If you are a user with the Client & Matter Administrator Users and Roles, you can configure the following settings using the SPM administration console.

NOTE:

Users with Activity Importer role and Client and Matter Manager role also can access some settings applicable to those roles.


General settings

Activity Feeds

SPM has the ability to import data about user activity (billing and document creation) from target systems on a scheduled basis. You can enable this functionality and define the period for which you want SPM to synchronize (that is, import on scheduled basis) this data. You can also configure the default filter values, and manager activity outliers.

NOTE:

For more information about how to set up such scheduled import, refer to the Establishing Scheduled Import of Assets, Groups and Activity section in iManage Security Policy Manager Installation Guide.

  1. The Import Billing Activity and Import Document Activity functionality is enabled (

    ) by default. Select the Import Billing Activity and Import Document Activity dropdowns to specify the time periods to import each of these activities from your configured time and billing system or document management system (iManage Work).

    NOTE:

    The values set for Import Billing Activity and Import Document Activity dropdowns not only define the billing activity that is considered by iManage SPM, but also the data for which that type of billing activity is stored in iManage SPM. For example, if Import Billing Activity had been set to 1 Year, and you changed the value to 1 month, the data imported for the 11 months prior would no longer be present in iManage SPM, and would, in the case where the period is re-set to 1 Year, only be available after a resynchronization of the (year's) data. 


    (Optional) If you want to disable any of these import activities, move the slider to the left (

    ).

  2. You can also set the default Filters values for each activity type, which will pre-populate the User Activity values when Custom filtering is selected while adding staffing to an asset or opposing team set side.
  3. Select Save to apply any changes.

NOTE:

If a self-maintaining rule is in place to automatically add users to an asset or self-maintaining rule side, the Billing Activity and Import Activity filters for Add Members or Add Users will reflect those of that self-maintaining rule.

Manage activity outliers

NOTE:

This functionality is only applicable to imports from iManage Work at cloudimanage.com. 

Some types of system or other privileged accounts in your organization may perform a high number of activities for valid purposes. Because their activity lies beyond that of a typical account, they are referred to as "Activity outliers".

Any accounts that have accessed documents in over 1,000 unique matters in a daily period are considered as activity outliers, and are not imported. This ensures that system accounts are not added by self-maintaining rules configured to add users based on document activity.

Add or remove permanent outliers

You can manually add or remove accounts listed for permanent exclusion from activity import.

  1. In the Activity Feeds panel, under Import Document Activity, select Activity Outliers. The Permanent Activity Outliers panel displays. 
    You can mark system accounts, or other accounts which you want to permanently exclude from activity import, as permanent outliers.
  2. To add an account as a permanent activity outlier:
    1. In the User field, enter the user id for the required account.
    2. Select Add.
    3. Select OK. The account is excluded from activity import. 
  3. To remove permanent outlier status:
    1. From a single account:
      1. Select  the
        icon on the row of that account.
      2. Select Remove.

      3. Select OK. The account is no longer a permanent outlier and is included in import.

    2. From a multi-selection of accounts:
      1. Select Remove at the top right of the list.

      2. Select OK. The accounts are no longer a permanent outliers and are included in import.

Opposing Team Sets

You can specify if you want historical and candidate users to be excluded from the staffing of opposing team sets, whether you want conflicts officers to be notified about users listed on more than one side of an opposing team set, and the default method of adding an opposing team set (that is, the default action of the '+ Add Opposing Team Set' button).

  • Including Historical and Candidate Users in Team Separation

  • Notifying Conflicts officer(s) when a user is listed on more than one side of an Opposing Team Set

  • Allowing local Conflict Administrators to access all clients and matters in an Opposing Team Set

NOTE:

For more information about opposing team sets and how they are administered, see Managing Opposing Team Sets.

Including Historical and Candidate Users in Team Separation

Users who are no longer on the staffing of an asset are historical users. A candidate user is the one who has either billed hours on the asset or has performed document activity in the specified period but has never been on the asset staffing.

The Team Separation includes Historical and Candidate Users setting is enabled by default.

If you want to exclude historical and candidate users from team separation:

  1. Clear the check box next to Team Separation includes Historical and Candidate Users. You are prompted to confirm the action.
  2. Select Yes.
  3. Select Save.

Notifying Conflicts officer(s) when a user is listed on more than one side of an Opposing Team Set

The Notify Conflicts officer(s) if a user is listed on more than one side of an opposing team set setting is enabled by default.

If you do not want conflicts officers to be notified when a user is listed on more than one side of an opposing team set:

  1. Clear the check box next to Notify Conflicts officer(s) if a user is listed on more than one side of an opposing team set. You are prompted to confirm the action.
  2. Select Yes when the "Conflicts officers will no longer be notified if a user is listed on more than one side of an Opposing Team Set. Are you sure you want to continue?" confirmation message is displayed.
  3. Select Save.

Allowing local Conflict Administrators to access all clients and matters in an Opposing Team Set

The Allow local Conflicts Administrators to access all clients and matters setting specifies whether a local conflicts administrator can edit opposing team sets that contain assets which are not administrated by that local conflicts administrator. When enabled, the local conflicts administrator can edit opposing team sets, provided that they are the local conflicts administrator for at least one of the assets in the opposing team set. This setting is disabled by default; when disabled, local conflicts administrators cannot edit an opposing team set unless they are local conflicts administrators on all assets listed in the opposing team set.

If you want local conflicts officers to be able to edit all of the clients and matters in an opposing team set:

  1. Select the Allow local Conflicts Administrators to access all clients and matters check box.
  2. Select Save. The setting is applied.

Specifying default method of adding an Opposing Team Set (default action of ‘+ Add Opposing Team Set’ button)

When you select + Add Opposing Team Set, it uses the Basic Add (quick addition) functionality by default, for creating an opposing team set. The default action of the button can be changed to 'Advanced Add', if required.
Advanced addition of opposing team sets includes options to specify multiple items and a custom list of users for each side.

NOTE:

You can also add multiple items and a custom list of users for each side to opposing team sets created with Basic Add, by using Advanced Edit after their creation. For more information, see Managing Opposing Team Sets.

To change the default method of adding an opposing team set:

  1. Under Default method of adding Opposing Team Set, select one of the following addition method:
    • Basic
    • Advanced
  2. Select Save.

Staffing

Assistant Settings

Automatic access (or removal) can be enabled for assistants to assets where the timekeepers are added (or conflicted). This provides a default policy for whether assistants follow their timekeepers or not. Note that you can also adjust the setting on a per-asset basis for existing clients, matters, client groups, cases and collections, for example to fulfill client or matter partner requests in this regard.

The value of the setting defines both whether or not assistants follow their timekeepers onto asset staffing, and whether or not assistants are removed from staffing if their timekeeper is a conflicted user on the asset.

TIP:

This global setting applies as the default for new assets only. It does not change the assistant-following settings for existing assets.

To enable assistants to follow their timekeepers for new assets:

  1. Select the Ensure Assistants Automatically Follow Their Timekeepers check box.
  2. Select Save.

If a user is an assistant to more than one timekeeper, they continue to have access to an asset until all the associated timekeepers with access to the asset, are removed from the asset staffing. However, if one of the timekeepers is conflicted, and the assistant following setting for conflicted users on that asset is not deselected (on the asset), the assistant will no longer have access to the asset.

NOTE:

Assistants added to assets by timekeeper following are assigned Support Staff role by default. For additional information about the Support Staff role, see Users and Roles. For additional information about assistants, see Managing Assistants.

Time Limited Access Requests

You can provide users time limited access to assets when the access approval is set to automatic and time limited. This prevents users from getting permanent access to the asset by default. 

NOTE:

After the access request is auto-approved, the asset administrator can modify the access duration of the users from the Staffing page of the asset.

NOTE:

You can also provide time limited access when adding users or groups to assets. See Adding a Client, Adding a Client Group, Adding a Matter, and Adding a Case.

You can specify the asset access time limit as follows:

  1. Enter the required details in the Time Limited Access Requests field. You can define the limits in hours or days. This limit defines the time for which a user will have access to an asset from the time it is provided.
  2. Select Save.

User Identifier

To display the user identifier for users:

  1. Move the Display Identifier for Users slider to the right.
  2. Select Save.

NOTE:

The default unique identifier defined in the system is email address.

Insiders

You can enable the Insider report feature for matters and cases by moving the Enable Insider Report slider to the right. The Always Send to Responsible Attorney check box is selected by default. This implies that if a responsible attorney is defined for the asset, the report is sent to them by default. Clear the check box to disable this feature. You can also add a list of users who will receive this report by entering their email addresses separated by a comma in the Insider Report Recipient List field. The users need not be in the SPM system. You can edit the text in the Default Insider Reason field to specify the reason that will be shown in the Insiders Report for the insiders detected by SPM. Note that when insiders are added manually, a (non-default) reason can be specified. When this feature is enabled, the Permanent Insiders tab also becomes available. The Unique Identifier can also be selected. This parameter identifies the Insider field that should be, as a key, used to look up data from an integrated human resource system. This is by default, Email Address.

When an insider report is sent, an automatically-generated Insider Report Password is sent separately. Recipients need this to open the report.

Available parameters are:

  • Email Address (default)
  • Username
  • Domain Name
  • Distinguished Name
  • Identifier

For more information, refer to HR Agent for iManage Security Policy Manager Installation Guide.

See also Permanent Insiders.

When configured, the Work Document URL Template and Work Folder URL Template let SPM embed hyperlinks in the security memo, notes field, and 'text' custom properties. Users are directed to corresponding documents or folders as configured in iManage Work, where they can read the content. A Default Work Database Name can be specified. This name can be selected when populating the iManage Work document and folder links, to avoid repeated manual input of the database name. This feature enables asset administrators to do away with entering detailed and lengthy text while administering the assets. Configurations in this iManage Work Document and Folder Links field are system-level configurations and can't be set on a per-asset basis. From a user perspective, the notifications are succinct. Linking to the latest versions of iManage Work documents is also supported.

  1. Select Default Work Database Name. The field becomes editable. Enter the iManage Work Database that you want to use as the default when entering Work Document or Folder links.

    NOTE:

    We recommend that you select the most commonly used database in iManage Work. If this is isn't specified, a database must be entered manually each time a Work Document or Folder link is added.

    TIP:

    The iManage Work database name, and also some of the links described below, can be obtained by selecting Copy link in iManage Work Web for a given document or folder.

  2. Select the Work Document URL Template field or Work Folder URL Template field. The field becomes editable. 
  3. Enter a valid URL to the iManage Work Server you want to direct to. For example, for iManage Work on premises, this could be https://work.company.com/.
  4. Select
     in the selected field.
    • Work Document URL Template: Select the DOCUMENT_ID and DOCUMENT_VERSION variables (tokens) from the displayed list.
      • For example, for iManage Work at cloudimanage.com, this would be in the form: https://cloudimanage.com/work/link/d/{{DATABASE}}!{{DOCUMENT_ID}}.{{DOCUMENT_VERSION}}
    • Work Folder URL Template: Select the FOLDER_ID variable (tokens) from the displayed list.
      • For example, for iManage Work at cloudimanage.com, this would be in the form: https://cloudimanage.com/work/link/f/{{DATABASE}}!{{FOLDER_ID}}
    • If a default Work database is specified in the Default Work Database Name field, Database is available for selection. Select Database to add the specified default database to the relevant URL template.

    NOTE:

    If there are errors in the URL template, an error message is displayed.

    TIP:

    To enable linking to the latest version of iManage Work documents, iManage Work Server must be configured to support version editing and display of latest document in the worklist. For more information, refer to iManage Work Server Administration Guide.

  5. Select Save. On the asset details pages, the 
     icon appears when you select within the Notes, Memo and 'Text' custom property fields. 

NOTE:

The template must be a valid URL.

SPM allows the embedding of external URLs in email template text. Any external URLs that you want to make available for embedding in email templates must be added as entries in the Other Links panel to create an allow list.

To add entries, enter the URLs as a comma-separated list in Allowed URLs.

  • URLs must begin with http:// or https://
  • URLs must have valid syntax.
  • Wildcard entry is supported with the asterisk character *

You can then embed the URLs by adding them to the templates using the following syntax:

[Link text](Allowed URL)

For example:

[my_link_text](https://myorganization.example.com).

NOTE:

We recommend that URLs are as specific as possible to minimize the possibility of cross-site scripting by malicious actors. iManage SPM does not render non-allowed links, but cannot control raw links potentially being rendered automatically by third-party email clients.

Excluded Systems

There may be a requirement for systems under management not to have SPM security policies applied for a particular asset. At an asset level, an asset administrator can exclude such systems from SPM security policies through asset level exclusions. It is also possible to configure the behavior of exclusions at the system level.

  • Disable Excluded Systems: Select this option to disable Excluded System support system-wide. This implies that the SPM security policies are applied on all integration systems. When disabled, the Security pages do not display the Excluded Systems fields.
  • Send Exclusions: This is the default configuration. When a target system is excluded from security policy, the list of policy exclusions are sent through.  
  • Send No Policy: When a target system is excluded from security policy, nothing is sent through.

Roles

This setting is used to define the default period of time for Over the Wall users with time limited access to all assets. The default time period is defaulted to one day.

To change the default time for time limited role access:

1. Select the Default Time Period field and enter a value, followed by selecting either Hour(s) or Day(s) from the dropdown.
2. Select Save.

Google Analytics Solutions Tracking

Google Analytics Solutions Tracking for SPM enables you to leverage Google Analytics to provide insights into product utilization, browser types used, and so on. No privileged data is collected or stored by this feature.

A report containing such information for your firm can be made available to you upon request: send a copy of your Unique ID, which is displayed below the Google Analytics Solutions Tracking setting (when enabled), to support@imanage.com.

Additional information about the details of the analytics service, and information generated, is displayed above the setting.

To enable this feature:

Move the Enable Analytics Tracking slider to the right (Yes). Your Unique ID is displayed.

Language Settings

The language settings in SPM enable you to customize the terminology, or set the language of Security Policy Manager administration and user console interface elements, including for reports, notifications and error messages. Four languages are provided in SPM upon installation: American English, British English, Japanese, and Canadian French,.

Any languages customized or created are accessible to all SPM users in your organization. Regional variants are also accommodated.

  • Customizing terminology (of default languages)
  • Modifying language JSON files
  • Adding a new language
  • Setting the language of SPM
  • Language packs customized in pre-10.x versions of SPM
  • Reverting a customized language to default
  • Deleting an added language

Customizing terminology (of default languages)

Custom terms can be used to rename SPM components or user types, to reflect the terminology used in your organization. For example, you can rename "Client" to "Business Area", "Matter" to "Project", and so on.

Each of the default languages (American English, British English and Japanese) has an associated language JSON file which you can download and modify as required:

  • en-US.json
  • en-GB.json
  • ja.json 
  • fr-CA.json

Customizing a language for the first time

  1. Select <Username>> Settings in the upper-right corner of top navigation bar. The Settings page appears.
  2. On the default GENERAL tab, select Language Settings. The Language Settings page appears with the available languages listed.
  3. Select
    on the right of the row of the language that you want to customize.
  4. Select Download. The file for the selected language is downloaded to your specified download folder.
  5. Modify the downloaded file as described in Modifying language JSON files.
  6. On the Language Settings page, select
    on the row of the language that you want to customize.
  7. Select Update. The Update Language File dialog box appears.
  8. Select Choose File.
  9. Navigate to and select the file modified in step 5.
  10. In the Update Language File dialog box, select Save. A success message is displayed.

The updated language is now available in SPM when that language is selected in browser.

NOTE:

If you are updating the language that is currently selected in your browser, you may need to refresh the page for changes to take effect.

Updating a customized language

If you have already customized a default language, you can further update that language customization by downloading and modifying the language JSON file of that language.

  1. Select <Username>> Settings in the upper-right corner of top navigation bar, with <Username> denoting the username of the signed-in user. The Settings page appears.
  2. On the default GENERAL tab, select Language Settings. The Language Settings page appears with the available languages listed.
  3. Select
    on the right of the row of the language that you have customized and want to modify. A drop-down list appears.
  4. Select Download. The JSON file is downloaded to your specified download folder.
  5. Modify the downloaded JSON file as described in Modifying language JSON files.
  6. On the Language Settings page, select
    on the right of the row of the language that you want to update. A drop-down list appears.
  7. Select Update. The Update Language File dialog box appears.
  8. Select Choose File.
  9. Navigate to and select the file modified in step 5.
  10. In the Update Language File dialog box, select Save. A success message is displayed.

The updated language is now available in SPM when that language is selected in browser.

NOTE:

If you are updating the language that is currently selected in your browser, you may need to refresh the page for changes to take effect.

Modifying language JSON files

To customize a default language or add a new language, you must modify a downloaded language JSON file.

  1. Open the downloaded language JSON pack file with a suitable editing program.
  2. Edit the terminology (string) values as required, ensuring to consider the format (as described in Format of terminology strings in language JSON files).

  3. When all required values are modified, save the JSON file.

    NOTE:

    The name that the file is saved with is not important: the language ID is specified separately when the file is added to SPM.

Format of terminology strings in language JSON files

Modified language JSON files must have the correct syntax, otherwise they cannot be added (or updated).

When editing terminology strings, ensure that the format of standard strings and proprietary strings is preserved.

NOTE:

If a JSON file has invalid syntax and you try to add or update a language with that file, an error message is displayed and the file is not added.

  • Strings in standard format
  • Strings in proprietary format
Strings in standard format

The downloaded JSON files generally contain items in the format:

"KEY": "value with a single {{TOKEN}}"

You must edit the string value only, not the KEY or the TOKEN. 

IMPORTANT:

KEY and TOKEN are system variables and must not be modified.

Strings in proprietary format

The JSON files also contain a number of strings in proprietary format. These strings can be identified by the presence of angle brackets, " < " and " > ", enclosed by square brackets, " [ " and " ] ".

Proprietary format strings should be modified with care to ensure preservation of syntax.

Deferral to default language

When a valid language JSON is uploaded to SPM, any strings in the JSON file which are not modified or for which the value is inadvertently removed, are:

  • for a non-default language that is being added for the first time, resolved to the corresponding default en-US values.
  • for a non-default language that has already been added, resolved to the corresponding values of the target, existing language.
  • for a customized version of one of the default languages, resolved to the corresponding default en-US, en-GB or ja values, as applicable.

Adding a new language

You can add a new language to SPM, to localize Security Policy Manager administration and user console interface elements, as well as error messages and notifications.

  1. Select <Username>> Settings in the upper right of top navigation bar, with <Username> denoting the username of the signed-in user. The Settings page appears.
  2. On the default GENERAL tab, select Language Settings. The Language Settings page appears with the available languages listed.
  3. Select
    on the right of the row of the language that you want to download the JSON for. A drop-down list appears.
  4. Select Download. The JSON file is downloaded to your specified download folder.
  5. Modify the downloaded JSON file as described in Modifying language JSON files.
  6. Select +New Language.The New Language dialog box appears.

  7. In Language ID, enter the IETF BCP 47 language code for the new language—for example de-CH for Swiss German.

  8. Select Choose File.
  9. Navigate to and select the file modified in step 5.
  10. In the New Language dialog box, select OK. A success message is displayed.

The updated language is now available in SPM when that language is selected in browser. You can also add new terms to languages that you have already customized. See Adding new terms to a customized language.

Setting the language of SPM

Setting the language of SPM Administration or User Console

Customized terminologies or languages of the SPM admin or user consoles are applied in accordance with the locale or language settings of the browser used to access that SPM console.

Handling of regional variants

If a main (non-regional) language is added to SPM, and a regional variant is selected in the browser, SPM applies the main language. For example, if de (German) is added to SPM as the only German language, when a regional variant such as Swiss German (de-CH) is selected in the browser, SPM displays in German (de) language.

Language packs customized in pre-10.x versions of SPM

In pre-10.x versions of SPM, language customization was possible by modifying the language pack JSON files in the language-pack folder of the SPM installation package. However, files that were previously modified are still supported. For more information, refer to the Localizing or customizing terminology of iManage Security Policy Manager section in iManage Security Policy Manager Installation Guide.

Reverting a customized language to default

To undo any changes made to a default language, you can revert it to default.

NOTE:

This operation is irreversible.

  1. Select <Username>> Settings in the upper right of top navigation bar, with <Username> denoting the username of the signed-in user. The Settings page appears.
  2. On the default GENERAL tab, select Language Settings. The Language Settings page appears with the available languages listed.
  3. Select
    on the right of the row of the language that you want to revert to default. A drop-down list appears.
  4. Select Revert to Default. A confirmation dialog box is displayed.
  5. Select Yes to confirm. A success message is displayed. The selected language is reset to default values.

NOTE:

If you are reverting the language that is currently selected in your browser as the default, you may need to refresh the page for changes to take effect.

Deleting an added language

You can delete any language that is added, if required. Doing so makes that language unavailable to all users in SPM. Default languages en-US, en-GB and ja cannot be deleted.

NOTE:

This operation is irreversible.

  1. Select <Username>> Settings in the upper right of top navigation bar, with <Username> denoting the username of the signed-in user. The Settings page appears.
  2. Under the default GENERAL tab, select Language Settings. The Language Settings page displays, with available languages listed.
  3. Select
    on the right of the row of the language that you want to delete. A drop-down list appears.
  4. Select Delete. A confirmation dialog box is displayed.
  5. Select Yes to confirm. A success message is displayed. The selected language is deleted and is no longer available to users in SPM.

ID Settings

  • Unique IDs
  • ID Generation

Unique IDs

If the matters in your organization are uniquely identified, you can enable the Matter IDs are unique across all Clients setting by selecting the check box for it.

This enables:

  • quick navigation to matters, by entry of their matter ID (that is, without requiring Client ID prefix)
  • ability for users to request access to matters by entry of their matter ID in the request (without requiring Client ID prefix)
  • entry of matter ID only, to specify a matter in global Reports

ID Generation

Cases, collections, client groups, holds and opposing team sets in iManage Security Policy Manager each require a unique identifier. Unique IDs for these items, which are typically only applicable within SPM, can be generated automatically for ease of administration. The prefix and digit length of the Automatic IDs can be configured as required.

Automatic ID generation is enabled by default in new installations, but requires enablement if you have upgraded from SPM 10.0.0.x or earlier.

Enabling or configuring automatic ID Generation

The procedure for enabling and configuring automatic ID generation for opposing team sets, client groups, collections, cases, and holds, is the same.

  1. Select <Username> > Settings in the upper right of top navigation bar, with <Username> denoting the username of the signed-in user. The Settings page appears.
  2. On the default GENERAL tab, select the ID Settings sub-tab.
  3. To enable auto-generation for an item (opposing team set, client group, collection, case, or hold) ID, move the slider to the right (
    ).
  4. To configure the format of the auto-generated ID:
    1. Edit the ID prefix field as required with up to five letters.
    2. Select the Number of digits required for the numerical section of the ID.
    A sample ID is displayed.
  5. If you want users to be able to specify or edit the IDs of an item, select Allow users to specify ID for that item.
  6. Select Save.

Advanced Settings

  • Maintenance Mode
    • Enabling and configuring Maintenance Mode and Maintenance Mode notifications
    • Editing, disabling or cancelling Maintenance Mode
  • Features
  • Authorization

Maintenance Mode

The Advanced Settings page provides access to Maintenance Mode, which enables you to boost import speed during Generic Migration by pausing background tasks. You can turn Maintenance Mode on or off, schedule it, enable or disable notifications (to users on the Alerts recipients list, if Maintenance Mode has been on for a specified length of time), and configure the length of time for which Maintenance Mode can be on before such notification is sent.

NOTE:

The background tasks that are paused in Maintenance Mode include notifications, and policy updates to agents.

For more information about Generic Migration, refer to iManage Security Policy Manager - Generic Migration.

When Maintenance Mode is enabled, Maintenance Mode Enabled displays in the lower-left corner of the Administration Console.
Figure: Maintenance Mode Enabled

Enabling and configuring Maintenance Mode and Maintenance Mode notifications

Maintenance mode is disabled by default. To enable Maintenance Mode:

  1. Select <Username> > Settings in the upper right of top navigation bar, with <Username> denoting the username of the logged-in user. The Settings page appears.
  2. On the default GENERAL tab, select the Advanced Settings sub-tab.
  3. In the Maintenance Mode pane, select Edit.
  4. In the Edit Maintenance Mode dialog box, use the date and time selection tools to specify the start and/or end date and time for Maintenance Mode to be enabled. The default Start Date is the current time in the time zone of the user and the default End Date is No End Date.
  5. You have the option to turn on notifications which will be sent, to users on the Alerts recipients list, if maintenance mode runs for longer than a specified time:
    1. To turn on maintenance mode notifications, select the check box next to "Notify if Maintenance Mode has been enabled for more than __ hours", where "__" is the text field for number of hours.

    2. To specify the time period that maintenance mode needs to be on before such a notification is sent, select the number of hours using the selection arrows, or by entering text in the number of hours field. The minimum number of hours that can be entered is 1.

      NOTE:

      Maintenance mode notifications can be edited by modifying the maintenance mode notification template. For more information about how to do this, refer to the Templates - Notifications section in iManage Security Policy Manager Installation Guide.

      NOTE:

      If there are no users specified in the Alerts recipients list, notifications are not sent; however, the running of maintenance mode beyond the allowed time is logged, at the warn level.

  6. After you have configured the schedule and notifications as required, select Yes.

When Maintenance Mode is enabled the Maintenance Mode Enabled icon displays in the administration console. If you have scheduled maintenance mode to run on a future date, the planned schedule is displayed in the maintenance mode pane.

NOTE:

Whether stopped on a schedule manually, maintenance mode is fully disabled only when the associated background tasks have finished processing. Depending on the system environment, this may not be instantaneous. In such cases:

  • "Maintenance Mode is in the process of being disabled" is displayed in the Maintenance Mode pane; when maintenance mode is fully disabled, the pane reverts to its default state of "Maintenance Mode is disabled".
  • the Maintenance Mode Enabled icon on the left navigation bar changes to read "Maintenance Mode is in the process of being disabled": 

    • When maintenance mode is fully disabled, the icon disappears.

Editing, disabling or cancelling Maintenance Mode

When maintenance mode is on, or scheduled to run at a future date, you can (as applicable):

  • Disable Maintenance Mode
  • Add End Date
  • Edit End Date
  • Edit Schedule
  • Cancel Schedule
Disable Maintenance Mode

When maintenance mode is running, you can manually disable maintenance mode regardless of whether an end date is present.

  1. In the Maintenance Mode pane, select Add Disable Maintenance Mode. A confirmation dialog appears.
  2. Select Yes.

NOTE:

Maintenance mode disablement is only complete when associated background tasks have finished processing. Depending on system environment, this may not be instantaneous. In such cases:

  • "Maintenance Mode is in the process of being disabled" is displayed in the Maintenance Mode pane; when maintenance mode is fully disabled, the pane reverts to its default state of "Maintenance Mode is disabled".
  • the Maintenance Mode Enabled icon on the left navigation bar changes to read ""Maintenance Mode is in the process of being disabled":

    • When maintenance mode is fully disabled, the icon disappears.
Add End Date

When maintenance mode is running and no end date is specified, you can add an end date:

  1. In the Maintenance Mode pane, select Add End Date.

    NOTE:

    You can also access the Maintenance Mode pane by selecting the Maintenance Mode Enabled icon in the lower-left corner of the SPM Administration Console.

  2. Use the date and time selection tools to specify an end date.
  3. Select Yes.
Edit End Date

When maintenance mode is running and an end date is specified, you can edit (or remove) the end date:

  1. In the Maintenance Mode pane, select Edit End Date.

    NOTE:

    You can also access the Maintenance Mode pane by selecting the Maintenance Mode Enabled icon in the lower-left corner of the SPM Administration Console.

  2. Use the date and time selection tools to edit (or use the 'X' to remove) the end date.
  3. Select Yes.
Edit Schedule

When maintenance mode is scheduled, you can modify the schedule as required:

  1. In the Maintenance Mode pane, select Edit Schedule.
  2. Use the date and time selection tools to edit start and/or end dates.
  3. Select Yes.
Cancel Schedule

When maintenance mode is scheduled, you can cancel the schedule:

  1. In the Maintenance Mode pane, select Cancel Schedule. A warning message appears.
  2. Select Yes.

Features

Download Detailed Report

The legacy Download Detailed Report option in asset tabs, and the legacy Detailed Asset Report global report, are disabled (

) by default.

Note that the functionality of these reports is superseded by the Advanced Report Download option available for each asset type.

If, however, you want to enable these reports:

  1. Move the slider next to Display ‘Download Detailed Report’ in the Reports list for Clients and Matters., to the right (
    ).
  2. Select Save.

'Request Access for Others' offers 'Bulk Add Members'

Users can request access to matters on behalf of multiple users. This allows, for example, a designated team member to request access to a matter on behalf of their team. The default method for entering those users is a by a semicolon-separated list.

This setting is enabled by default and we recommend it is kept at the default value.

For more information about how users can access requests for others, see Requesting access to a matter section in iManage Security Policy Manager User Guide.

By default, SPM provides an option to remove staff members from assets without adding them as historical users. This option is designed to rectify occurrences when staff members have been incorrectly added to a team, subsequently preventing them from staffing opposing matters that may impact the asset.

However, if your organization does not want to make this option available, you can disable it with this setting. To do so:

  1. Move the slider next to Enable 'Add to Historical Users' option when removing members from staffing, to the left (
    ).
  2. Select Save.

Select this option to show all conflicts, acknowledged or not, for a user on the Exclusions page of SPM User Console.

This setting is disabled by default. To enable this setting:

  1. Move the slider next to Show all Exclusions in User Console, to the right (
    ).
  2. Select Save.

For more information on the Exclusions page in SPM user console, refer to Viewing and acknowledging exclusions in iManage Security Policy Manager User Guide.

Select this option that enables administrators to require final approval (verification) of acknowledgements, before users are allowed to access content. You can do this when creating or editing notification events.

This feature can be used, for example, by centralized risk team members to confirm that an attorney has met all of their obligations, such as watching a video, reading a security memo or "wet signing" an acknowledgement form, prior to being approved to access content. Enabling this feature prevents users from verifying acknowledgements on their own behalf, helping ensure that the expectations of government clients are met.

This setting is disabled by default. 

NOTE:

If this setting is enabled, it cannot subsequently be disabled.

To enable this setting:

  1. Move the slider next to Enable 'Acknowledgement Verify' required for access., to the right (
    ). A confirmation message displays to advise that when enabled, the setting cannot be disabled.
  2. To confirm enablement, select Yes.
  3. Select Save.

For more information on the corresponding page in user console, refer to Viewing and acknowledging conflicts in iManage Security Policy Manager User Guide.

Authorization

NOTE:

This setting is only visible, and applicable, if you are connecting to iManage Work at cloudimanage.com. If you do not see this setting, you do not need to take any action in this regard.

The Authorization setting enables you to authenticate with iManage Security Policy Manager in the Cloud.

You need to authorize when:

  • you first use iManage iManage Security Policy Manager. Authorize iManage Security Policy Manager to enable local users to access iManage Security Policy Manager, and to enable scheduled imports from iManage Work.
  • you first use, or in any way subsequently change or reconfigure, the Custom Subdomain feature that was introduced as a Control Center Upcoming Feature (in the January 2023 Service Update for iManage Work at cloudimanage.com).

The authorization process is different on first authorization and subsequent authorizations.

To authorize for the first time:

  1. Select Authorize. An iManage Cloud sign-in page appears.
  2. Enter your iManage Work email address.
  3. Select Continue.
  4. Enter your iManage Work password.
  5. Select Sign in. You are redirected back to SPM administration console, where an Authorization in Progress page will display temporarily. When this is complete, you are returned to the Advanced Settings page. The setting now states that SPM is authorized, along with the username of the authorizing user, and the authorization date. Authorization is complete, enabling user login to SPM, and scheduled imports from iManage Work at cloudimanage.com.

Subsequent authorizations:

  • Select Authorize.
    Authorization is complete and the panel displays the date of the most recent authorization.

    NOTE:

    On subsequent authorizations, the button changes its label to "Re-authorize". The process to authorize remains the same,