Global

This page enables you to configure iManage Work global settings. When configured, these settings are applied to all iManage Work libraries.

NOTE:

To perform operations on the Global page, the user signed in to iManage Control Center must be a member of the NRTADMIN group in at least one library.

To view the following global settings and to edit the required fields, select SETTINGS > Global.

Figure: Global settings

images/download/attachments/117476188/image2021-6-16_10-54-18.png

Editing global settings

  1. Select Edit to edit the global settings. The Settings dialog box appears.

  2. Modify the required fields. For more details, see Table: Global settings values.

  3. Select Save.

    Table: Global settings values

    Name

    Value

    Default value

    Description

    Flexible Folders

    Enabled/Disabled

    Enabled

    Enables or disables the Flexible Folders feature, which uses predefined templates to pre-populate and enforce the container structure when a workspace is created. It also restricts creating, deleting, and renaming containers after the workspace has been created. These templates allow your company to better structure and control workspaces according to your best practices.

    • Enabled : Flexible folders are enforced. This applies to all libraries.

    • Disabled: flexible folders are not enforced. No libraries will use flexible folders.

    For more information, see Templates.

    NOTE: The following settings are visible only if the Flexible Folders feature is enabled.

    Match fields for filtering templates

    None, one, or two Metadata fields

    Not selected

    When Flexible Folders is enabled, specify the fields used to suggest templates to users when they create new template-based folders or tabs in iManage Work.

    Templates with field values that match those of the parent workspace where the folder or tab is created will be suggested at the top of the template selection menu.

    The following example shows the New Folder dialog box, where the Practice Area field is set as a Match field. The user is creating a New Folder within a workspace which has its Practice Area set to Labor. Two templates are displayed under Suggested Templates, as these templates match this same Practice Area (Labor).

    images/download/attachments/117476188/image2021-4-13_10-47-42.png

    • Templates that match both of the fields are listed first under Suggested Templates.

    • Templates that match only one field are listed next under Suggested Templates.

    • All other templates which do not match any fields are listed under Other Templates.

    Suggested templates will not be displayed to the user in either of the following scenarios:

    • If no matching templates are found.

    • If the Match fields for filtering templates settings are not configured.

    In either scenario, all templates are displayed in alphabetic order:

    images/download/attachments/117476188/image2021-5-3_15-41-26.png

    NOTE:

    To configure this field, you must enable the Flexible Folders feature.

    Show all templates in template selection menu

    Yes, show all templates

    No, show only exact match templates

    Yes, show all templates

    When the Flexible Folders feature is enabled, this setting enables you to control whether users are able to see all available templates in the New Folder dialog box within the templates drop-down menu.

    • Yes, show all templates: Users will see all templates in the Template selection menu. Templates that match the Match field values are listed first under Suggested Templates, followed by all other templates under Other Templates.

      images/download/attachments/117476188/image2021-4-21_11-40-18.png
    • No, show only exact match templates: Users can see only those templates which exactly match the value(s) of the parent workspace.

      Template are not grouped in the selection menu by Suggested Templates and Other Templates.

      Templates which match both match field values are listed first, followed by those that match only one.images/download/attachments/117476188/image2021-4-21_11-36-42.png

    For more details about this capability, see the Match fields for filtering templates setting.

    NOTE:

    To configure this field, you must enable the Flexible Folders feature.

    When adding folders from a template, should all required folders be added as well?

    All required folders must be added

    Add root level required folders only when the selected template was used to create the workspace

    All required folders must be added

    When a user is creating a new folder, and selects an alternate template (at template that was not used to create the workspace), iManage Work automatically creates all of the folders that are marked as Required or Workspace Creation from the newly-selected template.

    In some cases the user may not need or want all of the folders created.

    This option enables you to configure the desired behavior:

    • All required folders must be added: When a user selects a different template in the New Folder dialog, iManage Work creates all folders and subfolders marked as Required or Workspace Creation from the newly-selected template. This is the default option.

    • Add root level required folders only when the selected template was used to create the workspace: When a user attempts to create a new folder using a template that was not used to create the workspace, the user is given the option to select which root folders to be created. This is the case even if the root level folder are configured as Required or Workspace Creation folders in the newly-selected template.
      There is no change to the behavior of subfolders. If they are marked as Required or Workspace Creation in the template, they are automatically created, regardless of this setting.

    Allow to Create Metadata

    None, one, or more metadata fields

    Not selected

    Enables users to manually create custom metadata values when creating a workspace using iManage Work client applications.

    In the following example, the Custom1 field has been enabled, allowing the user to create a value for the Custom1 field while creating a workspace.

    images/download/attachments/117476188/image2021-2-4_16-52-10.png

    Select only those custom metadata fields that you want users to be able to create values for.

    Auto-generate custom Alias

    True/False

    False

    This option is available only if Allow to Create Metadata is enabled.

    Automates the generation of the custom metadata Alias property during workspace creation for the customers who use only the Name or Description property. The Alias is internally auto-generated and cannot be controlled using special mnemonics or numbering. This Alias property is hidden and only the Name appears in the user interface.

    User Trash

    Enabled/Disabled

    Enabled

    Enables the User Trash feature for users in iManage Work clients. This enables users to restore their deleted documents and emails.

    • Enabled: Documents are moved to the user's Trash and can be restored by the user, or by an administrator in Control Center > Content > Trash.

    • Disabled: Users can only delete documents and emails without the ability to restore their deleted items from their Trash. Administrators can still restore these deleted items from Control Center > Content > Trash.

    NOTE:

    For on-premises deployments, you must also enable the Enable Trash Work Server registry setting to enable Trash functionality. For more details, see the iManage Work Server Administration Guide.

    For more information about managing deleted documents and emails in iManage Control Center, see Trash .

    HIPAA Option

    Shown, Hidden

    Shown

    Shows or hides the HIPAA compliant option in iManage Work clients when users are manually adding new metadata values during workspace creation:

    images/download/attachments/117476188/2021-02-24_14-09-18.gif

    NOTE:

    The ability for users to add new metadata values is controlled using the Allow to Create Metadata option.

    The HIPAA compliant option is used to determine whether files that are assigned this custom metadata value use encrypted file storage to be compliant with the Health Insurance Portability and Accountability Act (HIPAA).

    Default Email Folder

    String

    "E-mails"

    Name of the default email filing folder for workspaces.

    While filing an email, users can select the workspace. The default email folder is picked up automatically as the filing location for all filed emails. The folder name in the workspace must match the default email folder name configured here.For on premises iManage Work environments, this must be configured using the Default Email Folder registry key. For more information, see the iManage Work Server Administration Guide .

    Access rights required for creating folders under workspaces

    Read/Write
    or
    Full Access

    Read/Write

    Manages what access rights to a workspace are required for users to be able to create containers, such as folders, search folders, Share folders, and tabs, at the top (root) level of any workspace.

    • Read/Write: Users with Read/Write access rights or higher to any workspace can create folders, search folders, iManage Share folders, or tabs at the top (root) level of a workspace, regardless of the default security of the workspace.

    • Full Access: Users with Full Access rights to any workspace can create folders, search folders, iManage Share folders, or tabs at the top (root) level of a workspace, regardless of the default security of the workspace.

    This setting replaces the legacy Allow folder creation in public workspaces setting. When the legacy setting was enabled, users with read/write access to public workspaces could create containers at the top (root) level of those workspaces.

    IMPORTANT

    When you update this new setting in Control Center, the legacy setting is overwritten and cannot be reverted. Afterward, you can only use iManage Control Center to modify this setting.

    For more information about this setting, see Folder administration tips.

    Allow to edit document versions

    Yes, all versions

    Yes, most recent version only

    No

    Yes, all versions

    Specifies which versions of a document users are allowed to edit, within their other security limitations. Modifications include editing document content, changing default security and user's access permission for the document, and changing properties. This setting applies to all documents across all libraries.

    • Yes, all versions: Any version of a document may modified.

    • Yes, most recent version only: Only the most recent version of a document may be modified.

    • No: No version of a document may be modified.

    NRTADMINs always have Yes, all versions access regardless of the actual value.

    NOTE:

    This setting is not available in all iManage Work environments.