Refile rules

Refile Service modifies fields according to specific rules. These rules are defined three ways.

  • Inherent refile rules. These are the inherent or built-in rules that cannot be changed. See the table below for details.

  • Default security. This is the set of security settings and the ACL (access control list) defined for each item, such as a workspace, folder, or document. The default security settings can be set manually for each item, or, as a best practice, set at a higher container, such as a matter. Settings from a higher level container will attempt to propagate downward to children containers and documents.

  • Control Center Refile configuration. The configuration settings you set in Control Center may also set additional limits on refile. This includes specifying whether or not to run security and/or metadata refiles, specifying which refile eligible metadata fields can and cannot be affected, and excluding specific items such as individual folder or documents. See Configuring Refile for details.

The following table provides information about the refile rules and their affect on iManage Work objects. There is no priority of the rules other than if the object does not match any rule, its settings is changed. Containers refers to folders and tabs.

Event

Refile Rule

Refile Type

Result

Identical default security

An item that has an identical default security as the change proposed by the refile.

Security

The default security is not changed.

Subordinate items are evaluated individually.

Containers that inherit security

Containers marked as Inherit are not changed by refile but implicitly align with the characteristics of its parent container.

These objects attempt to match the settings of its parent container.

Security

The default security is not changed.

Subordinate items are evaluated individually.

Containers that do not inherit security

Containers marked as Public, Private, or View, do not attempt to match the settings of their parent container and their security settings does not change.

Security

Item is skipped.

Subordinate items in those containers are skipped.

Copy or move a container

When a container is moved or copied to a parent container whose default security is Inherit, its subordinate containers are evaluated individually.

Security/Metadata

Conditional. See Reassigning Default Security.

Copy or move a document

When a document is moved or copied to a new parent container whose default security is Inherit, the document is evaluated individually.

Security/Metadata

If document's default security is public or view, it will be refiled to match the new parent folder security.

A restricted document will not be refiled. See Restricted and secured documents.

A secured document will be refiled if the Refile Secured Documents setting in the Refile configuration is set to Yes.

Metadata changes at the container level

Only the fields marked for refile can be explicitly changed. Class and subclass are inherited from the immediate parent folder. All other fields inherit from the workspace.

Metadata

Item is considered for refile, but subject to other rules.

Subordinate items are evaluated individually.

Container's default security is set to Inherit

When setting a container's default security to Inherit, the Reassigned Default Security rule attempts to propagate the default security and the ACL of the inherited container downwards.

Security

Item is considered for refile.

Default security on documents may change, subject to other refile rules.

Subfolders (and their documents) will only be evaluated if the folder's default security is already set to inherit.

No Access level never elevated

A user with a No Access level will never be elevated or removed during a refile.

To elevate a user with No Access Level, the intended access level must be manually selected from the drop-down list.

  1. Remove the user from ACLs and wait for that refile to be completed.

  2. (Optional) Add the user back with the explicit access level if they need something different than what the default security allows them.

A user with No Access will be removed if a document is moved and the target location does not have the user with No Access.

Security

Item is skipped

Workspace exclusion

Refile process skips all the workspaces associated with the subclasses that are selected for exclusion during refile configuration.

Security/Metadata

Item is skipped.

Document exclusion

Refile process skips all the documents that match all the criteria set during refile configuration.

Security/Metadata

Item is skipped.

Restricted document

A restricted document is never affected by the security refile. See Restricted and Secured Documents.

Restricted documents will be skipped during a security refile.

Security/Metadata

Item is skipped.

Secured document

A secured documents is affected by a security refile if Refile Secured Documents configuration is set to Yes, else it is skipped.

Security

Conditional.

Documents Declared as Records

A document marked as a record and is considered to be archived.

Security

Conditional.

Security can be updated, subject to other refile rules. Metadata will not be updated.

Document in trash

Refile skips the deleted document in trash.

Security/Metadata

Item is skipped.

iManage Share folders and their contents

Share folders are different types of objects from iManage folders, and they are skipped.

Security/Metadata

Item is skipped.

Search folders and search results

Search folders contain search parameters, and not documents, and emails. A reference to any item from search folders is not automatically included in the target.

Security/Metadata

Item is skipped.

Calendars, Tasks, Discussions and Connectors and their Contents

Collaboration Folders and their contents are not affected by refile.

NA

Item is skipped.

Document shortcuts (across libraries)

Shortcuts are not documents and do not possess the properties of documents.

NA

Item is skipped.

Checked-out documents

When a document is checked out, no refile changes are possible.

NA

Item is skipped.

Documents in Multiple Locations

Documents receive their properties from the location receiving the refile event.

Documents receive their properties from the most recent location.

Conditional

Update allowed

If no previous rule prohibits it, perform the update.

Security/Metadata

Item is not skipped

Skipped Items

Once refile determines that a container should be skipped, no further processing occurs within that item. This means that if a container is determined to be skipped, all items inside that container, including other containers and documents, are also skipped.