Creating a Template

1. Select Configure -> System Setup -> Templates.

2. Click the Add icon to open Add Template page.
   Figure: Add Template
   
   

3. Enter the information for the new template, and click Save.

   Table: Add Templates Fields

   Field	Description
   Name	Name of the template.
   Description	Additional information about this template.
   Match Field(s)	Applicable only for Flexible Folders. The profile fields of a template that are used to match with the profile fields set on the target workspace. The number of match fields will be available depending upon the setting Match fields for filtering templates in Global settings¹.
   Workspace Prefix/Suffix	The custom caption to be added as prefix or suffix to the workspace name, when the template is used for creating workspace. The following can be used for defining the caption: Alias property of Custom1-12, Custom29, or Custom30 in the format #CXXALIAS# or %CXXALIAS% Description property of Custom1-12, Custom29, or Custom30 in the format #CXXDESCR# or %CXXDESCR% where, iManage supports "%" and "#" delimiters, but recommends "%" C is mandatory XX represents the numeric value for the custom field (use only one "X" for single values) ALIAS or DESCR is mandatory Any combination of other printable characters can be used along with the custom fields. Sample Workspace Prefix: If Custom1 alias is 1000 and its description is Enron, a prefix defined as (#C1ALIAS# - #C1DESCR#) would add (1000 - Enron) to the beginning of the workspace name.
   Folder Prefix/Suffix	The custom caption to be added as prefix or suffix to all the folders, when a template is used for creating the folder structure. The following can be used for defining the caption: Alias property of property of Custom1-12, Custom29, or Custom30 in the format #CXXALIAS# or %CXXALIAS% Description property of Custom1-12, Custom29, or Custom30 in the format #CXXDESCR# or %CXXDESCR% where, iManage supports "%" and "#" delimiters, but recommends "%". C is mandatory. XX represents the numeric value for the custom field (use only one "X" for single values). ALIAS or DESCR is mandatory. Any combination of other printable characters can be used along with the custom fields. Sample Prefix: If Custom1 is 0999 and Custom2 is 0002 then a prefix defined as (#C1ALIAS# - #C2ALIAS#) would add (0999 - 0002) to the beginning of all folder names.
   Default Security	Default security to be applied on the workspace. Private - Secured workspace; available only to the owner or users who have access to the workspace. Public - Non-confidential workspace, and available to all the users. View - Available only for viewing.
   Users/Groups with permissions	List of users and groups who will have access permission on the new workspace. The option Add Users/Groups option can be used to add or remove the users or groups from this list.

Creating Folder Structure for Template

1. Navigate to the Templates application and click the template for which you want to create the folder structure. A page to create the folder structure appears.

2. Click + besides the template name to see the folder types.

3. Select the type of folder you want to create. A page to create folder appears.

4. Specify the Folder Setting, Name and Description of the folder. For more information on folder properties, refer to the table Folder Properties.

5. Click Allow user to rename this folder to allow the users to rename the folder when creating folder using this template.

6. Select Retain the template prefix/suffix if the prefix/suffix defined in the template is to be automatically appended to folder names when the user creates folder using this template. If it is unselected, the prefix/suffix is not appended to folder names, and folder can be named per user's wish. This option is active only if Allow user to rename this folder is selected in step 5.

7. Click Show more properties to display additional folder properties. Select the checkboxes besides the properties to automatically inherit the value from parent workspace (%workspace_value%). This option is currently available for Custom1-24 and Custom 29-30. To set the remaining properties, enter the values manually.

8. Click Security tab, and set the Default Security for the folder.

9. Click Save; the folder along with its properties is added to the template.
   Similarly, you can add more folders and/or sub folders to the template, and create a folder structure per business needs.

   NOTE:

   • The names of custom fields appear in the UI depending upon the captions set for them^1.
     For example, if Custom1 is captioned as Project, then Custom1 appears as Project in all the other UI dialogs. This applies to all the metadata fields, including the ones that appear under Add Fields dropdown list.

   • The default folder properties that appear in create folder form, come from the dialog designed in iManage Dialog Editor. All other properties appear in the Fields dropdown list. To add additional custom fields, select from the dropdown list and click 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 dropdown list that appears when you start entering the values . These are saved as comma-seperated values. The search is performed based on OR condition if there are multiple values.

   Property	Description
   Folder Setting	Set to Workspace creation to create the folder along with the workspace creation. Required and Optional are not applicable as they are for Flexible Folders2.
   Name	Name of the folder.
   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.
   Email	Email address of the folder. It also supports #CXXALIAS# format. Select Automatically generate email address to autogenerate the email address by the iManage Work Server.
   Default Security	Inherit - Derive the security properties from parent folder. Private - Confidential folder. Public - Non-confidential folder. View - Available only for viewing.
   Users/Groups with permissions	List of users and groups who have access permission on the new folder. The option Add Users/Groups option can be used to add or remove the users or groups from this list. If the default security is set as Inherit, the users/groups list cannot be edited.
   Core Fields	Fields defined in the New Profile Dialog in iManage Dialog Editor appear in the UI.
   Fields	Additional custom fields to be added to the folder. Select from the dropdown list and click Add Fields to add to the form.

   Table: Folder Properties

   Property	Description
   Folder Setting	Set to Workspace creation to create the folder along with the workspace creation. Required and Optional are not applicable as they are for Flexible Folders.
   Name	Name of the folder.
   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.
   Default Security	Default security to be applied on the folder. Inherit - Derive security properties from parent folder. Private - Confidential folder. Public - Non-confidential folder. View - Available only for viewing.
   Users/Groups with permissions	List of users and groups who will have access permission on the new folder. The option Add Users/Groups option can be used to add or remove the users or groups from this list. If the default security is set as Inherit, the users/groups list cannot be edited.
   Documents	Search for documents, if this option is selected.
   Emails	Search for emails, if this option is selected.
   Core Fields	Fields defined in the Search Dialog in iManage Dialog Editor in the UI.
   Fields	Additional custom fields added for search. Select from the dropdown list and click Add Fields to add to the form.

   Table: Search Folder Properties

Sample Template for creating workspace

This section explains workspace creation using a sample template in iManage Work clients. All the folders in the template are marked as Workspace creation.

Figure: Sample Template for Workspace creation

Result:

The workspace creation in iManage Work clients using this template results in the following:

• A workspace is created with the name provided by the user.

• All the child folders are created along with the workspace.

• Workspace and child folder names are prefixed with the prefix defined in the template.

• The properties and security settings defined on the template are applied on the workspace and the child folders.

Figure: Workspace

References:

1. For more information about Global settings, see Global section.

2. For more information about caption, see Captions section.

3. For more information about Best Practices, see Best Practices section.