You can store additional properties against assets (client groups, clients, matters and cases) and also against users.

Custom properties are defined within property sets. Within a property set, properties can be added and individually customized. This section details how to add and edit custom properties of assets, and of users, as follows:

Custom Properties of Assets (Clients Groups, Clients, Matters and Cases)

As a user with Client and Matter Administrator or Client and Matter Manager role, you can define the custom properties of assets (client groups, clients, matters and cases) in the Custom Properties tab available under <User name> > Settings. These properties are then displayed under the asset General Details tab or asset Security tab for all assets.

NOTE:

Custom Properties of assets are global, and are displayed in the General Details tab or Security tab of all assets.

TIP:

Custom properties may already be present on clients or matters (after their import into SPM – see iManage Security Policy Manager Installation Guide), for example departmental or locational properties; these can be used to add matters automatically to Collections. Custom properties can also be edited or manually defined, as described in this section.

Add/Edit a Property Set for Assets

  1. Click <User name> > Settings. The Settings page appears. The default tab displayed is the General Settings tab. 

  2. Click the Custom Properties tab. The Custom Properties page appears.

    NOTE:

    You have the option to filter the displayed property sets based on the label and/or the section under which they are displayed.

    Label: Enter the label string in the Filter Labels field to refine the list of property sets displayed.

    Section: Click Filter and click on a section to refine the list of property sets displayed based on the section, that is, the tab in the <Asset> Details page, under which those property sets are displayed.

  3. You can add a property set which will appear as a separate pane in the General Details tab or Security tab under an asset.  Click Add Property Set. The Add Property Set dialog box appears. 
  4. Enter / select the values in the fields, as applicable. 
    1. In the Label field, enter an intuitive name that will be the header for the new property set. 

    2. In the Section field, click General Details or Security from the drop-down list.

      NOTE:

      If you have a User and Group Administrator Role, User Details will also be visible in the Section field. A property set with Section specified as User Details applies to users only and is not applicable to assets. For further information on adding custom properties for users, see User Custom Properties.
    3. In the Order field, select the sequence in which you want this pane to be displayed. If you are adding the first property set, then the default value '1' remains. From the second property set that you add, you have the option of selecting the sequence.
  5. When you have completed the fields in accordance with your requirements for the property set:
    1. If you wish to add another property set, select the Add Another Property Set checkbox. Click Save.
    2. If you do not wish to add another property set, click Save.

  6. The new property set is listed in the Custom Properties page.

    NOTE:

    To edit a property set, click

     corresponding to the property set, then click Edit Set.

    To delete a property set, click

     corresponding to the property set, then click Remove.

  7. To add properties to the property set, click on the property set in the list. The <name of Property Set> page opens. Click the Add Property button. See Add/Edit a Property of Assets below.

    NOTE:

    For a property set to display under the General Details or Security tab of the assets, at least one property must be added to the property set.

Add/Edit a Custom Property of Assets

  1. On the Custom Properties page, click on the property set, of Section type General Details or Security, that you would like to add properties to. The <name of Property Set> page opens.
  2. On the <name of Property Set> page, click the Add Property button to add a new property to the property set. The Add Property window opens.
  3. The Add Property windows contains the following fields: Label, Field Type, Order, Hint, Editing Property and Cascade. Select and edit the fields you require, as follows:
    1. Label: enter an intuitive name that will be the header for the new property.
    2. Field Type: select the field type of the property from the following options:
      1. Single-Line String – Select this to enter a single string or block of text for the property value.
      2. Multi-Line String – Select this to enter multiple strings or blocks of text, each on a different line, for the property value.

      3. Text – Select this to enter for a line or block of text for the property value.

        NOTE:

        If the Work URL Templates setting is configured under the Settings page, then in the Notes field,

        icon appears.

        1. Click
          . The Add Work Link dialog box appears.
        2. Select one of the options provided:
          1. Paste Work Link: You can add a different work document/folder url to the one configured in the Settings page. You can test the link by clicking Test Work Link.
          2. Select Document by ID and Version: You can add the document Id and version. In this option, the URL configured in the Settings page is considered.
          3. Select Folder ID: You can add the folder Id. In this option, the URL configured in the Settings page is considered.
        3. Enter the relevant details based on your selection.
        4. Enter a brief and relevant text that provides a context to the content in the link in the Link Text field. and then click Add Link.
      4. Checkbox –Select this to enter a checkbox for the property value.
      5. Number – Select this to enter a number for the property value.
      6. Date – Select this to enter a date for the property value.
    3. Order: Select the sequence in which you want this property to be displayed within the property set. If you are adding the first property set, then the default value '1' remains. From the second property set that you add, you have the option of selecting the sequence.
    4. Hint: The hint displays directly below the property field type. The Hint field can be used to enter other information, for example explanatory text, of the property value.
    5. Editing Property: You can select whether the property is editable or not, as follows:
      1. Select the Editable radio button if you wish the property to be editable, for example to distinguish the property on a per-asset basis. The Property is editable by a user with Client and Matter Administrator or Client and Matter Manager role. See also Cascade below.
      2. Select the Read-only radio button if you do not want the property to be editable by users with Client and Matter Administrator or Client and Matter Manager role. If this setting is selected, the property is only editable by the system administrator.
    6. Cascade:
      Cascading can be enabled on properties of assets which are secured by client or secured by case (inherited matter). When cascading is enabled on a property, the property takes the value of the client or case which it is being secured by.

      1. Select Enabled to allow cascading of the property value from the securing client or case.

        NOTE:

        Cascading is only applicable on Secured assets. Cascading will not be applied to any property of non-Secured assets, even if Cascade is enabled on that property.
        However, if the security policy is modified to a Secured type, cascading will apply; a confirmation message will be displayed in the case that asset-specific properties may be overwritten as a result of the security change.

        For example, if the security policy of a matter is changed from Restricted to Restricted by Client, a message is displayed warning that the Custom Properties (and other attributes) of the asset will be reverted to Client settings.

        NOTE:

        If a property has Editing Property set to Editable, and Cascade field set to Enabled, and a value has been entered for the property and has thereby been cascaded, it is not possible to change the Cascade field back to Disabled. If an attempt is made to do so, the following error message appears:

        "You cannot modify cascade setting for a property definition when it has existing asset properties."

      2. Select Disabled to prevent cascading of the property value from the securing client or case. Choose this option if you wish the property to be modifiable on a per-asset basis.

        NOTE:

        If cascading is disabled, the property will be editable in accordance with the Editing Property selection (Editable or Read-only) as described in 3.e above.

  4. When you have completed the fields in accordance with your requirements for the property:
    1. If you wish to add another property, select the 'Add Another Property' checkbox. Click Save.
    2. If you do not wish to add another property, click Save.

  5. Any properties you have added are viewable under the General Details or Security tabs of the assets.

Display of Custom Properties of Assets

Custom properties of assets display in the custom properties section of the General Details or Security tabs of the assets. In the custom properties section, there are two types of tooltip that may be displayed, depending on the security policy of the asset, and the settings of the custom properties. These are:

  • Secured by Client: displayed when the property has been cascaded from the parent asset.
  • Read only: displayed when the property has been set as read only.

It is possible for both of these tooltips to be displayed simultaneously.

Custom Properties of Users

As a user with User and Group Administrator Role, you can define properties in the Custom Properties tab available under <User name> > Settings. These properties are then reflected under the user Details tab for all users. 

NOTE:

Custom Properties are global, and are displayed in the Details tab tab of all users.

NOTE:

Custom Properties can be applied to users, but not to groups.

Add/Edit a Property Set for a User

  1. Click <Your User Name> > Settings. The Settings page appears. The default tab displayed is the General Settings tab. 

  2. Click the Custom Properties tab. The Custom Properties page appears.

    NOTE:

    You have the option to filter the displayed property sets based on the label and/or the section under which they are displayed.

    Label: Enter the label string in the Filter Labels field to refine the list of property sets displayed.

    Section: Click Filter and click on a section to refine the list of property sets displayed based on the section, that is, the tab in the <User> Details page, under which those property sets are displayed. For User Custom Properties, select User Details.

  3. You can add a property set which will appear as a separate pane in the Details tab in each <User> page.  Click Add Property Set. The Add Property Set dialog box appears. 
  4. Enter / select the values in the fields, as applicable. 
    1. In the Label field, enter an intuitive name that will be the header for the new property set. 

    2. In the Section field, click User Details drop-down list.

      NOTE:

      If you have a Client and Matter Administrator or Client and Matter Manager Role, Security and General Details will also be visible in the Section field. A property set with Section specified as Security or General Details applies to assets (client groups, clients, matters and cases) only and is not applicable to users. For further information on adding custom properties for assets, see Custom Properties of Assets.

    3. In the Order field, select the sequence in which you want this pane to be displayed. If you are adding the first property set, then the default value '1' remains. From the second property set that you add, you have the option of selecting the sequence.
  5. When you have completed the fields in accordance with your requirements for the property set:
    1. If you wish to add another property set, select the Add Another Property Set checkbox. Click Save.
    2. If you do not wish to add another property set, click Save.

  6. The new property set is listed in the Custom Properties page.

    NOTE:

    To edit a property set, click

     corresponding to the property set, then click Edit Set.

    To delete a property set, click

     corresponding to the property set, then click Remove.

  7. To add properties to the property set, click on the property set in the list. The <name of Property Set> page opens. Click the Add Property button. See Add/Edit a User Custom Property below.

    NOTE:

    For a property set to display under the Details tab of the users, at least one property must be added to the property set.

Add/Edit a User Custom Property

  1. On the Custom Properties page, click on the property set you would like to add properties to. The <name of Property Set> page opens.
  2. On the <name of Property Set> page, click the Add Property button to add a new property to the property set. The Add Property window opens.
  3. The Add Property windows contains the following fields: Label, Field Type, Order, Hint, and Editing Property. Select and edit the fields you require, as follows:
    1. Label: enter an intuitive name that will be the header for the new property.
    2. Field Type: select the field type of the property from the following options:
      1. Single-Line String – Select this to enter a single string or block of text for the property value.
      2. Multi-Line String – Select this to enter multiple strings or blocks of text, each on a different line, for the property value.
      3. Text – Select this to enter for a line or block of text for the property value.
      4. Checkbox –Select this to enter a checkbox for the property value.
      5. Number – Select this to enter a number for the property value.
      6. Date – Select this to enter a date for the property value.
    3. Order: Select the sequence in which you want this property to be displayed within the property set. If you are adding the first property set, then the default value '1' remains. From the second property set that you add, you have the option of selecting the sequence.
    4. Hint: The hint displays directly below the property field type. The Hint field can be used to enter other information, for example explanatory text, of the property value.
    5. Editing Property: You can select whether the property is editable or not, as follows:
      1. Select the Editable radio button if you wish the property to be editable, for example to enable the property to be customized on a per-user basis. The Property is editable by a user with User and Group Administrator role.
      2. Select the Read-only radio button if you do not want the property to be editable by users with User and Group Administrator role. If this setting is selected, the property is only editable by the system administrator.
  4. When you have completed the fields in accordance with your requirements for the property:
    1. If you wish to add another property, select the 'Add Another Property' checkbox. Click Save.
    2. If you do not wish to add another property, click Save.

  5. Any properties you have added are viewable under the Details tab of the users.

Display of User Custom Properties

Custom properties display as a separate pane in Details tab of users.

In the custom properties section, a 'lock' icon displays if the custom property has been set to be Read-only. Hovering over the 'lock' icon causes the following tooltip to display:

  • Read-only