Custom Fields

Custom fields are used to define custom categories for identifying and differentiating the documents in your library. The Custom1, Custom3-12, and Custom29. Additionally, two parent-child relational tables (subtables) are provided: Custom2 and Custom30 are the subtables of Custom1 and Custom29 respectively. You can use this feature when customer wants to map their set of metadata to the existing custom fields, and also add values to the custom fields so that they can use these values from iManage Work clients.

Custom Fields enable you to:

  • View the list of custom fields.

  • Search for the required custom field using the Search field.

  • Add custom field values using the Add feature.

  • Edit the caption of a custom field using the Edit Caption feature.

  • View custom field value list using the View option.

  • View custom field value details using the View option.

  • The Enable/Disable HIPAA Compliant option.

  • The Enable/Disable the custom field value option.

  • Edit caption values using the Edit feature.

  • Delete caption values using the Delete option.

  • The Filter customer field values by Enabled and HIPAA Compliant.

  • View generic table options in UI overview section.

Viewing custom fields list

To view a list of all the available custom fields, select Custom Fields in the left control pane. The custom fields screen displays the available captions fields. Selecting an item from the Caption column allows that item to be edited.

Searching for custom fields

This option is available on the ribbon bar . Use this feature to search by Caption and Field Name .

Figure: Search Field

images/download/attachments/57670339/Screen_Shot_2019-03-01_at_12.56.09_PM.png

Adding custom fields

This option is available on the:

  • Kebab menu: Select the images/download/thumbnails/57670339/elipse.png icon adjacent to each custom field to see this option.

  • Context menu: Right-click a custom field to see this option.

  • Clickable link: in the Alias column, select custom field.

The following steps are explained using one of the above

  1. On the Custom Fields page, right-click on the custom field on for which you want to add a value and choose Add <Custom Field> . The respective Add <Custom Field> dialog box appears. For example, if custom1 is the custom field for which you want to add value, select Custom1 and right-click and choose Add <Custom Field> . The Add <Custom-Field> dialog box appears.
    Alternatively, select the custom field for which you want to add a value. The <Custom Field> page appears. on this page, click images/download/thumbnails/57670339/Screen_Shot_2019-01-16_at_2.56.11_PM.png . The respective Add <Custom Field> dialog appears.

  2. In the Add <Custom Field> dialog box, enter the following details:

    Table: Add custom field dialog box

    Field

    Description

    Alias

    Alias for a custom field. Provide a meaningful and relevant alias for a custom field, which helps you identify the purpose for creating it. For example, location, department, company, client name, and so on. This helps you identify and assign relevant custom fields to a document on the client application. Thus, helping you to manage documents effectively across projects in your organization.

    Description

    Provide a description for the custom field to explain what the custom field is meant for. For example, if I provide the Alias of the custom field as "Admin block", I would enter its description as "This custom field can be associated to documents pertaining to administration activities".

    Enable

    Default: Disabled (set to NO).

    Select to enable a <custom field> value.

    HIPAA Compliant

    (Applicable only for on-premises users)

    Default value: Disabled (set to NO).

    Enable to encrypt documents that are HIPAA compliant.

    HIPAA Compliance is the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Health Information Technology for Economic and Clinical Health Act of 2009 (HITECH), and other Privacy acts requiring encryption of sensitive or privileged data. For more information, refer to Encryption of Sensitive Content in iManage Work Server Administration Guide .

  3. Select Create.

Editing a caption

This option is available on the:

  • Kebab menu: Select the images/download/thumbnails/57670339/elipse.png icon adjacent to each custom field to see this option.

  • Context menu: Right-click a custom field to see this option.

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

  1. Select the custom field for which you want to edit the caption.

  2. Right-click and choose Edit Caption.

  3. Select Save.

Viewing custom field

  • Ribbon bar: Select a custom field to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57670339/elipse.png icon adjacent to each custom field to see this option.

  • Context menu: Right-click a custom field to see this option.

  • Clickable link: In the Alias column, select custom field.

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

  1. Select the custom field for which you want to view the custom field values.

  2. Right-click and choose View.

Viewing custom field's details

This option is available on the:

  • Ribbon bar: Select a custom field to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57670339/elipse.png icon adjacent to each custom field to see this option.

  • Context menu: Right-click a custom field to see this option.

  • Clickable link: In the Alias column, select custom field.

Use one of the preceding options to select View.

NOTE:

  • Using images/download/thumbnails/57670339/Screen_Shot_2019-02-26_at_12.13.15_PM.png button, you can edit the custom field details .

  • As explained earlier (in the first paragraph of this page), there are two parent-child relational tables (subtables) are provided: Custom2 and Custom30 are subtables of Custom1 and Custom 29 respectively. When you right-click to view the details of Custom 1 and Custom 29, you see two tabs: DETAILS and <Subtable-name> .

    For example,

    • if you right-click on Custom 1, you see two tabs, DETAILS and <Custom 2-name> .

    • if you right click on Custom 29, you see two tabs, DETAILS and <Custom 30-name> .

Enabling/Disabling the HIPAA Compliant option

Single custom field

This option is available on the:

  • Ribbon bar: Select a custom field to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57670339/elipse.png icon adjacent to each custom field to see this option.

  • Context menu: Right-click a custom field to see this option.

For example, use the context menu option to enable the HIPAA compliant option.

Scenario: A custom field value's HIPAA compliant option is currently disabled (value is set to No)

Solution: Right-click custom field, and select Set HIPAA Compliant to Yes. The HIPAA Compliant option for the custom field is now enabled.

Multiple custom field

This option is available on the ribbon bar; select custom fields to see this option on the ribbon bar.

  1. Select the checkboxes beside the desired custom fields, then select the HIPAA Compliant option or drop-down on the ribbon bar.

  2. Select the required option. A confirmation message appears.

Enabling/Disabling custom field

Single custom field

This option is available on the:

  • Ribbon bar: Select a custom field to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57670339/elipse.png icon adjacent to each custom field to see this option.

  • Context menu: Right-click a custom field to see this option.

Use one of the preceding options and select Enable or Disable depending on the value previously set in the Enabled field for the particular custom field. A confirmation message box appears only when you want to disable a custom filed. For example, if the custom field status is enabled and you want to disable it, a confirmation message box appears. Confirm the action to continue or abort.

Multiple custom fields

This option is available on the ribbon bar. Select the checkboxes beside multiple custom fields and then select Enable or Disable depending on the value previously set in the Enabled field for the particular custom field. A confirmation message box appears only when you want to disable a custom filed. For example, if the custom field's status is enabled and if you want to disable it, a confirmation message box appears. Confirm the action to continue or abort.

Editing a custom field

The Edit option is available on the:

  • Ribbon bar: Select a custom field to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57670339/elipse.png icon adjacent to each custom field to see this option.

  • Context menu: Right-click a custom field to see this option.

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

  1. Select the custom field whose value you want to edit.

  2. Right-click and select Edit. Update the required details. For information about the field details, see Table: Add custom field dialog box.

  3. Select Save.

Deleting custom fields

Single custom field

The Delete option is available on the:

  • Ribbon bar: Select a custom field to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/57670339/elipse.png icon adjacent to each custom field to see this option.

  • Context menu: Right-click a custom field to see this option.

Use one of the preceding options to delete the required custom field.

Multiple custom field

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

NOTE:

In case of error, an error message appears. View or download the error messages using the Download as CSV option.

Filtering custom fields

Option

Sub-option

Description

Enabled

  • Yes

  • No

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


HIPAA Compliant

  • Yes

  • No

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