Locations identify where (matter) content is present within a file system, Microsoft® SharePoint or Microsoft® Teams. This location information can be used by a relevant agent to protect content in such systems.

You can add multiple location root paths and location templates in SPM. A location root path represents either a UNC share (Filesystem), a HTTP URL (Sharepoint) or a Teams tenant ID (Teams). A location template provides tokenized global configuration to discover where client and matter content resides.

IMPORTANT:

Any root paths added here must match those included in the CFG file of the corresponding agent (FileSystem, Sharepoint, Teams). If you do not manually add the root paths here before connecting an agent, the agent will populate the root paths automatically based on the relevant values in the CFG (FileSystem, Sharepoint, Teams). You may want to add root paths manually, before connecting an agent, to configure locations as required, before connecting the agent and applying security.

Location Templates can be refined on a per-matter basis by (local) Administrators and Conflicts Administrators.

If required, for Microsoft® Teams locations, you can configure the exclusion of specific domains from security policy processing, for example to prevent the exclusion of users from a particular firm. You can do this by adding External domains and then specifying whether to allow/ignore users on those domains, using the Allow External Team Members checkbox on a per location and per asset basis, providing additional flexibility when collaborating with external users.
Global domains locations can be set to allow users from external domains, and this can be overridden at the matter level. Matter-level locations can also be set to allow users from external domains. The information about creating external domains, and setting global locations for Microsoft® Teams, is in this section. For information about setting matter-level locations, see Updating locations.

This section provides detailed information on the following:

Location Root Paths

Location root paths can only be administered from this page. Matter-specific location paths can be set from the respective matters based on these root paths.

Adding a Location Root Path

NOTE:

You cannot add a location template unless there is at least one root path set in the system.

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

  2. Select Locations > Location Root Paths tab. The list of root paths in SPM are displayed.

  3. Select New Root Path. The Create New Root Path dialog appears.

  4. Select the type of system for the root path:
    1. Filesystem
      or
    2. SharePoint
      or

    3. Teams.

  5. Enter the root path in UNC format (Windows Filesystem), HTTP URL (Sharepoint), or Teams tenant ID (Teams).

    • For Teams, the only root paths you can add are the Tenant IDs of your Teams deployments. These are alphanumeric GUIDs with dash '-' separators.

    • If the root path already exists, the following error message is displayed, "A path with that value already exists."

      NOTE:

      Example of UNC Format: \\10.8.11.9\sample\rootpath\
      Example of HTTP URL format: https://mysharepoint.com/
      Example of Teams GUID (tenant id) format: 3ep65423-77dd-4894-989e-c6055a39ffec

  2. Enter any relevant description in the Notes field. 

    NOTE:

    If you select the Add Another Path check box, and then select OK, the path is added to the location root paths list and the Create New Root Path dialog box remains on the screen and is reset. You can now add details of another root path to be added to the list. 

    If this check box is cleared, and then you select OK, then the system navigates you to the Settings > Locations > Location Root Paths tab. To add another root path to the list, select New Root Path.

  3. Select OK. The location root path is added and listed in the Location root paths page. 

Updating a Location Root Path

TIP:

To update the root path used by an agent that is already connected to iManage SPM, you need to modify the agent's configuration (CFG) file—that is, editing the root path from iManage SPM Administration Console does not edit the root path sought by the agent, after it is connected.

To ensure users do not misunderstand that editing a root path in the user interface would subsequently update the root path used by the agent, the root path field is non-editable. You can edit the notes for a rootpath, or change the system type. These actions are described below.

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

  2. Select Locations > Location Root Paths tab. The list of root paths in SPM are displayed. 

    NOTE:

    You have the option to filter the list by root path.
  3. To edit the details of a root path:
    1. Select the check box next to the root path or select the row of a root path, then select Edit. 
      Alternatively,
      Select
      corresponding to the root path, then select Edit.
      The Edit root path dialog appears.
    2. In the Edit root path dialog, edit the System Type, or the Notes. You can make the necessary changes and then select OK.

Deleting a Location Root Path

You cannot delete a location root path that is in use by a location template or a matter specific location.  

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

  2. Select Locations > Location Root Paths tab. The list of root paths in SPM are displayed. 

    NOTE:

    You have the option to filter the list by root path.

  3. To delete a root path from the system, select the check box next to the root path or select the row of a root path, then select Remove Selected.  

    Alternatively, 
    Select

    corresponding to the root path, then select Delete. Confirm your action and the root path is deleted from the system.

Location Templates

Location templates are global and are enabled for all matters.  On a per-matter basis, global templates can be disabled and matter specific locations can be configured. 

Adding a Location Template

NOTE:

You cannot add a location template if there is no configured location root path.

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

  2. Select Locations > Location Templates tab. The list of location templates in SPM, if they exist, are displayed. 

    NOTE:

    You have the option to filter the list by templates.

  3. Select New Template. The Create new template dialog box appears.

  4. Select the System Type from the dropdown:
    1. Filesystem
    2. Sharepoint or
    3. Teams
  5. Select the required root path from the Location Path drop-down menu.
  6. There are several options for adding a location path.

    1. If you are configuring a location for Teams, you can:

      1. Use a global location that can match teams prefixed with the client and matter name, or a pattern starting with client and matter name.

        1. In Team Name Pattern, select

          . A dropdown menu appears from where you can select clientId and matterId.

        2. Using the dropdown options in

          , and text entry, enter your team name (global location) in accordance with the global naming policy described in Mapping Teams locations in SPM section of iManage Teams Agent Installation Guide. The Preview of Team Name Pattern displays the team name pattern specified. 

          • For example: For teams with teams names such as "Ajuba_001.Matter001.1" and "Ajuba_001.Matter001.2", for matter "Ajuba_001.Matter001" (that is, matter "Matter001" under client "Ajuba_001"), enter clientId.matterId (using a "." as separator, per the team name)

          NOTE:

          Team Name is the default attribute in Teams that SPM Team Name, Client ID, or Matter ID, as applicable, matches to: however, it is possible that your organization has configured the iManage Teams agent to match an alternative attribute. For more information, see Installation section of iManage Teams Agent Installation Guide.

          NOTE:

          SPM also supports individual matter locations in Teams. Matter-specific location paths can be set from the respective matters. For more information, see Matter-specific location paths.

      2. Add a specific global location for clients or matters.

        1. In Team Name Pattern, select

          . A dropdown menu appears from where you can select clientId and matterId.

        2. Using the dropdown options in

          , and text entry, enter your team name (global location) in accordance with the global naming policy described in Mapping Teams locations in SPM section of iManage Teams Agent Installation Guide. The Preview of Team Name Pattern displays the team name pattern specified.

          NOTE:

          Team Name is the default attribute in Teams that SPM Team Name, Client ID, or Matter ID, as applicable, matches to: however, it is possible that your organization has configured the iManage Teams agent to match an alternative attribute. For more information, see Installation section of iManage Teams Agent Installation Guide.

        3. Select the Exact Match checkbox. When this is selected, security is applied only to teams which exactly match the Team Name (pattern) specified.

      3. Allow users from specified external domains on this location. To do so, select the Allow External Team Members checkbox.

        NOTE:

        Selecting this checkbox allows external domain users for this location. However, this (global) setting can be overridden at an individual matter level. That is, if the the Allow External Team Members checkbox is deselected for a matter, external domain users will be subject to policy processing for that matter. For information about setting matter-level locations, see Updating locations.


    2. For Filesystem or Sharepoint, you can extend the location path to the exact directory where the matters will be located. In the Path to location field, select

      and select the path variables (tokens) from the displayed list.

      NOTE:

      The Preview of Location field displays the complete location path selected.

  7. Optionally enter any relevant description in the Notes field. 

  8. Select OK. The location template is added and listed in the Location templates page. 

Updating a Location Template

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

  2. Select Locations > Location Templates tab. The list of location templates in SPM are displayed. 

    NOTE:

    You have the option to filter the list by templates.

  3. To edit the details of a location template, select the check box next to the locations template or select the row of a location template, then select Edit. 
    Alternatively,
    Select

    corresponding to the location template, then select Edit. The Edit location dialog box appears. You can make the necessary changes to the editable fields, and then select OK.

Deleting a Location Template

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

  2. Select Locations > Location Templates tab. The list of location templates in SPM are displayed. 

    NOTE:

    You have the option to filter the list by templates.

  3. To delete a location template from the system, select the check box next to the location template or select the row of a location template, then select Remove Selected.  

    Alternatively, 
    Select

    corresponding to the location template, then select Delete. Confirm your action and the location template is deleted from the system.

External domains

NOTE:

External domains only apply to Microsoft® Teams locations.

If required, for Microsoft® Teams locations, you can configure the exclusion of specific "external domains" for security policy processing, for example to prevent the exclusion of users from a particular firm. You can subsequently specifying whether to allow/ignore users on those domains, using the Allow External Team Members checkbox, on a per location and per asset basis, providing additional flexibility when collaborating with external users. Global domains locations can be set to allow users from external domains, and this can, in turn, be overridden at the matter level. Matter-level locations can also be set to allow users from external domains. For information about setting matter-level locations, see Updating locations.

Adding an external domain

  1. Select <User name> > Settings. The Settings page appears.

  2. Select Locations > External Domains tab. Any external domains in SPM, are displayed in a list.

  3. Select +New External Domain.
  4. Enter the Domain Name.
  5. Optionally add Notes about this domain.
  6. Select OK. A success message is displayed. The new external domain is displayed in the external domains list.

See also Location templates for information about how to allow/ignore users on these domains.

Updating an external domain

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

  2. Select Locations > Location Templates tab. The list of location templates in SPM are displayed.

  3. To edit the details of an external domain, select the checkbox next to the domain in the list, or select the row of a location template, then select Edit. 
    Alternatively,
    Select
    in the row of the required external domain, then select Edit. The Edit External Domain dialog box appears. You can make the necessary changes to the editable fields.
  4. Select OK. A success message is displayed. 

Deleting an external domain

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

  2. Select Locations > External Domains tab.The external domains tab is displayed.

  3. To remove an external domain, select the checkbox next to the domain in the list, or select the row of a location template, then select Edit. 
    Alternatively,
    Select
    in the row of the required external domain, then select Remove. The Remove External Domain dialog box appears.
  4. Select OK. A success message is displayed.