Creating a folder structure

Templates are used to create workspaces and define the structure of a workspace. This structure includes containers, their hierarchy, and names.

Creating a template requires two steps:

  1. Defining the basic template. This defines the basic information about the template, such as its name, default custom property aliases, and default security. For information and procedures to define the basic template, see Creating a template.

  2. Defining the container structure. This defines the container structure, their hierarchy, and creation requirements.

Defining the container structure

  1. In iManage Control Center, from the Dashboard panel, select Settings > Templates.

  2. On the Templates page, select a template to create the containers in. The Templates details page displays.

  3. Select images/download/thumbnails/131903444/Screen_Shot_2019-01-30_at_3.44.41_PM.png (Create) adjacent to the template name. A container list displays.

  4. Choose a type of container you want to create. A Create dialog box appears.

  5. Enter information based on this selection:

    • Folder. This is a regular folder, also called a document folder. It can contain folders and documents. See Table: Folder

    • Search Folder. This is a folder for searches. When the user opens this folder, a search is automatically performed and displays the results. See Table: Search Folder

    • Tab. A only be created at the root level of a workspace, and may only contain tabs and regular folders. See Table: Tab

    NOTE:

    • All properties appear in the Field drop-down list. To add additional custom fields, select from the drop-down list and Add Fields to add to the form.

    • For Search Folders, multiple values for Custom1-12, Custom29-30, Class, Subclass, Author, and Operator can be defined by selecting the items from the drop-down list that appears when you start entering the values. These are saved as comma-separated values. The search is performed based on the OR condition if there are multiple values.

Table: Folder: Enter the following Folder details and select Save.

Property

Sub Property

Description

Folder Name* (Mandatory field)


Name of the folder. Set the name property by entering a value, or populate it using Custom1-12, Custom29, or Custom30 by defining it in the format %CXXALIAS%. For example, if Custom1 value is 9999, %C1ALIAS% sets the description as 9999 on the folder.

Folder Type drop-down list

images/download/thumbnails/131903444/Screen_Shot_2019-04-17_at_6.00.27_PM.png

Choose one of the following options.

  • When set to Workspace Creation , the folder is automatically created at the same time the workspace is created.

  • When set to Required, the folder is automatically created when the parent container (workspace, folder, or tab) is created.

  • When set to Optional, the folder can be created by users at any point after the workspace has been created. When creating a workspace, users can also preview the folder structure and select any optional folders to be created during the creation of the workspace.

Description


Enter the description for the folder. Set the description property by entering the value, or populate it using Custom1-12, Custom29, or Custom30 by defining it in the format #CXXALIAS# or %CXXALIAS%. For example, if Custom1 value is 9999, #C1ALIAS# sets the description as 9999 on the folder.

Allow user to rename this folder


Enable users to change the name of this folder after it has been created.

Default: Disabled (NO)

NOTE: this setting is available only for folders that are set to Optional or Required. If a folder is set to be created at the time the workspace is created (using the Workspace Creation option above), users are never allowed to change the folder name.

NOTE: The legacy option to Retain the template Prefix/Suffix is no longer provided.

Email


Enter an email address for the folder, or select the Auto-generate email address check box to have iManage Work create an email address for this folder.

Profile



Inherit all values from workspace


If enabled, the inherited properties are populated with value "%WORKSPACE_VALUE%".

Author


Enter the name of the author for the folder.

Class


Enter a class for the folder.

Security



Default Security


Default security to be applied on the folder.

  • Inherit: Derive the security properties from parent folder.

  • Private: Confidential folder.

  • Public: Non-confidential folder.

  • View: Available only for viewing.

Explicit Access


Provide an explicit access for particular users or groups.

Table: Search Folder: Enter the following Search Folder details and select Save.

Property

Sub Property

Description

Search Folder Name* (Mandatory field)


Name of a search folder.

Folder Type drop-down list images/download/attachments/131903444/Screen_Shot_2019-04-17_at_6.00.27_PM.png

Choose one of the following options.

  • When set to Workspace Creation , the folder is automatically created when the workspace is created.

  • When set to Required, the folder is automatically created when the parent container (workspace, folder, or tab) is created.

  • When set to Optional, the folder can be created by a user at any point after the parent container has been created.

Description


Enter the description for the folder. Set the description property by entering the value, or populate it using Custom1-12, Custom29, or Custom30 by defining it in the format #CXXALIAS# or %CXXALIAS%. For example, if Custom1 value is 9999, #C1ALIAS# sets the description as 9999 on the folder.

Allow user to rename this folder


NOTE: This setting is available only for search folders that are set to Optional or Required. If a search folder is set to be created at the time the workspace is created (using the Workspace Creation option above), users are never allowed to change the search folder name.

Enable users to change the name of this search folder after it has been created.

Default: Disabled (NO)

NOTE: The legacy option to Retain the template Prefix/Suffix is no longer provided.

Search Criteria

Sub Property

Description

Search through

Documents and Emails

Selected by default. Search for documents as well as emails.

Documents

Search documents only.

Emails

Search emails only.

Doc. Number


Enter document number. Select the relevant option from the following drop-down list:

images/download/thumbnails/131903444/MicrosoftTeams-image3fc36704ae58faa434f30265f8e43cfc8ac803ff70d0b4aa8c69a7e4b8586175.png

Version


Enter document version. Select the relevant option from the following drop-down list:

images/download/thumbnails/131903444/MicrosoftTeams-image3fc36704ae58faa434f30265f8e43cfc8ac803ff70d0b4aa8c69a7e4b8586175.png

Description


Enter description of a document or email.

Inherit all values from workspace


Default: Disabled. If enabled, the inherited properties are populated with the value "%WORKSPACE_VALUE%".

Author


Enter the name of an author for the folder. It also supports the variables %USERID%, %MYEMAIL% and %MYFULLNAME%, to populate current user’s ID, email address, and full name respectively.

Class


Enter a class for the folder.

Operator


Enter an operator for this folder. It also supports the variables %USERID%, %MYEMAIL% and %MYFULLNAME%, to populate current user’s ID, email address, and full name respectively.

Look for

Location drop-down listimages/download/thumbnails/131903444/Screen_Shot_2019-04-17_at_6.38.54_PM.png

Search for content on the chosen location.

Language drop-down listimages/download/attachments/131903444/Screen_Shot_2019-04-17_at_6.40.25_PM.png

Search for content on the chosen language.

Security


Description

Default Security


Set the folder's default security. Select the drop-down list to view the following options:

images/download/attachments/131903444/Screen_Shot_2019-05-09_at_5.52.56_PM.png

Explicit Access


Search for or enter the user or group name to provide explicit access.


Table: Tab: Enter the following Tab details and select Save.

Property

Sub Property

Description

Tab Name* (Mandatory field)


Name of the tab.

Folder Type drop-down list images/download/thumbnails/131903444/Screen_Shot_2019-04-17_at_6.00.27_PM2.png


Choose one of the following options.

  • When set to Workspace Creation , the folder is automatically created when the workspace is created.

  • When set to Required, the folder is automatically created when the parent container (workspace, folder, or tab) is created.

  • When set to Optional, the folder can be created by a user at any point after the parent container has been created.

Description


Additional information about the folder. Set the description property by entering the value, or populate it using Custom1-12, Custom29, or Custom30 by defining it in the format #CXXALIAS#. For example, if Custom1 value is 9999, #C1ALIAS# sets the description as 9999 on the folder.

Allow user to rename this folder


NOTE: This setting is available only for tabs that are set to Optional or Required. If a tab is set to be created at the time the workspace is created (using the Workspace Creation option above), users are never allowed to change the tab name.

Enable users to change the name of this tab after it has been created.

Default: Disabled (NO)

NOTE: The legacy option to Retain the template Prefix/Suffix is no longer provided.

Security


Description

Default Security


  • Inherit: Derive the security properties from parent folder.

  • Private: Confidential folder.

  • Public: Non-confidential folder.

  • View: Available only for viewing.

Explicit Access


Provide an explicit access to particular users or groups.

The folder and its properties are added to the template. Similarly, you can add more folders and/or sub folders to the template, and create a folder structure per your business needs.