Custom Fields

NOTE:

Only users with Tier 2 or NRTADMIN privileges can add, edit, disable, or delete custom field values.

The following custom fields are used to define categories for identifying and differentiating the documents in your library: Custom1, Custom3-12, and Custom29. Additionally, two parent-child relational tables are provided. Custom2 and Custom30 are child tables of Custom1 and Custom29 respectively. You can use this feature to map 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.For more information about custom fields or metadata, see Key Concepts: Metadata. The following topics are available:

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 field values

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 to which you want to add a value and choose Add <Custom Field> . The respective 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, Select Create <Custom Field>. The respective Add <Custom Field> dialog appears.

  2. Enter the following details:

    Table: Create 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.

    <Custom Field> Description

    Provide a description for the custom field to explain what the custom field is meant for.

    Enable

    Default: No (disabled).

    Select Yes to enable this <custom field> value.

    HIPAA Compliant

    Default: No (disabled).

    Select Yes to encrypt documents that for HIPAA compliance.

    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 the 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 fields

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.