File Types

NOTE:

This application is available only for NRTAdmin users.

This feature lists all document types supported in iManage Work and also helps you manage them across iManage client applications. You can perform various operations on the existing file types and add new ones too. You get to know more details about these actions here.

About the file types and their relation with the documents in the iManage library

Every document in an iManage library is identified by an iManage file type. File type is part of the profile information. iManage uses this information to associate documents with their native applications. Each file type is mapped to an application in the Application table, and the mapped application is used to open the document. Multiple file types can be mapped to the same application by adding more entries in the Application table. If a file type is not mapped to an entry in the Application table, iManage Work Server is unable to automatically open the document in its native application. For more information about how to map document types to the same application, see Mapping multiple file types to an application.

For example, when a document is of type WORDX, iManage Work knows that the document should be opened in Microsoft Word because the file type is mapped to this application in the Application table. File types can be mapped to multiple applications but iManage Work only opens documents of a type mentioned in the primary application. You must configure the primary application while adding an application to the Application table.

On the File Types page, you see a table that displays information about all file types along with their metadata values. Here, you can perform the following:

  • Search for the required file type using the Search field.

  • Filter by HIPAA Compliant or App Extension fields.

  • Add a file type using the Add a File Type feature.

  • Edit a particular file type's metadata values using the Edit feature.

  • Enable or disable HIPAA compliance for single or multiple filetypes using the HIPAA Compliant feature.

  • Delete single or multiple file types using the Delete feature.

  • View details of a file type using the View feature.

  • View generic table options in UI overview section.

Search for file types

On the ribbon bar, you see the following Search option that you can use to search by Alias and Description.

Figure: Search field

images/download/attachments/65983876/Screen_Shot_2019-02-26_at_12.22.26_PM.png

Filtering by

Option

Sub-option

Description

HIPAA Compliant

  • Yes

  • No

Choose yes to list the file types that have the value set to Yes and vice versa.


App Extension

NA

Enter the App extension name or any keyword that matches the App extension name, and click Apply. The filtered values get displayed on the screen.

For example, to filter all occurrences of the.DOC extension, enter this keyword in the App Extension field and select Apply. All App Extension names starting with .DOC extension are listed.

Adding a file type

  1. Select images/download/thumbnails/65983876/addfiletype.png . The Add File Types dialog box appears.

  2. Enter the following information and select Save. A new file type gets added to the Library.

    Table: File Type Metadata

    Field

    Description

    Description

    Textual description of the file type.

    Alias

    Name by which documents of this type are identified in iManage.

    • Length of the Alias string is limited to 32 characters.

    • No spaces or special characters are allowed.

    DMS Extension

    Filename extension that iManage uses to store a document of this type. The default value is %V. If %V is entered as the DMS extension, iManage uses the document’s version number as the file name extension.

    For example, if the document number is 157, document version is 2, and %V is the DMS extension, iManage stores the file as 157.2.

    For more information, refer to Default Document Types in iManage Work Server Administration Guide.

    App Extension

    Extension that iManage should add to the filename for the document when it is exported, checked-out, emailed or downloaded. iManage recommends setting the App Extension for a file type to that recognized by the document's native application.

    For example, use DOCX for a Word document. You can use the same extension for multiple file types.

    HIPAA Complaint

    Enables encryption of the documents that are HIPAA complaint.

    For more information, refer to Encryption of Sensitive Content in iManage Work Server Administration Guide.

Editing a file type

This option is available on the:

  • ribbon bar (select file types to see this option on the ribbon bar)

  • kebab menu (click on the images/download/thumbnails/65983876/elipse.png icon adjacent to each file type)

  • context menu (Right-click a file type to see this option)

Use one of the preceding options and select Edit. The Edit <item-id> dialog appears. It displays the details listed in Table: File Type Metadata.

Enabling/Disabling HIPAA Compliant

Single file type

This option is available on the:

  • ribbon bar (select a file type to see this option on the ribbon bar)

  • kebab menu (click on the images/download/thumbnails/65983876/elipse.png icon adjacent to each file type)

  • context menu (hover on a file type, and right-click to see this option)

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

Scenario: A file type's HIPAA compliant option is disabled (value is set to NO)

Solution: Right-click a file type and select Enable HIPAA Compliant . The HIPAA Compliant option for the file type gets enabled. The updated value automatically reflects in the table for the file type.

Multiple file types

This option is available on the ribbon bar when you select file types.

  1. Select file types. You see HIPAA Compliant drop-down list on the ribbon bar, select it, this lists Yes and No options.

  2. Select the required option. A confirmation message appears. Read and confirm the action. The updated value gets reflected in the table for all the selected file types.

    NOTE:

    • To modify the HIPAA Compliant value for more file types, repeat the steps in this section.

    • If you want to modify HIPAA Compliant value of a single file type, you can do this by following the information provided in Single File Type section.

Deleting file types

Single file type

This option is available on the:

  • ribbon bar (select a file type to see this option on the ribbon bar)

  • kebab menu (click on the images/download/thumbnails/65983876/elipse.png icon adjacent to each file type)

  • context menu (Right-click a file type to see this option)

Use one of the preceding options and select Delete. Confirm the action to continue or abort .

NOTE:

The Database transaction failed; see Administrator error message appears if the class you are trying to delete is still in use by any other object.

Multiple file types

This option is available on the ribbon bar when you select file types .

  1. Select file types o n the ribbon bar and select Delete.

  2. Confirm the action to continue or abort .

    NOTE:

    In case of any error, the error messages appear. You can view or download the messages using the Download as CSV option.

Viewing file type details

This option is available on the:

  • ribbon bar (select a file type to see this option on the ribbon bar)

  • kebab menu (click on the images/download/thumbnails/65983876/elipse.png icon adjacent to each file type)

  • context menu (Right-click a file type to see this option)

Use one of the preceding options and select View. The <File_Type_ID> page opens. Details of the selected file types are displayed .

NOTE:

Use the images/download/thumbnails/65983876/Screen_Shot_2019-02-26_at_12.13.15_PM.png button to edit metadata values except the Alias.