There are two types of refile operations:
Metadata: Affects only the metadata fields eligible for refile. During a metadata refile, these custom fields are aligned with the parent container. Refiling metadata ensures that users can easily retrieve content through searches.
- Security: Affects the default security and the list of users/groups with permissions to access the item. During a security refile, the security of the item is aligned with the parent container. Refiling security ensures that only the authorized teams or users can view and access the item. Security is refiled for items in the folders that inherit security.
Each refile type is an independent event and only affects that one type. For example, a security refile only affects security-related fields and never modifies metadata. The events are enabled separately.
IMPORTANT: Considerations when using the Refile Service for security updates
iManage Work enables users to update the editing of user/group permissions of multiple items in action. This capability, called Bulk Security Update. For more information about this feature, see the Work Web online help.
iManage recommends enabling either the Bulk Security Update or the security updates capability of the Refile Service based on the outcome your organization is trying to achieve. Enabling both capabilities at the same time may cause a user's Bulk Security Updates to be overwritten by the Refile Service, and the other way around.
Having Refile Service and Bulk Security Update enabled together can create a conflict of capabilities. For example—users could use the new bulk security update capability to select three separate documents and apply new security to these documents. When the Refile Service is also enabled in their organization, the Refile Service detects that the security on these documents do not match the security of the parent folders, and updates the security again, thereby removing the change that users applied.
The following table provides a detailed explanation on how security updates work with Refile Service versus Bulk Security Update.
Table: Refile Service versus Bulk Security Update
Bulk security updates
Security Update Initiator
Security Updates performed by
End-users on files that they have Full Access to.
Refile Service account must be run with an NRTADMIN account to allow security updates to all content within the library.
Security changes tracked in the audit
As the security update is triggered by end-users, the changes are only applied to documents that they have full access to.
Changes are performed as Admin user, using Refile Service.
End-users have granular control and can select options at the beginning of the bulk operation. Options provided:
Admins decide how to apply security by configuring the options in the backend. For more information, see Configuring Refile - iManage Control Center.
Security and metadata changes
Only updates the security of the selected files.
Can be configured to update metadata, security, or both.
Number of files impacted by a security change
Depends on how many files are selected by users (maximum of 5000 files can be selected).
Applies to all the files within a folder.
Objects impacted (files/folders/workspaces)
Only applies to files that are selected by users for security updates.
Since this is event-driven, a security update at the workspace impacts all the folders and files within the workspace.
End-users are provided with a report at the end of the process with success, skips, or any exceptions.
No notifications are available to end-users.
Reference links for more information