Enable collection of search analytics by iManage?

Disabled

Enabled

Disabled

Set Enable collection of search analytics by iManage? to Enabled to share search query parameters in the analytics collected by iManage.

For more information, refer to Analytics.

Allow edit on document versions?

Yes, all versions

Yes, most recent version only

No

Yes, all versions

Specifies which versions of a document users are allowed to edit, within their other security limitations. Changes include editing document content, changing default security and user's access permissions for the document, and changing properties. This setting applies to all documents across all libraries.

• Yes, all versions: Any version of a document may be modified.

• Yes, most recent version only: Only the most recent version of a document may be modified.

• No: No version of a document may be modified.

NRTADMINs always have Yes, all versions access regardless of the value selected.

Enable Flexible Folders?

Disabled

Enabled

Enabled

Enables or disables the Flexible Folders feature, which uses predefined templates to pre-populate and enforce the container structure when a workspace is created. It also restricts creating, deleting, and renaming containers after the workspace has been created. These templates allow your company to better structure and control workspaces according to your best practices.

• Enabled: Flexible Folders are enforced. This applies to all libraries.

• Disabled: Flexible Folders aren't enforced. No libraries will use flexible folders.

For more information, refer to Templates.

NOTE: The following settings are visible only if the Flexible Folders feature is enabled.

• Set Match Fields to filter template searches by.

• Show all available templates to user while searching?

• Add all folders marked as 'Required' from the selected template?

Set Match Fields to filter template searches by.

None, one, or two Metadata fields

Not selected

When Flexible Folders is enabled, specify the fields used to suggest templates to users when they create new template-based folders or tabs in iManage Work.

Templates with field values that match those of the parent workspace where the folder or tab is created will be suggested at the top of the template selection menu.

The following example shows the New Folder dialog, where the Practice Area field is set as a Match field. The user is creating a New Folder within a workspace which has its Practice Area set to Labor. Two templates are displayed under Suggested Templates, as these templates match this Practice Area (Labor).

Figure: New Folder

• Templates that match both of the fields are listed first under Suggested Templates.

• Templates that match only one field are listed next under Suggested Templates.

• All other templates which don't match any fields are listed under Other Templates.

Suggested templates won't be displayed to the user in either of the following scenarios:

• If no matching templates are found.

• If the Set Match Fields to filter template searches by settings aren't configured.

In either scenario, all templates are displayed in alphabetical order:

Figure: Template

NOTE: To configure this field, you must enable the Flexible Folders feature.

Show all available templates to user while searching?

Yes, show all templates

No, show only exact match templates

Yes, show all templates

NOTE: This setting is available only if it's been enabled in your environment. For more information or to request this capability, contact your iManage Customer Success Manager.

When the Flexible Folders feature is enabled, this setting enables you to control whether users can see all available templates in the New Folder dialog within the templates drop-down list.

• Yes, show all templates: Users will see all templates in the Template selection list. Templates that match the Set Match Fields to filter template searches by field values are listed first under Suggested Templates, followed by all other templates under Other Templates.

  Figure: Template

  

• No, show only exact match templates: Users can see only those templates which exactly match the value(s) of the parent workspace.

  Template aren't grouped in the selection menu by Suggested Templates and Other Templates.

  Templates which match both match field values are listed first, followed by those that match only one.

  Figure: Template

  

For more details about this capability, refer to the Set Match Fields to filter template searches by setting.

NOTE: To configure this option, you must enable the Flexible Folders feature.

Add all folders marked as 'Required' from the selected template?

All required folders must be added

Add root level required folders only

All required folders must be added

When a user is creating a new folder, and selects an alternate template (a template that wasn't used to create the workspace), iManage Work automatically creates all of the folders that are marked as Required or Workspace Creation from the newly-selected template.

In some cases, the user may not need or want all of the folders created.

This option enables you to configure the desired behavior:

• All required folders must be added: When a user selects a different template in the New Folder dialog, iManage Work creates all folders and subfolders marked as Required or Workspace Creation from the newly-selected template. This is the default option.

• Add root level required folders only: When a user attempts to create a new folder using a template that wasn't used to create the workspace, the user is given the option to select which root folders are to be created. This is the case even if the root-level folders are configured as Required or Workspace Creation folders in the newly-selected template.
  There's no change to the behavior of subfolders. If they're marked as Required or Workspace Creation in the template, they're automatically created, regardless of this setting.

Allow users to add custom metadata values to new workspaces?

None, one, or more metadata fields

Not selected

Enables users to manually create custom metadata values when creating a workspace using iManage Work client applications.

In the following example, the Custom1 field has been enabled, allowing the user to create a value for the Custom1 field while creating a workspace.

Figure: Properties

Select only those custom metadata fields that you want users to be able to create values for.

Auto-generate custom Alias for custom metadata values?

False

True

False

This option is available only if Allow users to add custom metadata values to new workspaces is enabled.

Automates the generation of the custom metadata Alias property during workspace creation for ‌customers who use only the Name or Description property. The Alias is internally auto-generated and can't be controlled using special mnemonics or numbering. This Alias property is hidden and only the Name appears in the user interface.

Show HIPAA compliance setting for custom metadata values?

Shown

Hidden

Shown

Shows or hides the HIPAA compliant option in iManage Work clients when users are manually adding new metadata values when creating a workspace:

Figure: Properties

NOTE: The ability for users to add new metadata values is controlled using the Allow users to add custom metadata values to new workspaces option.

The HIPAA compliance option is used to determine whether files that are assigned this custom metadata value use encrypted file storage to be compliant with the Health Insurance Portability and Accountability Act (HIPAA).

Automatically delete files from trash

Disabled

Enabled

Disabled

Lets administrators set up automatic deletion of items in the Trash. The duration that items remain in Trash before being purged may be defined for each library.

Automatic Trash deletion is disabled for each library by default. When set to Enabled for a library, you must specify the number of days items remain in Trash before being purged. The default is 90 days, with a range of 30–365 days.

The Trash Retention dialog provides options to enable automatic deletion and set the retention duration for each library, as shown in the following figure:

Figure: Trash Retention dialog

A confirmation dialog is displayed after updating and saving Trash retention settings. The dialog identifies all libraries being changed and whether the change enables or disables automatic deletion.

Figure: Trash Retention confirmation

Select Confirm to accept the changes or Cancel to reject them.

When documents are permanently deleted from Trash, all journal snapshots that are associated with the documents are also deleted. 

To see what items will be deleted from Trash, use the Trash page in iManage Control Center to search for files using the Deleted Date field. Set the value to align to the number of days you configured within the Trash Retention dialog. For example, Deleted Date = July 1, 2024.

To prevent any misuse and allow other administrators the opportunity to intervene if needed, the following safeguards against improper intentions are provided:

• Automatic deletions are delayed 30 days after enabling this feature or making any configuration changes per library. After 30 days, the system will begin purging items from the trash based on the length of time the item was originally moved to the trash. 

• All changes to the Trash retention settings are recorded in the DOCHISTORY table.

Automatically delete journals

Disabled

Enabled

Disabled

Lets administrators set up automatic deletion of journals. The duration that journals remain before being purged may be defined for each library.

NOTE: To enable the automatic deletion of journals for a library, the user must:

• Be assigned to a Global Role that has the Settings Management privilege, and

• Be a member of the NRTADMIN group for the library.

Automatic journal deletion is disabled for each library by default. When set to Enabled for a library, you must specify the number of days journals remain before being purged. The default is 90 days, and the value must be 30 days or greater.

The Edit Journal Retention dialog provides options to enable automatic deletion and set the retention duration for each library, as shown in the following figure.

Figure: Edit Journal Retention dialog

NOTE: If you're newly activating or significantly reducing the number of days, be aware that there might be many days worth of journals to delete, a process that could take up to a month to finish. If you're reducing the number of days or turning off this feature, please note that we can't restore content that has already been deleted. The change will take effect from this point onwards.

A confirmation dialog is displayed after updating and saving journal retention settings. The dialog identifies all libraries being changed and whether the change enables or disables automatic deletion.

Figure: Edit Journal Retention confirmation

Select Confirm to accept the changes or Cancel to reject them.

Enable Trash visibility to all users?

Disabled

Enabled

Enabled

Enables the User Trash feature for users in iManage Work clients. This enables users to restore their deleted documents and emails.

• Enabled: Documents are moved to the user's Trash and can be restored by the user, or by an administrator in Control Center > Content > Trash.

• Disabled: Users can only delete documents and emails without the ability to restore their deleted items from their Trash. Administrators can still restore these deleted items from Control Center > Content > Trash.

For more information about managing deleted documents and emails in iManage Control Center, refer to Trash.

Set default email folder for workspaces.

String

Email*

The name of the default folder where emails are filed within a workspace.

While filing an email, users can select a workspace, without selecting a specific folder within the workspace. In this scenario, iManage Work automatically files the email to a folder in the workspace with this name. The folder name within the workspace must match the default email folder name configured here.

Set access level required for creating containers under workspaces?

Read/Write

Full Access

Read/Write

Manages what access rights to a workspace are required for users to be able to create containers, such as folders, search folders, iManage Share folders, and tabs, at the top (root) level of any workspace.

• Read/Write: Users with Read/Write access rights or higher to any workspace can create folders, search folders, iManage Share folders, or tabs at the top (root) level of a workspace, regardless of the default security of the workspace.

• Full Access: Users with Full Access rights to any workspace can create folders, search folders, iManage Share folders, or tabs at the top (root) level of a workspace, regardless of the default security of the workspace.

This setting replaces the legacy Allow folder creation in public workspaces setting. When the legacy setting was enabled, users with read/write access to public workspaces could create containers at the top (root) level of those workspaces.

IMPORTANT: When you update this new setting in Control Center, the legacy setting is overwritten and can't be reverted. Afterward, you can only use iManage Control Center to modify this setting.

For more information about this setting, refer to Folder administration tips.