Metadata mapping defines how metadata fields in iManage Work correspond to and transform into the metadata structure required by iManage Disposition Manager. Because these systems organize and classify metadata differently, mapping ensures item metadata captured in iManage Work automatically translates into the correct retention schedules and disposition classifications when records transfer to iManage Disposition Manager.

iManage Disposition Manager uses the following iManage Work fields throughout the application, and so their metadata have to be mapped in iManage Disposition Manager.

Required

  • ID

  • name

  • owner

  • wstype

  • database

  • has_subfolders

  • custom1

  • custom2

IMPORTANT:

  • Make sure that you have mapped a mandatory field from iManage Work property to iManage Disposition Manager property before you add retention schedules.

  • Don't modify these fields after the initial metadata setup. If you rename these fields, the Properties pane displays the latest information.

If you want iManage Disposition Manager to apply the retention policy and use the disposition reviewers defined in iManage Work, then you should also map the the relevant custom fields defined in iManage Work.

Additionally, you can set map some values that provide information, for example, some custom text fields like Description. These mapped fields don’t impact any activities within iManage Disposition Manager but the information is displayed in the Properties pane.

You can map metadata per library and then at workspace, folder, or record levels. When you map metadata at record level, the mapped fields don’t have any impact on any of the activities and the information is displayed in the Properties pane.

IMPORTANT: If the Retention ID from iManage Work at cloudimanage.com is mapped to a Retention Schedule in iManage Disposition Manager by browsing through Settings > Metadata Mapping, the corresponding Retention Schedule is automatically and immediately applied to the workspace in iManage Disposition Manager.

This retention schedule can be overwritten in iManage Disposition Manager by manually assigning a different schedule directly in File Plan. Any retention schedule applied directly in iManage Disposition Manager takes precedence over the one applied through iManage Work at cloudimanage.com, and subsequent updates in iManage Work doesn’t overwrite it.

If the retention schedule is later removed in iManage Disposition Manager and a valid Retention ID still exists on the workspace in iManage Work, the mapped retention schedule is reapplied in iManage Disposition Manager.

When records are destroyed, they are deleted from iManage Work at cloudimanage.com and cannot be retrieved or restored. Records aren't destroyed immediately when events to destroy records are created, or added to a schedule, or applied to workspaces, folder, or sub-folders. Records are destroyed when tasks defined by these destroy events are manually or automatically executed.