What is a template in iCC?
Templates are a way for you to design of logical folder structure that can be used for creating workspaces or folders within workspaces from iManage Work client applications.
How are templates used in iManage Work clients?
iManage Work: Available by default with the iManage Work (includes workspace and Flexible Folders).
iManage DeskSite and iManage FileSite - Install iManage Work Add-ons for Classic clients to use this feature. For more information, refer to iManage Work Add-ons for Classic Clients Installation and User Guide.
Are the templates created by other applications supported by iCC?
iCC supports templates that exist in your library but were created using other applications.
iManage Work WorkSpace Generator: Templates created by iManage Work Workspace Generator are also supported by iCC. The variable format for the custom fields in these templates is also supported. For example, if Custom1 is defined as %workspace_value% in a template then the Custom1 value of the target workspace is assigned to the folders created using this template. For more information, refer to iManage Work Workspace Generator User and Installation Guide.
iManage Work Web - The templates created using classic iManage Work Web are supported by iCC with the limitation that only Document folder, Search folder and Tab objects are recognized. All other object types such as Calendar, Note, Link list, and so on are not considered. Therefore, these templates can be used to create Document folder, Search folder, and Tab objects. iCC also supports %workspace_value%.
What should I do in iCC to set up iManage Work Web templates?
No special configuration is required. Similar to iCC, the templates created using iManage Work Web are also stored in the library . The template workspaces are assigned a special type called 'template' and are listed in the Templates app in iCC. When a user searches for workspaces, these template workspaces are not retrieved by iManage Work because of the special template set for them.
How do I configure the folder properties for templates?
The folder properties can be configured in iCC while creating the folder structure for a template. You can define the properties using any of the following options:
Enter the values manually and select accordingly from the drop-down list.
Define Custom1-12, Custom29, or Custom30 in the format #CXXALIAS# or %CXXALIAS%. For example, if Custom1 value is 9999, #C1ALIAS# sets the folder property as 9999 for the folder. You can use only % as a delimiter to work with iManage Work Workspace Generator.
Select the check boxes for the properties to automatically inherit the properties from the parent workspace (%workspace_value%). This option is currently available for Custom1-24 and Custom 29-30. To set the remaining properties, enter the values manually.
When these templates are used for creating workspaces or flexible folders from iManage client applications, the properties defined in the templates are automatically set for the workspace or folders and the documents created under these folders.
What are the limitations of using iManage Work Workspace Generator templates?
The XML templates are currently not supported by iCC.
What are the different folder options a user sees while using Templates?
iCC recognizes only Document Folder, Search Folder and Tab objects. All other object types that are supported by iManage Work such as Calendar, Note, Link list, and so on are not considered in iCC. Therefore, templates can be used to create only Document Folder, Search Folder, and Tab.
Can I use iCC templates in iManage Work Workspace Generator to create workspaces and folder structure?
Yes. However, iManage Work Workspace Generator creates only those folders that are marked as type Workspace Creation in iCC templates. T he remaining folders can be created by the users when required.
Can I use Work Web to modify templates after they have been edited in iCC?
You should not use iManage Work Web to modify templates after they have been edited in iCC. iManage Work Web removes the key properties that iCC uses to link the optional folders to the workspaces for Flexible Folders.
What is the difference between workspace creation and Required folder? When would I use each one?
The workspace creation folder in a template is automatically created along with the new workspace. However, the Required folder at workspace root level is equivalent to workspace creation. Required is valuable when you want a folder structure to be created mandatorily when a user creates a folder.
How are template folders matched in Flexible Folders?
Templates are matched using the match fields defined in the template with the custom metadata set for the target workspace.
How are the templates displayed during Flexible Folders creation?
The templates with EXACT MATCH on the Match Fields and the custom metadata set for the target workspace appear at the top, followed by templates with no match fields defined. If no match field is defined for the target workspace, all the templates are listed under TEMPLATE WITH NO FILTERS.
What happens in Flexible Folders when a template is deleted from the system?
The template mapping for the Flexible Folders still remains. However, a user can select the next matching template from the list to create more Flexible Folders. If there is no matching template, the default folder creation dialog box appears on the Template selection screen.
What happens in Flexible Folders when a template folder is deleted from the system? What happens after the folder is created again?
The Flexible Folder continues to have the key value of the template folder. When the template folder is created again, it is assigned a different folder template ID. However, the matching is done for the folder names of the target location and the template folder does not appear in the list if the Flexible Folder already exists in the target location.
NOTE: Currently, folders that are created along with workspaces (folders marked as Workspace Creation during template creation) cannot be restored if deleted. These deleted folders appear in the Flexible Folders list while adding other optional folders. Users can then re-create the folders using this template.
What happens if no templates are set up in iCC?
You cannot create Flexible Folders and the dialog box to create regular folder appears.
How do I create my own folder that is not tied to a flexible folder from a template?
If no more sub folders are defined in a template at a particular flexible folder level, you can create your own subfolders.
How do I create a folder at the same level when there are optional folders that have not been created?
You have to enable the native New Folder command and the Flexible Folders command simultaneously.
Can I use Flexible Folders with workspaces that were created using third-party tools?
Yes. The folders are matched on the folder names to create the Flexible Folders as there would be no template ID assigned to the workspace.
What care should be taken if a customer is using a third-party foldering tool?
For each folder created using a template, a FolderTemplateId property is created. It is stored in the PROJECT_NVPS table in the library. The FolderTemplateId property is stamped with the folder ID of the template folder used to create the folder. If a customer is using a third-party foldering tool which also creates another FolderTemplateId property with its own template value, a naming collision can occur and cause unpredictable results in either the third-party tool or in the Flexible Folders.
For example, when a user tries to create a new sub folder using iCC, an error can occur or the template may not be displayed correctly. To avoid this issue, libraries should be updated accordingly.
How do we enable users to create their own custom folders at a subfolder level?
This happens once you do not have any subfolders in the template. For example, if you only have template folders at the workspace level, users are able to create their own sub folders within the workspace level folders2.
How do I set up the Workspace Creation dialog box?
For iManage Work, the workspace creation dialog box is available by default with iManage Work. For Desksite and Filesite, install iManage Work Add-ons. In both the cases, you also need the role bit enabled for creating workspaces.
Where does the security come from?
The default security and user/group access rights are defined for the template in iCC. By default, these settings are applied to the workspace. However, users can override the template security settings in client applications while creating workspaces.
Can I manually type in keywords like %C1ALIAS% in my workspace name or description and have them resolved?
Yes, you can set the description property by defining it in the #CXXALIAS# or %CXXALIAS% format for populating the for populating the Custom1-12, Custom29, or Custom30 fields. For example, if Custom1 value is 9999, %C1ALIAS% sets the description as 9999 for the folder.
How do we configure the Properties that are available for Workspace, Folder, Search Folder and Tab?
Workspace: New Workspace Profile Dialog in iManage Dialog Editor tool.
Folder: New Profile Dialog in iManage Dialog Editor tool.
Search Folder: Search Dialog in iManage Dialog Editor tool.
Tab: No configuration required as tabs do not have their own properties.
What happens if I add a new template folder for workspace creation?
iManage Work Workspace Generator adds the new template folder the next time it updates workspaces that use the template. For more information, refer to iManage Work Workspace Generator User and Installation Guide.
As the workspace is already created, this Flexible Folders is treated as a Required folder. The next time a user tries to create a folder in the workspace, it gets automatically created.
How can I find which template was used to create a workspace?
The template ID is stored in the PROJECT_NVPS table with the name TemplateID.