Filing an email

  1. Select an email, meeting request, or assigned task in Microsoft Outlook, and select File > Browse and File in the iManage Work group or the email right-click menu. Alternatively, select the Browse and File button on the Email Management task pane.

  2. Select a location on the server that you are currently connected to or on the iManage Work Servers that you recently connected to from the Suggested Locations or Recent Locations list, and select File. The email is filed to the selected location.

    Searching for the desired filing location:

    • Type the name of a workspace in the search bar to search for a destination workspace and press Enter.


      The search field remains enabled and active when you search for filing locations in the Select Filing Location (when you file and send emails), or the Select Location(s) (when you browse for the filing location) dialog boxes.

      The default value for the SearchInterval option, which is used to set the interval (in milliseconds) for automatically searching the workspaces is now set to 1000 milliseconds. This means that a search is performed as soon as one second elapses after you stop typing. For more information, refer to the SearchInterval option in the Options for the Select Filing Location dialog box table in the imEmm.config section in the iManage Work Desktop for Windows Customization Guide.

      To increase accuracy of email suggestions, from version 10.6.0 a suggestion icon and tooltip is now displayed to indicate that alternate filing suggestions are available when you select a filing location for filing emails.

      Figure: Suggestion icon and tooltip

      Select a workspace in the search results, expand the node, and select a folder in the workspace. Alternatively, select Search for Workspacesimages/download/thumbnails/129996424/SearchFolder.png and select Search for Folders. Type the name of a folder in the search bar, and select the desired folder.

    • To search for workspaces and folders in a particular database or all databases available in your organization, select Search for Foldersimages/download/thumbnails/129996424/SearchForFolders.png or Search for Workspacesimages/download/thumbnails/129996424/SearchFolder.png , point to the Databases option, and select the required database.

    • You can search for workspaces and folders in a particular database or all databases available in your organization for filing emails to your desired location. This targeted search can be useful when a search term may yield a large amount of results and therefore you want to limit or focus the search and the time taken for the search. Select the search icon on the Browse and File or Select Filing Locations dialog boxes, point to the Databases option, and select the required database.


      From 10.2.1 onwards:

      • In the Select Filing Location and Browse and File dialog boxes, use the CTRL+A keyboard shortcut to select all the text in the search results when the focus is in the search list.

      • Search results are sorted by relevance. You can sort the results further in ascending or descending order of location name or client-matter by selecting the headers for these columns.


      The ShowClientMatter and ShowClientMatterDescription options are deprecated from 10.2.6 and WorkspaceView option is introduced instead.

      Using the WorkspaceView option, administrators can define which of the following column headings should appear in the Send and File dialog box, Browse and File dialog box, and the filing dialog box in the iManage Work toolbar by default:

      • Custom 1-12 Alias

      • Custom 1-12 description

      • Custom 29/30 Alias & description

      • Custom String fields: 13-16

      • Custom Long fields: 17-20

      • Custom date fields: 21-24

      • Custom Boolean fields: 25-29

      • Subclass - description and value

      • Default Security

      For more information on how to set default column headings, refer to the imEMM.config section in iManage Work Desktop for Windows Customization Guide.


      From 10.2.6 onwards, you can perform the following actions on the Send and File dialog box, Browse and File dialog box, and the filing dialog box in the iManage Work toolbar:

      • Add or remove columns headings using the cog icon(images/download/thumbnails/129996424/gear.png ).

      • Right-click any existing column to add or remove the default column headings configured by your administrator.

      • Rearrange columns using drag and drop.

      • Sort search results in ascending or descending order by selecting the column headers.

      By default, you will see the following fields on your workspace suggestion:

      • Custom 1 Alias

      • Custom 2 Alias

      In addition, you can add the following fields to your workspace suggestion:

      • Custom 1 Description

      • Custom 2 Description

      Changes made will be saved on your machine and will appear in all the three filing dialog boxes and also when filing emails offline.

    • Filing to multiple locations:
      Select the File to multiple locations check box. Double-click the desired location(s), or select each location and then select Add to Filing Locations to add the locations to the Filing Location(s) list. Select File.
      The email is filed to the selected locations. For more information, see Filing an email to multiple locations.

    To select location(s) on the server that you are currently connected to, select Browse. The Select dialog box appears. It is divided into two panes:

    • Left pane: Displays the Recent Folders, Matters, Recent Clients, and My Favorites options.


      In addition to the three options, the Recent Documents option appears in the left pane of the Save and Open dialog boxes when you:

      • Select Save Attachments, select an attachment, and select New Version.

      • Select Insert iManage Attachment on the new email window.

    • Right pane: Displays the contents of the option selected in the left pane. It is further divided into two panes: the list of contents and details of the selected item. Hold down the mouse and drag left or right along images/download/attachments/129996424/ResizeRightPanes.png to adjust the relative width of the two panes.

    A search box is displayed above the two panes. For more information, see Searching for iManage Work items.

  3. Select the desired option in the left pane. The items in the container are displayed in the right pane.

  4. Select any item in the right pane to view its properties, or double-click the item to preview its contents. Repeat the process until you drill down to the folder you want.

  5. (Optional) Use the following options to view/locate the desired iManage Work items in the contents list displayed in the right pane:

    • Select Recent Matters in the left pane. Select the Recent Matters tab to view matters that are recently updated. Recent Matters displays a list of all matters that contain a document or email you have created, opened, viewed, or modified on in the last 30 days. Select the My Work tab to access matters that you have added to iManage Work.

    • Search for the desired documents, folders, matters, or clients in iManage Work. For more information, see Searching for iManage Work items.

    • Select back images/download/attachments/63806846/Back.png , forward images/download/attachments/63806846/forward.png , and one-level up images/download/attachments/63806846/LevelUp.png to navigate through the contents list.

    • Select images/download/thumbnails/129996424/ViewPath.png to view the path of the selected item in iManage Work. For example, the name of the database, client, matter, and folder are displayed as links when you select a folder. Select any link to navigate to the desired location.

    • Select the images/download/thumbnails/129996424/DisplayContents.png toggle button (default setting) to view folder contents. The button changes to images/download/thumbnails/129996424/HideContents.png .

    • View the contents list using the up/down buttons and the scroll bar. The total number of items is displayed on the top of the list.

    • Select the previous and next icons at the end of the contents list to navigate to the desired page. Alternatively, select the desired page number. Also displayed is the number of items out of the total items that are listed on the current page. For example, the following figure shows that page 2 lists 51 to 99 items out of the total 99 items in the content list.
      Figure: Pagination

    • Select Filtersimages/download/thumbnails/129996424/Filters.png to narrow down the contents list based on the desired number of days. The available options are Today, Yesterday, Last 7 days, Last 30 days, Last 6 months, Date Range, and All. Select Done to apply the filter and close the filtering pane. For more information, see Using filters.

    • Select Hide Details images/download/thumbnails/129996424/HideDetails.png to close the pane that contains the Properties, Preview, Versions (displayed only for documents), and Attachments (displayed only for emails with attachments) tabs, which display information about the item selected in the contents list (default setting). The button changes to Show Details images/download/thumbnails/129996424/ShowDetails.png .

  6. Choose Select. The email is filed to the selected folder in iManage Work and the filed icon is displayed. For more information, see Filing status icons.
    You can view the filing details using the Filing Details pane or the filing details columns in the email grid.