Workspace

Overview

The Workspace tab allows you to perform search operations in the following two ways:

• API search

• Database search

Getting Started

Before any workspace or folder searching can be done, there are a few configurations that need to be made, namely:

• Metadata should be mapped to the layouts/forms.

• Layouts and forms must be configured.

  • If working with DeskSite/FileSite or Cloud iManage/Private Cloud/Work 10, CAM commands must be set up.

• The search layout(s) must be set up.

Mapping Metadata

• Metadata should first be created.

• Once metadata has been created, it should be mapped.

Layouts and Forms

Layouts are a key component of the Documents and Workspace tabs, as they determine what fields will be available to a user when navigating CAM’s tabs. The look and behavior of a layout will depend on the Form. When a tenant is first created, the following forms will be automatically loaded:

• Matter Profile (Under the Directory tab)

• Workspace Analytics

• Folder Analytics

• Document Analytics

• Document Search

• Workspace Search

• Generate Template

CAM Commands

CAM Commands allow the use of specific functionality of CAM from within DeskSite/FileSite or Cloud iManage/Private Cloud/Work 10.

On Premise Steps to Install

• Download the CAM Commands installer using the EXE or MSI of Edge Compatible installer.

• Run the installer on premise. (You may have to trust the app and run anyway with the Windows Smartscreen popup.)

• Check which commands to enable from the installer.

• Once installed, you can open DeskSite or Filesite, and use the right click menu to access the CAM commands.

• Registry edits to rename items can be done from the Interwoven registry folder.

Work in the Cloud/Cloud iManage/Private Cloud Steps to Install

• Download the iManage Web Extension.

• If you require a customization to the yaml file before the application is uploaded, make this change first before sending or uploading the zip.

• Go to iManage Control Center, Applications, and upload the package.

• Follow the steps to Authenticate and Secure the application.

• Now you can use the commands in the Web Client.

Learn how to configure CAM Commands in more detail.

Configuring the Search Layout

Configure the content of the search bar (displayed in the top center of the page).

1. Go to the administration tab.

2. Click on Layouts.

3. Click the Edit button in the Actions column against the Search drop-down.

4. In the Search Configuration window, add information in the provided fields.

5. Click Save.

6. Click Add.

Read the detailed steps to configure the search layout.

Searching Workspaces/Folders

Best Practices

• Note Service Desk Documents and Workspace searches return a maximum of 5,000 per search. If deciding to do a bulk search/update, you may need to batch out your update to process more than 5,000 records. (This does not apply for CloudiManage).

• Lookups in the searches will return a limit of 100 items in the lookup dropdown. If you happen to have more records meeting the criteria in the lookup (e.g. a matter), it is recommended to search directly for that result.

• If you plan to process a very large number of records, you may want to utilize a CSV using Data Uploader instead.

API Search

API searches are available for clients under the Manage tier and onwards. API searches mean that through an API, CAM goes directly to the DMS to do the searches. These are lookups that call the DMS in real time and pull that information as if the user were in the DMS searching.

 The following are the steps to perform the API search operations:

1. Go to the Workspace tab. The following screen displays:

Open

2. Click Search to get the result in a list or click Clear Fields to reset all the fields.

3. Click Switch to Database Search to perform the database search operation.

Workspace Search results then display the list of the record details.

Enabling the iManage Search Anywhere functionality

The Service Desk API Search now supports the iManage Search Anywhere option. This is available in the Workspaces tab and Documents tab using only the API Search.

To enable:

1. In the Administration-> Metadata, add the metadata Name: Anywhere ID: Anywhere

2. Map to iManage and CAM.

3. In Layout, add the anywhere metadata field to the Documents-Search and Workspaces-Search layouts.

4. Now the field will display in the search and search in any field for that search criteria.

Open

Database Search

Clients under the Analyze tier are provided with Data Sync which allows CAM to make a copy of the workspace/documents database from iManage or NetDocuments to perform a full database search.

Following are the steps to perform the API search operation:

1. Go to the Workspace tab. The following screen displays:

2. Click Search to get the result in a list or click Clear Fields to reset all the fields.

3. Click Switch to API Search to perform the database search operation.

Workspace Search results display the list of the record details.

When you select a folder in the workspaces tab, you can see all the folder-related operations in a panel on top of the selected folder.

Advanced Searching

Users can use more advanced search capabilities to search the Workspaces tab.

• Whole name searching: If you are searching for a whole name, or phrase, or a part of a name, use brackets [] around the search.

• Operator search: Use AND, OR or NOT in your search to filter records.

  • Dates can use the On or Before or On or After operators to filter dates in a certain range.

 Default Security

An icon displays now in the Default Security column for each folder under a workspace. The top level folder will have it’s icon in the expandable header, and each subfolder will be able to be expanded.

The levels are:

1. Inherit

2. Public

3. Private

4. View

And their icons show respectively in that same order as:

Actions on the Workspace Tab

The following actions are available on the Workspace tab after performing a successful search:

Query Results Menu Options

Profile Update

Click Profile Update to bulk update details on the query results.

• Run a query to fetch the workspace(s).

• In the Profile Update dialog, all the configured repositories are displayed in the Select System drop-down. Select the system from the drop-down.

  • NetDocuments Profile Update: CAM allows renaming of the folder and workspace only.

• Update the metadata by choosing one of the supported profile update methods in the look-up next to the field:

• Overwrite: Allows the previous metadata value to be overwritten if it matches the value.

• Append: Allows the appending of certain metadata into the current metadata field.

• Suffix: Allows adding a suffix at the end of the metadata.

• Prefix: Allows adding a prefix to the beginning of the metadata.

• Remove: Allows removal of certain metadata if it matches.

• Enter the details to be updated and click Next. The fields on the form can be configured in Administration>Layout.

Next to the attribute values, there is a column to append or remove the attribute values. Select from the dropdown next to the attribute (e.g. custom 17) for append or remove. For append, the box on the right, enter the value to append. Click Next.

• Enter the job name (required field), a ticket number (optional), and a brief reason for change (optional). The track changes are made to the iManage content.

• Click Submit Update.

• An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the workspacedetails will be updated.

Delete Empty Folders:

1. Click Delete Empty Folders to delete the workspace displayed in the queried search results with empty folders (with no documents). In the Delete Empty Folders dialog:

2. Select the Repository/Cabinet from the Select System drop-down

3. Enter the ticket number (optional) and a brief reason (optional) to delete the folders.

4. Recursive delete folder structure if toggled on allows the bulk removal of empty folders upon multiple levels for all the results selected.

5. Click Submit.

6. A Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the workspaces/ folders that are empty will be deleted from the selected system.

Delete Workspaces:

1. Click the Delete Workspaces icon after performing a workspace search.

Security update

CAM allows users to update security in all selected workspaces/, folders/subfolders either including or excluding private workspaces.

1. Select the system from the drop-down in the top-right corner of the Security Update dialog

2. In the left-hand side panel, click on the required drop-down to Add/Update or Change the Default Security.

3. Make the necessary updates and click +Add to add the action for the update. The updated action is displayed in the right-hand side panel. To remove an added action from the update list, click x Remove.

4. Click Next to submit the change.

5. Job Name reflected as Security Update.

6. Select the Update value from the following options, wants to update folders/workspaces -

7. Enter a brief reason to update the security. All the fields are required.

8. To freeze the ACL, add to the Documents or Workspaces form the “frozen” and “frozenstatus” metadata.

   • These are true false boolean options.

   • In the Security Update job, you will have the option now to set as true to freeze the ACL. That means the security for the users and groups will be frozen until unfrozen and no new security changes can be made or users/groups added.

8. Click the Submit Update button and click Cancel to close the dialogue box.

9. An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the security for the workspaces is updated.

10. If the security user doesn’t exist in CAM and the DMS that the security update is processing, the logs will notate this and continue the job as-is without failure.

For NetDocuments, users have the following security options:

• Update all folders and documents. Security is applied to all the sub-folders and documents of the selected folder.

• Update folders and sub-folders. Security is applied to folders and sub-folders.

• Update all folders and documents that have inherited security from their parent. Security is applied to the inherited folders and documents.

• Do not update sub-folders or documents. Security is only applied to the selected folder and not to sub-folders and documents.

Export Documents

Click Export Documents to export the workspace/document/folder as a zip file or to export the document/folder to a selected network path.

1. In the Export to Zip tab, enter a Job name and brief reason (optional) to export the document.

2. Select the options to execute when exporting the workspace as a zip file:

   • Include CSV file

   • Append Number and Version to Document’s Name

   • Use Client & Matter for Workspace Name

   • Select either All versions or Latest version

3. In the Export to Network Path tab, select the S3 bucket for export and enter a brief reason for export. Read here for detailed instructions to configure the environment for Export to Network.

4. Select the options to execute when exporting to a network path:

   • Include CSV File

   • Create Folder Structure

   • Append Number and Version to Document’s name

   • Use Client & Matter for Workspace Name

   • Select either All versions or Latest Version

Export to CSV

1. To export the query results, click the above Export to CSV button. The query results are saved as a CSV file as follows.

Exporting to CSV will combine all records to 1 CSV if exporting from iManage Cloud even if there are tens or hundreds of thousands.

2. Select the export size option

3. Click Download CSV to download the CSV file and click Cancel to close the dialog

View Security

Click the View security button. CAM provides an option for users to update security in all selected workspaces, folders/subfolders either including or excluding private workspaces.

1. Enable permission View-Bulk-Security-Workspace to view the workspace security.

2. Select the system from the drop-down in the top-right corner in the Security Update dialog

3. In the left-hand side panel, click on the required drop-down to Add/Update or Change the Default Security.

1. Make the necessary updates and click +Add to add the action for the update. The updated action is displayed in the right-hand side panel. To remove an added action from the update list, click x Remove.

2. Click Next to submit the change.

3. Job Name reflected as Security Update.

4. Select the Update value from the following options, wants to update folders/workspaces -

1. Enter a brief reason to update security. All the fields are required.

1. Click Submit Update button and click Cancel to close the dialogue box.

2. An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the security for the workspaces is updated.

Move Workspaces

See the Move tier option here: Moving Folders/Documents/Workspaces

Required Permissions

Customizing the Form/Grid

• Edit the Layout of the form in the Administration-> Layout panel.

• To customize the form, use the show-in form option.

• To customize the grid, use the show-in grid option.

Related Topics

Workspace Management | Create Workspace/Folder/Docs | Create Ad-hoc Workspace | Configure Analytics