Collections can be configured to automatically add matters based on custom properties of such matters, using collection self-maintaining rules.

Properties, for example office location or department, may already be present on assets sync'ed to SPM from a master repository via Client and Matter import – for more information, see Establishing Scheduled Import of Clients and Matters section in iManage Security Policy Manager Installation Guide.

You can configure a collection self-maintaining rule to add matters with such custom property value to the collection automatically.

A collection can have multiple collection self-maintaining rules, and each rule can have multiple conditions (that is, multiple defined properties).

You can use this feature to assist in the administration of a custom security model.

Collection self-maintaining rules are run upon their configuration or reconfiguration, and when consequent changes are made to the matters under consideration by the collection. The duration of rule processing may vary in accordance with system load, for example if the rule affects a high number of matters.

Collection Self-Maintaining Rules components and logic

Rules and conditions

Collection Self-Maintaining Rules consist of conditions.

• A rule must have at least one condition.

• If multiple conditions are specified for a given rule, a matter must meet all of the conditions specified in order to be added to the collection by the rule.

• If any of the conditions are not met by the matter, it is not added to the rule.

• Each condition can be set to match (AND) or exclude (AND NOT) the specified values. This lets you include matters that meet one condition while explicitly excluding those that meet another—for example, Office = Tokyo AND NOT Confidential = True.

That is, 'AND' logic is applied for each condition in a rule, unless the condition is set to exclude (AND NOT).

Client ID and Matter ID as rule attributes

In addition to custom properties, you can specify Client ID or Matter ID as the attribute for a condition, letting you scope a collection by client or matter directly, without configuring a custom property. A Client ID condition matches every matter under that client; a Matter ID condition matches any matter with that ID, across every client that uses it—so if the same Matter ID is used for equivalent matters at different clients (for example, finance matters numbered FIN003, FIN012, and so on), a single condition can match all of them, regardless of which client they belong to.

Only the ID you enter is saved as the match criterion—not a reference to a specific client or matter—so the condition keeps working even if a client or matter is renamed, and you can enter an ID as free text before the client or matter exists in SPM (for example, to prepare a collection ahead of client creation).

Multiple rules

A collection can have multiple Collection Self-Maintaining Rules. If multiple rules are in place for a collection, and a matter meets the criteria for at least one, the matter is added to the collection.

That is, 'OR' logic is applied for each rules in a collection.

Rule activation

Collection Self-Maintaining Rules are activated and run automatically once they are configured. Matters are automatically added and removed from collections in accordance with the rule criteria, on an ongoing basis.

There is no requirement to manually run the rule.

Prerequisite: Matters have custom properties

Collection Self-Maintaining Rules are applied against the custom properties of matters, or against Client ID or Matter ID. To use a custom property, at least one applicable custom property set and property must be configured. See Custom Properties for information on how to add custom property sets and properties to matters.

Configuring collection self-maintaining rules to add matters to the collection

1. (Open the collection Matters page and) Select Edit Rule. The Collection Self-Maintaining Rules dialog displays.

2. Under Rule #1:

   1. In the Custom Property field, enter the custom property under which the custom property value criterion will be specified.

   2. In the "Match any of the following values" field, enter custom property value criteria.
      You can add multiple values to be matched, pressing the "enter" key or selecting the icon to enter a value.

   3. If required, you can add another condition to the rule. All conditions added must be fulfilled in order for rule criteria to be met. See Collection Self-Maintaining Rules components and logic.

      1. Select +Add Condition.

      2. In the Custom Property field, enter the custom property under which the custom property value criterion will be specified.

      3. In the "Match any of the following values" field, enter custom property value criteria.
         You can add multiple values to be matched, pressing the "enter" key or selecting the icon to enter a value. For checkbox-type properties, a toggle switch is displayed. Slide right to set the value to true/enabled.

      4. Repeat this step 3 for each condition that you wish to add.

   4. To remove a condition:

      1. Select the icon to the right of the condition.

      2. A confirmation dialog displays. Select Yes.

3. If required, you can add another rule to the collection. The criteria for only one of the rules need to be fulfilled in order for a matter to be added to the collection by the rule. See Collection Self-Maintaining Rules components and logic.

   1. Select +Add Rule.

   2. In the Custom Property field, enter the custom property under which the custom property value criterion will be specified.

   3. In the "Match any of the following values" field, enter custom property value criteria.
      You can add multiple values to be matched, pressing the "enter" key or selecting the icon to enter a value. For checkbox-type properties, a toggle switch is displayed. Slide right to set the value to true/enabled.

   4. If required, you can add another condition to the rule. All conditions added must be fulfilled in order for rule criteria to be met. See Collection Self-Maintaining Rules components and logic.

      1. Select +Add Condition.

      2. In the Custom Property field, enter the custom property under which the custom property value criterion will be specified.

      3. In the "Match any of the following values" field, enter custom property value criteria.
         You can add multiple values to be matched, pressing the "enter" key or selecting the icon to enter a value. For checkbox-type properties, a toggle switch is displayed. Slide right to set the value to true/enabled.

      4. Repeat this step 3 for each condition that you wish to add.

   5. To remove a condition:

      1. Select the icon to the right of the condition. A confirmation dialog displays.

      2. Select Yes.

   Repeat this step 3 for each additional rule that you wish to add.

4. After you have added all rules and conditions, select OK. The collection self-maintaining rule is established.

Editing a collection self-maintaining rule

1. (Open the collection Matters page and) Select Edit Rule. The Collection Self-Maintaining Rules dialog displays.

2. Edit the rule as required. (Refer to substeps 2.a to 2.d, and steps 3 and 4 above for procedural steps.)

Removing a collection self-maintaining rule

1. (Open the collection Matters page and) Select Edit Rule. The Collection Self-Maintaining Rules dialog displays.

2. To remove a rule, you must remove each of the conditions under that rule. For each condition:

   1. Select the icon to the right of the condition. A confirmation dialog displays.

   2. Select Yes.