Classes / Subclasses

NOTE:

To perform operations on this page, the user must be a Tier 2 or an NRTADMIN iManage Work system administrator.

Classes and subclasses are document classes that are custom-defined categories for identifying and differentiating the documents in your library. The document classes that you create depend on your company and your library requirements. Document classes can be categorized by genre, department, region, and so on.

Classes/Subclasses determine:

  • The document’s default security status.

  • Whether a copy of the document can be echoed to a user’s local hard drive.

  • Whether to encryption the document.

  • The custom fields of profile information that are required for the document.

  • The day limit for the document to be marked for archiving.

Classes/Subclasses enable you to:

  • Search for the required class using the Search field.

  • Filter classes Echo, HIPAA Compliant, Default Security, and Required Subclass.

  • Create a class using the Create Class option.

  • Edit a class using the Edit option.

  • View the details of a class using the View option.

  • Create a subclass using the Create Subclass option.

  • Edit a subclass using the Edit option.

  • Filter subclasses Echo and HIPAA Compliant options.

  • Delete single or multiple classes or subclasses using the Delete option .

  • View generic table options in UI overview section.

Searching for classes or subclasses

Use this feature to search by Alias and Description . It is available on the ribbon bar .

Figure: Search field

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Filtering classes/subclasses

Option

Classes

Subclasses

Sub-option

Description

Echo

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  • Yes

  • No

Choose Yes to list the classes that have the value set to Yes and vice versa.


HIPAA Compliant

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  • Yes

  • No

Choose Yes to list the classes that have the HIPAA compliant value set to Yes and vice versa.

Default Security

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  • Private

  • Public

  • View

  • Choose Private to list the classes that are set to Private.

  • Choose Public to list classes that are set to Public.

  • Choose View to list the classes that are set only to View.

Required Subclass

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  • Yes

  • No

If you choose yes, lists the classes that has the value set to Yes and vice versa.

Creating a class

When you are on the Classes / Subclasses page, see list of document classes defined for a library.

To create a class:

  1. Select images/download/thumbnails/85090628/Screen_Shot_2019-04-02_at_2.36.52_PM.png . The Create Class dialog appears that lists metadata values of the class. See the following table for details.

  2. Select Create.

Figure: Create Class dialog box
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Table: Class field descriptions

Field

Description

Alias* (Mandatory)

Specifies an alias, or name, for a class.

Provide a meaningful and relevant alias for a class, which helps you identify the purpose of creating it. For example, Memo, Email, Legal policy document, Lease Agreement, Employee data, and so on. This helps you organize and group relevant documents of the same class. Therefore, helping you to manage documents effectively across projects in your organization.

Class Description

Specifies a description for the class.

This should explain what the class is meant for. For example, if you provide the Alias of the class as Employee data, you would enter its description as "This class is associated with details that pertain to our employees".

Retain Days

This specifies the number of days a document or email must remain inactive before being marked as expired. A document or email is considered inactive if there has not been any activity (such as being viewed, opened, or printed) with it. An expired document or email can be later archived (moved to another location and made read-only).

Default value: 365 days

Security

Specifies the default security setting for documents of this class. The following options are available from the Security list:

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Public: All users can view and edit the document or email unless explicitly excluded. This is the default.Private: Only the user who created the document or email (also called the author), and other users or groups to whom access is explicitly granted can access it.View: All users can view the document or email unless unless explicitly granted otherwise.

Echo

Specifies to enable document echoing (also called document shadowing). Document echoing is the ability to leave a copy of the document on the user's local computer after checking it back in from editing. Because there is a potential security concern for having copies of documents on unsecured sources, a common best practice is to prohibit document echoing.

If set to Yes, document echoing is enabled. The copy of the document is retained on the local computer after it is checked back in.

If set to No, document echoing is not enabled. The copy of the document is deleted from the local computer after it is checked back in. This is the default.

HIPAA Compliant

Specifies to encrypt the document. This encryption is compliant to HIPAA and other American statutes protecting sensitive data from accidental or wrongful disclosure.

If set to Yes, the document will be encrypted.

If set to No, the document will not be encrypted. However, see below for additional information. This is the default value.

A document or email will be encrypted if at least one the following methods is applicable.

  • The iManage Work environment has data-at-rest encryption enabled. See Encryption Keys for additional details.

  • The class sets HIPAA-compliant encryption to Yes.

  • A custom field (such as custom1 or custom3) specifies encryption. See Custom Fields for additional details.

  • The file type specifies document encryption.

Therefore, it is possible that even if this value is set to No, the document or email may still be encrypted from other sources. An item marked for encryption from more than one source has no additional effect. For more information, refer to the Encryption of Sensitive Content in iManage Work Server Administration Guide.

Indexable

Specifies whether the contents of documents assigned to this document class are indexed. This setting may not be available for your account.

If set to Yes, contents of documents from this document class will be indexed. This is the default value.

If set to No, contents of documents from this document class will not be indexed.

This setting enables you to prevent documents assigned to this document class from being returned during a full-text search. A full-text search includes values for any of the following search parameters: title, comments, keyword, or anywhere. This is useful when documents in a document class may not be useful to reader, such as the document class OCR (optical character recognition) or COMPARE (an iManage document format that tracks changes within documents), which contain system information used only for these functions.

NOTE:

This option should be set only when creating a new document class. Modifying this setting on an existing document class may result in inconsistent search results.

Subclass Required

Specifies to require a subclass entry for this class.

If set to Yes, a subclass is required for this class.

If set to No, a subclass is not required for this class. This is the default value.

Required fields

Specifies adding custom property fields to the class or subclass.

Select the custom property fields to add to the class or subclass. This is optional, and any number may be selected. This applies to both classes and subclasses. Fields marked as required for either class or subclass will display in the document's or email's property pane.

Creating a subclass

Document classes can also be divided into subclasses. You must enter subclass information in a document profile for particular document classes if the Require Subclass check box is selected while creating a class. If a subclass is specified for a document, the security and other parameters for the subclass overrides any settings created for the class.

  1. Select a class for which you want to create a subclass. By default, the PROFILE page appears displaying the details of the class (you can edit the details by selecting Edit).

  2. Select the Subclasses tab next to the DETAILS tab and then select images/download/thumbnails/85090628/Screen_Shot_2019-04-02_at_3.14.37_PM.png .

  3. Enter the subclass information (see the table Class field descriptions), and select Create. A new subclass is created for the class.

Editing a class or subclass

This option is available on the:

  • ribbon bar (select a class or subclass to see this option on the ribbon bar)

  • kebab menu (select the images/download/thumbnails/85090628/elipse.png icon adjacent to each class or subclass to see this option)

  • context menu ( right-click a class or subclass to see this option)

The following steps are explained using one of the preceding options:

  1. Right-click a class or subclass and select Edit. The Edit <Classes or Subclasses> dialog box appears.

  2. Edit the required metadata fields (except Alias; not editable). For information about the field description, see the table Class field descriptions.

  3. Click Save.

Deleting classes or subclasses

Single Class/Subclass

This option is available on the:

  • ribbon bar (select a class or subclass to see this option on the ribbon bar)

  • kebab menu (select the images/download/thumbnails/85090628/elipse.png icon adjacent to each class or subclass to see this option)

  • context menu (right-click a class or subclass to see this option)

Use one of the preceding options to delete the class or subclass . The Delete confirmation box appears. Confirm the action to Delete or Cancel.

Multiple Classes/Subclasses

This option is available on the ribbon bar. Select classes or subclasses and select Delete . The Delete confirmation box appears. Confirm the action to Delete or Cancel.

NOTE:

In case errors occur, error messages are displayed. You can view or download the messages using the Download as CSV option.

Viewing class or subclass details

This option is available on the:

  • ribbon bar (select a class or subclass to see this option on the ribbon bar)

  • kebab menu (select the images/download/thumbnails/85090628/elipse.png icon adjacent to each class or subclass to see this option)

  • context menu (right-click a class or subclass to see this option)

  • class/subclass (in the Alias column) as a clickable link.

Use one of the preceding options and select View.