Classes / Subclasses

NOTE:

This feature is available for Tier 2 and NRTAdmins only.

Classes/Subclasses are document classes that are custom-defined categories for identifying and differentiating the documents in your library. The document classes that you create depend on your company and your library requirements. Document classes can be categorized by genre, department, region, and so on.

Classes/Subclasses determine:

  • The document’s default security status.

  • Whether a copy of the document can be echoed to a user’s local hard drive.

  • The custom fields of profile information that are required for the document.

  • The day limit for the document to be marked for archiving.

Classes/Subclasses enable you to:

  • Search for the required class using the Search field.

  • Filter classes Echo, HIPAA Compliant, Default Security, and Required Subclass.

  • Create a class using the Create Class option.

  • Edit a class using the Edit option.

  • View the details of a class using the View option.

  • Create a subclass using the Create Subclass option.

  • Edit a subclass using the Edit option.

  • Filter subclasses Echo and HIPAA Compliant options.

  • Delete single or multiple classes or subclasses using the Delete option .

  • View generic table options in UI overview section.

Searching for classes/subclasses

Use this feature to search by Alias and Description . It is available on the ribbon bar .

Figure: Search field

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Filtering classes/subclasses

Option

Classes

Subclasses

Sub-option

Description

Echo

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images/download/thumbnails/61279656/check.png

  • Yes

  • No

Choose Yes to list the classes that have the value set to Yes and vice versa.


HIPAA Compliant

images/download/thumbnails/61279656/check.png

images/download/thumbnails/61279656/check.png

  • Yes

  • No

Choose Yes to list the classes that have the HIPAA compliant value set to Yes and vice versa.

Default Security

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  • Private

  • Public

  • View

  • Choose Private to list the classes that are set to Private.

  • Choose Public to list classes that are set to Public.

  • Choose View to list the classes that are set only to View.

Required Subclass

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  • Yes

  • No

If you choose yes, lists the classes that has the value set to Yes and vice versa.

Creating a class

When you are on the Classes / Subclasses page, see list of document classes defined for a library.

  1. Select images/download/thumbnails/61279656/Screen_Shot_2019-04-02_at_2.36.52_PM.png . The Create Class dialog appears that lists metadata values of the class. Before proceeding to fill in the details, see Table: Class> field description.
    Figure: Create Class

    images/download/attachments/61279656/Screen_Shot_2019-03-29_at_2.19.15_PM.png

    Table: Class > field description

    Field

    Description

    Alias* (Mandatory)

    Alias for a class. Provide a meaningful and relevant alias for a class, which helps you identify the purpose of creating it. For example, Memo, Email, Legal policy document, Lease Agreement, Employee data, and so on. This helps you organize and group relevent documents of the same class. Therefore, helping you to manage documents effectively across projects in your organization.

    Description

    Provide the description for the class. This should explain what the class is meant for. For example, if you provide the Alias of the class as Employee data, you would enter its description as " This class is associated with details pertains to our employees".

    Retain Days

    Default value: 365 days

    Number of days iManage should wait before marking the documents of this class for archiving.

    NOTE:

    If documents in this class are not accessed for the specified number of days, iManage considers them as expired.

    Security

    Default value: Public

    It is a default security setting for documents of this class. The following options are available for the Security option in the drop-down list:

    images/download/thumbnails/61279656/Screen_Shot_2019-01-14_at_12.44.27_PM.png

    This list enables you to select security settings as per your organization's requirements.

    Echo

    Default: Disabled (set to NO)

    If Echo is enabled, a copy of the document is saved to the user’s hard drive in the NRTECHO folder.

    HIPAA Compliant

    Default: Disabled (set to NO)

    Enable to encrypt documents that are HIPAA compliant. For more information, refer to the Encryption of Sensitive Content in iManage Work Server Administration Guide.

    Required Subclass

    Default: Disabled (set to NO)

    Enable to mandate the subclass entry for a class in the document profile.

  2. Select Create.

Creating a subclass

Document classes can also be divided into subclasses. You must enter subclass information in a document profile for particular document classes if the Require Subclass check box is selected while creating a class. If a subclass is specified for a document, the security and other parameters for the subclass overrides any settings created for the class.

  1. Select a class for which you want to create a subclass. By default, the PROFILE page appears displaying the details of the class (you can edit the details by selecting Edit).

  2. Select the Subclasses tab next to the DETAILS tab and then select images/download/thumbnails/61279656/Screen_Shot_2019-04-02_at_3.14.37_PM.png .

  3. Enter the subclass information (see Table: Class> filed description), and select Create. A new subclass is created for the class.

Editing a class/subclass

This option is available on the:

  • ribbon bar (select a class or subclass to see this option on the ribbon bar)

  • kebab menu (select the images/download/thumbnails/61279656/elipse.png icon adjacent to each class or subclass to see this option)

  • context menu ( right-click a class or subclass to see this option)

The following steps are explained using one of the preceding options:

  1. Right-click a class or subclass and select Edit. The Edit <Classes or Subclasses> dialog box appears.

  2. Edit the required metadata fields (except Alias; not editable). For information about the field description, see Table: Class> filed description.

  3. Click Save.

Deleting classes/subclasses

Single Class/Subclass

This option is available on the:

  • ribbon bar (select a class or subclass to see this option on the ribbon bar)

  • kebab menu (select the images/download/thumbnails/61279656/elipse.png icon adjacent to each class or subclass to see this option)

  • context menu (right-click a class or subclass to see this option)

Use one of the preceding options to delete the class or subclass . The Delete confirmation box appears. Confirm the action to Delete or Cancel.

Multiple Classes/Subclasses

This option is available on the ribbon bar. Select classes or subclasses and select Delete . The Delete confirmation box appears. Confirm the action to Delete or Cancel.

NOTE:

In case errors occur, error messages are displayed. You can view or download the messages using the Download as CSV option.

Viewing Class/Subclass details

This option is available on the:

  • ribbon bar (select a class or subclass to see this option on the ribbon bar)

  • kebab menu (select the images/download/thumbnails/61279656/elipse.png icon adjacent to each class or subclass to see this option)

  • context menu (right-click a class or subclass to see this option)

  • class/subclass (in the Alias column) as a clickable link.

Use one of the preceding options and select View.