Templates

NOTE:

This feature is available for Tier 2 and NRTAdmin users only.

This feature enables you to define templates to guide users when creating workspaces or folders within workspaces from iManage Work client applications. Templates enable you, the administrator, to establish predefined folder structures to meet your business needs.

This capability helps users create folders in a systematic manner based on their business needs, prevents unnecessary folder creation by the users, and reduces the complexity around the workspace structure .

Templates enable users to create the following:

  • Workspaces - iManage Work client applications enable users to create workspaces using the templates you create in iManage Control Center. In the template, you define the workspace properties as well as the structure, names, and properties of folders, search folders, and tabs that can be created within it . When users create a workspace using a template, all folders defined in the template are automatically created within the workspace.

  • Flexible Folders - Using these templates, users can create all types of folders within a workspace while adhering to a predefined folder structure defined in the template. These folders are called Flexible Folders. In the template, you define the structure, names, and properties of folders, search folders, and tabs that can be created within the workspace .
    Using this feature, organizations can empower users to create folders when necessary. This reduces complexity around the workspace structure by providing a core set of folders at the onset with workspace creation, and gives flexibility to users to add folders defined by the firm.

The following topics are available:

Template security considerations

  • By design, all templates are public. All users have access to use templates to create workspaces or flexible folders.

  • Within each template, set the default security to Private or View so that a workspace created using this template has Private or View as its default security.

  • In order to create folders within a workspace, a user must have either full access or read/write access to the workspace. This option is controlled in iCC under Global settings using the Access rights required for creating folders under workspaces setting. In general, users should be granted read/write access. Granting full access to users also gives them the ability to delete workspaces, modify security and profiles, delete documents and folders, and so on.

  • When using iManage Work Workspace Generator to create a workspace from a template, select the Copy Security from Workspace Template option to apply the settings defined in iCC templates.

Sample template for creating a workspace

This section explains workspace creation using a sample template.

Figure: Sample template for workspace creation

images/download/attachments/65983924/Labor-_other.png

When a user uses this template to create a workspace in an iManage Work client:

  • A workspace is created with the name provided by the template.

  • All the child folders set in the template as Workspace Creation are created along with the workspace.

  • Workspace and child folder names are prefixed/suffixed with the information defined in the template.

  • In the preceding figure, in Explicit Access section, Jill King has Read/Write access and User1 has Full Access.

  • The properties and security settings defined on the template are applied on the workspace and the child folders.

The following figure shows a workspace and folder structure created using the sample template.

Figure: Workspace and folder structure from sample template

images/download/attachments/65983924/Sample_WS.png

Sample template for creating flexible folders

Flexible Folder templates are similar to workspace templates with the following exceptions:

  • Match Field(s) setting should be defined to match the profile fields of a template with the profile fields set for the target workspace. The number of match fields that are available depend upon the Match fields for filtering templates option in Global settings. See Understanding match fields for more information.

  • When defining the properties of the folder, search folder, or tab in the template, you must select Required or Optional. If you select Workspace Creation, the folder will automatically be created at the time the workspace is created.

This section explains Flexible Folders creation using a sample template in iManage Work clients. The folders in the sample template are set as follows:

Figure: Sample template for Flexible Folder creation

Folder Name

Setting

Correspondence

Workspace Creation

Filed Documents

Workspace Creation

Matter Admin

Workspace Creation

Audit Letters

Workspace Creation

Working Documents

Workspace Creation

Important

Required

Notes

Optional

Meeting

Optional

Tasks

Required

The user creates a workspace using the "Labor - Flex Folders" template . All folders marked as Workspace creation are created along with the workspace.

Figure: Flexible Folders - Workspace creation

images/download/attachments/65983924/workspace.png

When new folders are to be added to the Working Documents (1000.004) folder in iManage Work clients:

  • The practice/sub-practice (Practice Area/Area of Law: Custom fields whose caption can be customized) of the workspace Sample Workspace (1000.004) are matched with the match fields defined for the template.

  • The Required and Optional folders in the template at that level are displayed.

  • The Important flexible folder is marked as Required and is created by default.

  • If the user selects the Notes optional folder, then Tasks becomes the mandatory folder as it is marked as required. Meeting is optional and may not be selected for creation.

  • The flexible folders are suffixed with the suffix defined in the template.

  • The properties and security settings defined for the template are applied to the flexible folders by default.

Figure: Flexible Folders

images/download/attachments/65983924/FF.png

Understanding match fields

While creating F lexible Folders in the client application users can search for the templates based on the custom metadata match fields set for the templates. M atch fields help to simplify template selection so that user can see a filtered list of templates. You can define these match fields using the Match fields for filtering templates option in the Global application. A maximum of two fields can be selected from the available . drop-down list.

Match Fields

Description

Parent/child custom metadata

Provides matches for parent/child profile fields of the target workspace, for example, practice/subpractice. Templates matching with parent/child profile fields are displayed at the top followed by non-matching ones. The valid values are Custom1-2 or Custom29-30.

Single custom metadata

Provides match on a single profile field, such as an office , of the target workspace . Templates matching with the profile field are displayed at top followed by non-matching ones. The valid values are Custom1-12, Custom29, and Custom30.

None

All the templates are displayed.