Managing Metadata


This application is also available to Tier 2 users.

Metadata defines additional information about the container or document. It can be considered data about the data. For example, a user may want to know which matter the file is associated with, which billing code to use, the document status, the responsible lawyer, and other information. In addition, this information may change periodically and have to be updated, such as if the responsible lawyer changes, or, in the case of email, to automatically record the receive date. These fields provide a container to store information related to the item but not directly in the item. Custom fields names can changed, or customized, to match your business' terms. A company name, matter, or other relevant label can be used to make the use of the field more obvious.

The following features are available for metadata:

  • Ability to search metadata: Allows you to enter the metadata value to be searched.

  • Ability to filter metadata: Allows you to filter metadata. Selectimages/download/thumbnails/47338300/filter-icc.png to filter by HIPAA Compliant and Enable. You also see Clear All option. This helps you to clear filter inputs.

  • Toggle filter fields: Allows you to hide or show filter inputs.

  • Ability to view selected metadata: You see VIEW SELECTED option on the ribbon bar. This allows you to view the list of documents you selected to restore or delete . When you click this button, i n the header section, on the ribbon bar, you now see SHOW ALL button, select this to see the previous list .

Adding Metadata

  1. Select Configure > Metadata, and choose a custom value to which you want to add an entry.

  2. Select images/download/thumbnails/47338300/image.gif to add a new entry. The respective add page appears. For example, if Custom1 table is selected, the Add Custom1 page appears.

    Figure: Add Custom Metadata Information


  3. Enter the information and click Save. A new custom entry is added.




    Name of the custom1 field.

    Custom1 Description

    Additional information about the custom1 field.

    HIPAA Compliant

    Select to enable the encryption of documents that are compliant with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Health Information Technology for Economic and Clinical Health Act of 2009 (HITECH), and other Privacy Acts requiring encryption of sensitive or privileged data.

    For more information, refer to Encryption of Sensitive Content in iManage Work Server Administration Guide.


    Select to enable the custom1 field.

Editing Metadata

  1. Select Configure > Metadata, and choose a custom value to which you want to add an entry.

  2. Select custom entry.

    1. If this for either custom1 or custom30, select directly on the item name. Its screen displays.

    2. For any other profile field, on ribbon bar, select images/download/thumbnails/47338300/edit_icon.png to edit. Its edit dialog displays.

  3. Edit the fields as needed.

    1. Description

    2. HIPPA Compliant

    3. Enable/Disable (depending on the status of the custom value)


      • Alias field value cannot be edited.

      • To enable/disable custom value, you can right-click the custom entry, select Disable or Enable option, and click Yes or No accordingly.

  4. To edit Custom2 or Custom30:

    1. Navigate into Custom1 (for Custom2) and Custom 29 (for Custom30) entries. There is an additional tab.

    2. Enter the entry.

    3. Select images/download/thumbnails/47338300/edit_icon.png to edit.

    4. Make the edits.

    5. Select Save.

Deleting Metadata

  1. Select the custom entry you want to delete and select images/download/attachments/47338300/Screen_Shot_2018-02-01_at_12.36.05_PM.png . You are prompted to confirm the deletion. Alternately, on the ribbon bar, you can select images/download/attachments/47338300/Screen_Shot_2018-02-01_at_12.36.05_PM.png to perform deletion.


    You can delete multiple metadata at one time: When you select multiple metadata, the only option available is Delete . You can perform this action either from ribbon bar or by doing a right-click action.

  2. Select Yes. The custom metadata entry is deleted.


    An error message Database transaction failed; see Administrator appears if the class you are trying to delete is still in use by any other object.