Refile FAQs

Does importing a new document or filing an email trigger a refile event?

Yes. Document import event triggers a refile only for that document. No other items under the folder are examined. For example, if you import a document into a folder with 100 documents this will NOT trigger the refile for all 100 documents.

In cases where the c ustomer has classic clients and users can refile, how does the refile behave?

We do not recommend using client-side refile in conjunction with the Refile service. This can have unexpected results due to timing issues, and there are slight behavior differences. For example, the client-side refile will refile folders that do not inherit security.

I added a user to a folder or workspace and they cannot access it items within it. How long does this take?

Adding a user to a folder or workspace will trigger refile. The Refile service processes metadata changes during such a change, and then adds users to the workspace and/or folder.

After making a change, such as adding users or permissions, it may take several minutes for it to complete. However, in cases where an large number of events are in the Refile queue, or extensive changes during the refile processing, this can take a few hours.

Our firm tracks metadata at the workspace level in the same fields that are used for email filing. How will metadata refile impact my email properties?

In iManage Work, the metadata fields are mapped by default as shown below for the email properties. Refile does not overwrite the properties on email. However, those properties may be used at the workspace level to track other information and will be overwritten on documents.

Table: Default email field values

Property name

Default field

Customizable fields



Custom13, Custom14, Custom15, Custom16



Custom13, Custom14, Custom15, Custom16



Custom13, Custom14, Custom15, Custom16



Custom13, Custom14, Custom15, Custom16

Sent date


Custom21, Custom22, Custom23, Custom24

Received date


Custom21, Custom22, Custom23, Custom24

Does a refile event itself cause another refile event?


Why is my document not refiled?

  • Verify that the Refile service is running.

  • Verify that every parent folder is eligible for refile.

  • Verify that the document is checked in and not locked.

  • Verify that the document is not a restricted document.

  • Review the conditions that trigger a refile event.

  • Review the conditions that do not trigger a refile event.

Why is my workspace, folder, or document not refiled?

  • Verify that the Refile service is running.

  • Verify that the Refile is enabled for that library.

  • Verify that refile security or refile metadata is enabled.

  • Review your exclusion and inclusion rules to see that they are configured the way you want them.

We have enabled the refile command in the classic clients. Is it necessary to turn this off?

The best practice is to choose, as an organization, whether you want to allow users to refile, or you want to run a back-end process to enforce firm rules. Mixing client refiling and server refiling can have unpredictable results.