NOTE:

To view or perform operations on the Forms page, the user signed in to iManage Control Center must be a member of the NRTADMIN group in at least one library, or be assigned to a library role with Tier 2 Control Center privileges.

This feature enables you to customize the search forms and property forms for workspace, folder, document, and email, that appear in iManage Work client applications. You can define the properties and their order to be visible on the property forms, and hence control the order in which these properties are displayed in iManage Work client applications. For example, if you remove the custom4 property in the documents and emails properties form, the custom4 property doesn't appear when users are viewing the properties of documents or emails in iManage Work client applications. 

These properties appear in iManage Work client applications while performing the following actions:

  • Creating new workspaces, or uploading new documents and emails.
  • Editing existing workspaces, documents and emails.
  • Searching for workspaces, documents and emails in iManage libraries.

For more information about properties in iManage Work, see Key Concepts: Metadata.

This section provides information about the following:

  • The workspace, folder, documents and emails, and search forms available for customization.
  • Customization tasks that can be performed on document/email and workspace properties.
  • Default and optional properties, and customization restrictions 
  • Frequently Asked Questions

Workspace, Folder, and Document and Email Forms

To customize the property forms for workspace, folder, document, and email:

Select Settings > Forms > Properties tab to display the following page:

Figure: Properties

Types of Property Forms

On the Properties tab, you see the following Properties forms:

Sub section

Objective

Workspace properties

Enables you to define the properties of the form that appears while creating a new workspace or editing/viewing a workspace in iManage Work client applications.

Folder properties

Enables you to define the folder properties, and in turn define the default properties for documents. When a new document is added to a folder in iManage Work client applications, it inherits folder properties so that users do not have to enter the property values manually.

Document and Email properties

Enables you to define the document and email properties that appear in iManage Work clients when a user is editing/viewing a document or email profile. Typically these properties should match the folder properties for consistency.

Search Forms

To customize the search forms for workspace, document, and email:

Select Settings > Forms > Search tab to display the following page:

Figure: Search

Types of Search Forms

On the Search tab, you see the following search forms:

Sub section

Objective

Document and Email Search properties

Enables you to define the document and email properties in iManage Work clients when users perform an advanced search.

You can remove Custom13-Custom16 and Custom21-22, if you do not store emails or capture any other data in them.

Workspace Search Properties

Enables you to define the default workspace properties in iManage Work clients when users perform an advanced search.

Enable forms management and save all forms

The ability to manage forms in iManage Control Center is available for:

  • iManage Work customers connecting to the imanage.work endpoint after the Q4 2024 service update, or
  • on-premises customers using iManage Control Center 10.5.0 or later. 

All forms that you customized using the legacy Dialog Editor tool available with iManage Work Server are automatically imported into the Forms page in iManage Control Center.

IMPORTANT

To manage forms in iManage Control Center:

  1. You must select Enable Forms Management as shown in the following figure.
    This step converts the legacy forms, including any customizations you made to the legacy forms in Dialog Editor, to a new format that is supported with the iManage Universal REST API.
    Figure: Enable Forms Management


  2. You must edit and then save all forms on the Forms page, even if they appear to show all the appropriate fields.
    This ensures that forms are saved in the new format so that ‌Work 10 client applications can consume them. 
    To perform these operations, refer to Customizing property and search forms.

After you enable forms management:

  • The legacy Dialog Editor tool can no longer be used to make customizations to forms for use in iManage Work 10 applications. Additional customizations for all Work 10 applications can only be performed on the Forms page in iManage Control Center.
  • If you are using iManage Classic Clients (DeskSite or FileSite), you must continue to use Dialog Editor for customizations to forms specifically for use in these Classic Client applications. If you are connecting to iManage Work in the Cloud at the imanage.work endpoint, refer to the Classic page for more information about uploading these Dialog Editor forms to iManage Control Center.

For more information about the changes in behavior when you switch from the legacy Dialog Editor to the Forms page in iManage Control Center, see the Frequently Asked Questions section below.

Customizing property and search forms

To customize property and search forms, select the Properties or Search tab, then select Edit on the form you wish to customize.

The following table lists the actions available to customize these forms:

Table: Tasks 

Task

Instructions

Delete

Select  icon to remove a property from the list.

Reorder

Drag the property to the required location to reorder the list.

+Add new

Select the properties from the drop-down list to add.

Save

Select to save the customization. 

Default and optional properties, and customization restrictions

Properties with an asterisk (*) can't be removed from forms, and their order within the form can't be changed.

Workspace Properties

  • Container Name *
  • Container Owner 
  • Container Description
  • Create Date
  • Default Security *
  • Where Used
  • Custom1
  • Custom2
  • Subclass
  • Custom3 - Custom30
  • Container Edit Date

Folder Properties

  • Container Name *
  • Container Owner
  • Container Description
  • Class
  • Subclass
  • Custom1
  • Custom2
  • Author
  • Container Edit Date
  • Container Where Used
  • Default Security
  • Custom3 - Custom30

Document and Email Properties

  • Name *
  • Document Number *
  • Version *
  • Size *
  • Last User *
  • Edit Date *
  • Author
  • Comments
  • Type
  • Class
  • Subclass
  • Operator
  • Create Date
  • Default Security *
  • Status
  • Checkout Location
  • Where Used
  • Related Documents
  • Custom1
  • Custom2
  • Custom13-16
  • Custom21
  • Custom22
  • Alias
  • Operator
  • Type (Pseudo field to categorize documents as 'document', 'spreadsheet', 'presentation' or 'PDF')
  • Comments
  • Is Declared
  • Is Archived
  • Custom3 - Custom30 (Except 13-16, 21, and 22)

Document and Email Search Properties

  • Name
  • Keyword/Full Text
  • Edit Date
  • Custom1
  • Custom2
  • Custom13-16
  • Custom21
  • Custom22
  • Alias
  • Document Number
  • Version
  • Author
  • Operator
  • Author/Operator
  • Class
  • Subclass
  • Type (Pseudo field to categorize documents as 'document', 'spreadsheet', 'presentation' or 'PDF')
  • Size
  • Comments
  • Create Date
  • Is Declared
  • Last User
  • Is Archived
  • Status/Checkout
  • Where Used
  • Custom3 - Custom30 (Except 13-16, 21, and 22)

Workspace Search Properties

  • Container Name
  • Container Description
  • Author
  • Custom1
  • Custom2
  • Subclass
  • Keyword/Full Text
  • Container Owner
  • Container Edit Date
  • Create Date
  • Container Where Used
  • Custom3 - Custom30


Frequently Asked Questions

Are the existing forms I customized from Dialog Editor migrated to iManage Control Center?

Yes, after upgrading to iManage Control Center 10.5.0 or after the Q4 2024 service update, your customized forms are migrated from Dialog Editor.

To complete this migration, you must select Enable Forms Management and save all your forms in iManage Control Center. For more information, refer to Enable forms management and save all forms. 

My environment is running in compatibility mode. What should I do to update the forms correctly?

If your application is running in compatibility mode, that is, iManage DeskSite plus iManage Work Office integration, whenever you update a form, you should make your updates in both:

  • Dialog Editor tool for iManage DeskSite and iManage FileSite. 
  • Forms page in iManage Control Center for iManage Work.

Which of the forms are deprecated in iManage Control Center that were previously used in Dialog Editor?

With the new Forms page, we've realigned all the dialogs and deprecated the following forms:

  • new_version: iManage Work Mobility previously used this form when saving a new version of a document, whereas the rest of the iManage Work 10 client applications use edit_document. Now, iManage Work Mobility also uses edit_document form.
  • quick_search: This form was never used in any of the iManage Work 10 clients.

Are there any other differences in functionality with the Forms page?

  • iManage Work Mobility was using the new_document form when saving a new document, whereas iManage Work Desktop for Windows was using edit_document. On the new Forms page, iManage Work Mobility also uses edit_document to align with other iManage Work applications.
  • iManage Work Mobility was using the new_version form when saving a new version, whereas iManage Work Desktop for Windows was using edit_document. On the new Forms page, iManage Work Mobility also uses edit_document to align with other iManage Work applications.

Where is each form used in iManage Work client applications?

Workspace form 

Form type: edit_workspace

  • Work Web: Workspace properties
  • Work Desktop for Windows: Open dialog
  • Work Panel (in Outlook): Workspace properties
  • Work Mobility: Workspace properties
  • Work Desktop for Mac: Open dialog
  • Control Center: Workspace Properties form on Forms page

Folder form 

Form type: new_document

  • Work Web: Folder properties
  • Work Desktop for Windows: Open dialog
  • Work Panel (in Outlook): Folder properties
  • Work Mobility: Folder properties
  • Work Desktop for Mac: Open dialog
  • Control Center: Folder Properties form on Forms page

Document form 

Form type: edit_document

  • Work Web: Document properties, Email properties
  • Work Desktop for Windows: Open dialog, Save As dialog
  • Work Panel (in Outlook): Document properties, Email properties
  • Work Mobility: Document properties, Email properties
  • Work Desktop for Mac: Open dialog, Save As dialog
  • Control Center: Document and Email Properties form on Forms page

Document Search form 

Form type: search

  • Work Web: Advanced search for documents, Advanced search for emails, Advanced search for documents + emails
  • Work Desktop for Windows: N/A
  • Work Panel (in Outlook): Advanced search for documents, Advanced search for emails, Advanced search for documents + emails
  • Work Mobility: Advanced search
  • Work Desktop for Mac: N/A
  • Control Center: Document and Email Search Properties form on Forms page

Workspace Search form 

Form type: search_workspace

  • Work Web: Advanced workspace search
  • Work Desktop for Windows: N/A
  • Work Panel (in Outlook): Advanced workspace search
  • Work Mobility: Advanced search
  • Work Desktop for Mac: N/A
  • Control Center: Workspace Search Properties form on Forms page