A Modify Workspace/Folder/Document job allows you to modify a Workspace in an external system via scripting, CSV, or a CAM Workflow. The Modify Workspace job includes renaming, metadata changes, and security changes. The Modify Workspace job does not modify the template or reapply any template changes. Template changes are applied to new workspaces (on a going-forward basis). If you wish to apply a Template to an existing workspace, you can use the "Apply to workspace" feature in the Template Editor and select one or more existing workspaces. For more information on Template Editor, click here.
AddFolders=1 then adds any missing folders to the template structure.
AddFolders=0, then skip adding any missing folders.
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
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 modify workspace in iManage.csv, click Here
Systems
Mandatory
imanage
Denotes the system you wish to change a Workspace in
This replaces the ‘CreateIniManage’ column, although this is still supported. If you use this column instead, the supported values are 1 (true) or 0 (false)
Server
Optional
String
If not included, CAM will use the default server set within External System Configuration
Database
Optional
String
If not included, CAM will use the default database set within External System Configuration
DefaultSecurity
Recommended
Private, Public or View
The default security of the workspace – include if you want this to change on the workspace
Userid
Optional
String
iManage UserID or UserEmail.
Note: iManage requires userid’s be encased in %%. Like %alexey.marcus%
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]
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
RemoveSecurity
Optional
String (see example)
Use this field to remove a user’s or group’s access from the Workspace
Remove User: bob.bradley@demo-firm.com|User OR userid=sampleuser@firm.com|isgroup=0
Remove Group: Partners|Group OR groupid=Partners|isgroup=1
Remove User from Group: bob.bradley@demo-firm.com|Partner
RefileDocsAndFolders
Optional
1 (true) or 0 (false)
Use this field to pull through any changes to the Folders' and Documents' Profiles from the modified Workspace Profile. Security refile is not done by this parameter, as only the profile is updated here. See the Copy SecuritytoDocuments parameter below to do security for documents.
copysecuritytodocuments
Optional
1 (true) or 0 (false)
Copies the security to the document profile from the workspace profile.
UpdatemoreSecuredDocuments
Optional
1 (true) or 0 (false)
If you have documents on a parent folder that are more secured, and you have the rights to modify, you can update them using this parameter.
WorkspaceName
Optional
String
Changed Workspace Name - include if you want this to change on the workspace
AddToMyMatters
Optional
iManage UserID or UserEmail
This field adds the workspace to a user’s My Matters section in iManage. Please note: My Matters needs to be enabled in iManage for the applicable user/s.
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 (see notes)
Modifying Workspace in 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 modify workspace in NetDocuments.csvclick here.
Systems
Mandatory
netdocuments
Denotes the system you wish to change 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
If not included, CAM will use the default repository set within External System Configuration
CabinetName
Optional
String
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
Security
Optional
String
The format for the security column – include if you want this to change on the workspace:
[useremail] | {allow or deny=true or false] # [expiration date] * [role] $ [isGroup=true or false]
The Token user must be listed as an Admin in the Security string.
If multiple entries are included in this column, separate each entry by a comma and save the file as tab delimited. CAM will recognise a tab-delimited file when uploading as a CSV file in the Jobs tab.
RemoveSecurity
Optional
String (see example)
Use this field to remove a user’s or group’s access from the Workspace
Remove User: bob.bradley@demo-firm.com|User
Remove Group:Partners|Group
Remove User from Group: bob.bradley@demo-firm.com|Partner
RefileDocsAndFolders
Optional
1 (true) or 0 (false)
Use this field to pull through any changes to the Folders' and Documents' Profiles from the modified Workspace Profile. Security refile is not done by this parameter, as only the profile is updated here. See the Copy SecuritytoDocuments parameter to do security.
copysecuritytodocuments
Optional
1 (true) or 0 (false)
Copies the security to the document profile from the workspace profile.
UpdatemoreSecuredDocuments
Optional
1 (true) or 0 (false)
If you have documents on a parent folder that are more secured, and you have the rights to modify, you can update them using this parameter.
WorkspaceName
Optional
String
Changed Workspace Name - include if you want this to change on the workspace
Queue
Optional
1
Include this column if you use the same CSV/script again with no changes to the values
Priority Queue
Optional (only applicable with C4 or C5 licensing)
String
Use this column when you want the job to run in a CAM Priority Queue
Name of the Priority Queue
General Parameters:
Metadata Field
When
Required
Supported
Values
Description
Example
Metadata Field
When
Required
Supported
Values
Description
Example
RefreshWorkspace
If the workspace needs to be refreshed
1, 0
Boolean
True. Enables the Refresh Workspace parameter in the UI.
False. Disables the Refresh Workspace Parameter in the UI.
This also is present in the Service Desk Bulk Security option to be used to refresh after a bulk update.
RefreshWorkspace=1 means to refresh the workspace and security.
Sample CSVs
File
Description
File
Description
ModifyWorkspaces for iManage with Add Folders enabled to add missing folders
ModifyWorkspaces for iManage with Add Folders disabled to skip adding missing folders
Modify Workspaces for NetDocuments
Modify Workspaces for NetDocuments with AddFolder=1 to enable adding missing folders.
Applying Security for Workspaces or Folders. This sample is for ND, but can be changed for system iManage if needed.
