinguished from the others.

·       The Unique ID metadata is assigned during the external system mapping process.

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·       All workspaces in the same external system must use the same Unique ID metadata.

·       Important Unique ID metadata Key Point: Changing the Unique ID metadata for a connected and active external system requires careful consideration. You should discuss the impact of changing the Unique ID metadata with the customer, review their current CAM setup, then contact Litera to discuss the change.

Example of different Unique ID metadata needs for workspaces in different libraries:

In a library for managing legal work, where each workspace is uniquely identified by the combination of Client and Matter values, use Client and Matter as the Unique ID metadata.

In administrative or personal libraries, where workspaces can share the same combination of Client and Matter values, you cannot use Client and Matter as the Unique ID metadata because this combination is not unique to each workspace. In this case, look in the source system for a single value field to use as the Unique ID metadata, for example “Matter Uno” in Aderant, or another single unique value such as “SystemID.”  If no such single unique identifier exists, construct a Unique ID metadata by combining columns in the source system to form a distinct identifier for the workspaces.

Example of different Unique ID metadata needs for workspaces in the same library:

When workspaces with different Unique ID metadata needs coexist in the same library, you must identify one Unique ID metadata to satisfy the identification requirements for all workspaces in the library. The Unique ID metadata should be based on the most inclusive criteria. For example, in a library with both legal workspaces and administrative workspaces where the legal workspaces require the combination of Client and Matter values be unique and administrative workspaces are identified solely by the Client value, the Unique ID metadata for all workspaces in the library should be Client and Matter. For the administrative workspaces requiring only the Client value, hardcode a generic or placeholder value for the non-unique Matter value during the provisioning process.

Unique ID metadata challenges for integrating existing workspaces

In many cases, CAM is introduced into an environment with existing workspaces, provisioned by an older process that CAM replaced. Workspaces created from the old process may not have Unique ID metadata values, which are now required for new workspaces provisioned by CAM. Integrating existing workspaces into CAM for management presents unique challenges. Specifically, each existing workspace must have a Unique ID metadata value before a Link Workspace job can be run, which is the critical step for bringing these workspaces into CAM.

·       Existing workspaces have Unique ID metadata values. For example, the Unique ID metadata for new workspaces will be the combination of Client and Matter values, and when the existing workspaces already have these values, run a Link Workspace job to integrate the existing workspaces into CAM.

·       No Unique ID metadata values are present in existing workspaces. For example, if the new process is using a single value identifier, like Aderant’s “Matter Uno” as the Unique ID metadata, but the existing workspaces do not have this value, you'll need to create a process to assign the value before running a Link Workspace job.

§  iManage Cloud customers, contact iManage for assistance to populate the designated custom field for existing workspaces, then once populated, a Link Workspace job is performed to integrate the workspaces into CAM.

§  iManage On-prem customers can populate the custom field independently, then perform a Link Workspaces job to integrate the existing workspaces into CAM for management.

Metadata Auto Discovery Overview

• Auto Discovery uses the metadata discovered in an external system to automate the creation of CAM Master Metadata and automatically maps the external system’s metadata to its corresponding CAM Master Metadata.

• It is important to investigate, verify, and confirm external system metadata captions/attributes before using Auto Discovery.

• Auto Discovery can only be used once per external system and not at all if a mapping already exists for the external system.

• A careful review of the discovered metadata is necessary to avoid creating unnecessary or duplicate CAM Master Metadata and to ensure accurate mappings. 

•   Use the Master [1] column on the Auto Discovery screen to determine when Auto Discovery will create new CAM Master Metadata and when Auto Discovery is only mapping to existing CAM Master Metadata.
  
  

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•   An “i” icon [2] will appear when the external system will only be mapped to existing CAM Master Metadata.

•   An “-“ notation [3] will display when the process will create new CAM Master Metadata and map the external system’s metadata to it. 

•   To avoid creating unnecessary or duplicate CAM Master Metadata, deselect questionable metadata from the Auto Discovery workflow and address these items manually.

User Window

1. In the Administration tab, select Metadata

2. Perform a metadata operation (Add/Update/Delete) using CAM provisioning with the bulk of configuration pre-defined in templates and workflows with less system validation.

3. The metadata pipeline will sync every operation utilizing the following pieces of the metadata functionality:

   1. Metadata Definition Define the Metadata key.

   2. Metadata Mapping Map the metadata value across all external systems and CAM

   3. Metadata Values Define the Metadata values that come with the definition.

4. Users now will perform metadata operations (Add/Update/Delete) using Metadata

5. Configure metadata using:

   • Manage Metadata

Manage Metadata

• Helps you to manage all metadata definitions that are created in CAM

• Allows you to create, update, delete the metadata definition, and manage the systems (iManage, NetDocuments, M365, CAM, and others) and entities (Workspace, Folder, Documents) where metadata applies.

Internal Metadata Flags/Internal Keys

1. The following dialog displays Reserved metadata keys, called internal keys, a set of metadata keys included in CAM and used as parameters in CSV jobs, Request workflow, Source System integration, and data uploader to determine the workflow of the flag provision. For example, server and repository

2. The included reserved metadata keys specify the purpose of the metadata respectively. For example, the CreateiManage internal key specifies creating a workspace in the iManage system

3. Filter Metadata allows searching for a specific reserved metadata key

4. Click Close to cancel the dialog

Filter

1. Allows you to filter the specific metadata details and displays the list

2. Click Filter to display the specific metadata details list and click X to reset the filter.

Metadata Results

The following is what the search for metadata returns with:

Delete Metadata

Delete Metadata

1. Allows you to delete the metadata

2. Click the Hamburger menu and select Delete, the following screen opens:

3. This allows you to check your metadata dependency before deleting the metadata.

4. Click Check Dependency to view metadata dependency which opens the following screen. Click Cancel to close the dialog.

4. Enter the character “confirm“ , as shown; case sensitive before deleting

5. Click Delete Metadata to delete the metadata and click Cancel to close the dialog

It is also possible to delete Metadata from CAM and a related system by submitting a job through a CSV file that includes the HardDelete parameter.

Sample CSV file	Description

Sample CSV file	Description
Open	Delete a Metadata value from CAM and NetDocuments.
Open	Delete metadata from an iManage matter/client.

Create/Add Metadata

• Allows you to create a new metadata definition along with the associated

• Allows you to perform metadata operations (Add/Update/Delete) with a single click.

• To configure or to know each Metadata item mapped on which systems (iManage, NetDocuments, M365, and others) and system entities (Workspace, Folder, Documents, Teams, Channel) within the system, use this option.

1. The following screen describes how to create metadata after clicking Create Metadata.

1. CAM - This allows you to configure metadata in the CAM system.

2. iManage - This allows you to configure metadata in the iManage system.

3. NetDocuments - This allows you to configure metadata in the NetDocuments system.

4. Office365 (M365)- This allows you to configure metadata in the M365 system.

Metadata Mapping

1. Allows you to map the created metadata to the respective external system configured in the external system configuration/ source system integration.

2. For iManage to CAM metadata mapping references, visit iManage to CAM Metadata Mapping or see the PDF in the Litera Customer Center.

3. The following screen opens:

1. Search Fields - This allows you to search and filter the specific metadata

2. Primary Repository Information - To view the Repository, storage, and system URL information against the selected system

3. Create Mapping - This allows you to create, update metadata mapping

4. Auto Discover - This allows you to map the metadata programmatically to the selected system in the selected database.

• Search Fields & Result List

If duplicate mappings exist, a warning appears saying Duplicate mapping for the given system for the given metadata.

Example 1: Document number

Mapping docnum in iManage to CAM is simple. Docnum is automatically imported from iManage if you autodiscovered it.

Map it to the CAM field document_number.

• MetadataType: Number

• CAM MetadataType: String

• Name: Document_Number

• Exclude: true

Example 2 Custom Metadata

If a firm wants to use and map custom25-28 metadata, here’s how to set up these boolean fields:

• Map custom 25 with isecho column

• Map custom 26 with c26 column

• Map custom 27 with n7

• Map custom28 with n8

Unsupported Metadata

CAM doesn’t support the checked_out_date or the in_use metadata because the iManage API doesn’t support using them.

Primary repository information

1. Displays this option only when you select external systems like iManage, NetDocuments, M365.

2. Click + sign to Expand to view the repository information

3. This includes the following information -

4. Click the following button to perform search operation

5. Click X to reset the search options fields

Create Mapping

1. Allows you to map metadata for select systems against selected entities

2. Click Create Mapping, and the following screen opens:

3. Click Save to save the metadata mapping and click Close to cancel the dialog

Auto discover

1. Click the following button to perform the Auto Discover operation -

2. Select the checkbox to view the saved discovered metadata in CAM

3. Click Preview to update and save the metadata mapping and click Close to cancel the dialog

4. After clicking Preview the following dialog opens -

• Displays the selected mapping list

5. Click Edit to select the metadata mapping

6. Click Save to save the selected metadata mapping and displays the metadata mapping list

7. Click Close to cancel the dialog

Job Information

Metadata Jobs now will display the metadata information right in the name displayed on the Jobs tab.

• This improved naming convention is Job Name: ID value- Name value.