ACCESS TO SOFTWARE DOWNLOADS: The NetDocuments Service has a number of downloads, which are generally installed or used by Administrators. These are programs like the Applications integrations macros for Word, etc, Import utilities, Local Document Service software, and the APIs. These programs can be DOWNLOADED HERE. This link is also available from the main Help menu.
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About Cabinets |
Cabinets can be created by Cabinet
Administrators and by others who have been delegated the authority to create
Cabinets. Only Repository Administrators can delegate authority to create
Cabinets. This is done by creating a Security Group at the Repository
level and designating that group as people who can create Cabinets. For
any user who belongs to that group, an Add Cabinet option appears on the Browse
Cabinet page.
Cabinet Name, Logo and Description
The Cabinet name and logo are the identities of your organization's Cabinet.
Both the name and logo can be changed at any time by a Cabinet Administrator.
If a Repository logo has been loaded
previously by the Repository Administrator, the Cabinet Administrator can
select to display the default repository logo by simply checking
Display cabinet logo. If the Cabinet will be used for such
purposes as a client extranet, your firm may wish to upload a logo specific to
the Cabinet. A Cabinet logo appears throughout all folder navigation pages
of the Cabinet.
The Cabinet Description is a text
that appears at the top of the Cabinet Page. It is created and managed by
the Cabinet Administrator and is visible for all users who have access to the
Cabinet. It could be used as a description of the cabinet or instructions
to users on how to use the cabinet or what types of documents to put in the
cabinet or its purpose. Any URLs, email addresses, or UNC paths entered
will become clickable links. You have to include the http:// unless it
starts with www. UNC Paths will not work properly if they contain a space.
The Indexing Prompt refers to whether the documents in the cabinet include
Full-Text indexing and searching or just Profile indexing and searching.
A cabinet cannot be changed, once that option is
selected.
Calculating Cabinet Storage and Archival Cabinets
Calculate Cabinet Storage -
Under
Cabinet Information, click on
Calculate Cabinet Storage to display all
storage capacity used in the Cabinet. NetDocuments also tracks this amount
for billing purposes. [This function may not work for larger cabinets.
If it fails, please contact NetDocuments Support to obtain the information.]
Archiving a Cabinet - This feature
provides non-rewriteable, non-erasable storage location as required by SEC rule
17a-4.
1. The administrator can define a new cabinet as editable or archival.
The default is Editable.
2. When the Cabinet Administration page is viewed for an existing archival cabinet, the cabinet’s storage type is displayed in read-only format.
The Archive documents link is not displayed in an archival cabinet.
3. When an existing cabinet’s storage type is changed from Editable to Archival and the user clicks the Submit button, an on-page dialog displays with an entry field, OK and Cancel buttons, and the following text:
Confirm conversion of this cabinet to archival storage by typing the word “archive” below and clicking the OK button. This will make all documents in the cabinet non-editable and non-deletable except via the repository’s document retention policies.
If the Administrator enters “archive” (case-insensitive) into the entry field and clicks OK the changes are saved to the cabinet configuration including the storage type change. This confirmation procedure is not necessary when a new cabinet is designated as an archival cabinet.
4. Documents
in archival cabinets cannot be edited regardless of their ACLs. When opened,
they open in read-only mode in the application. Places that display the reasons
a document is read only (such as the Info dialog) will indicate that the
document is read only because it has been archived (similar to archived
documents in regular cabinets).
5. Documents
in Archival cabinets cannot be checked out, renamed, moved to another cabinet,
moved to a NetBinder, or moved from a NetBinder, even by cabinet
administrators. They cannot appear as the source or destination for an Append
Versions operation. They cannot have versions added or removed, and the
official version cannot be changed. They cannot be deleted except via
repository document retention policies. These restrictions do not apply
to folders and categories in archival cabinets, except that a non-empty folder
cannot be deleted with its content.
6. When
editing profiles of existing documents in archival cabinets, notes-type fields
are editable by anyone with E rights. Other fields can be modified if they are
empty but not if they already contain a value. During the process of importing
or creating a new document profile values inherited from folders or profile
templates can be changed.
7. Documents
in archival cabinets can have their ACLs and links changed.
8. When an
archival cabinet is listed in the navigation pane it appears with a special
cabinet graphic (
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Deleting a
Cabinet
Under Cabinet Information, click on
Delete this Cabinet to delete the Cabinet you are currently
accessing.
Cabinet Security and Access
Access to a Cabinet is granted through one or more internal or external User Groups
as setup by the Repository Administrator. A
Repository Administrator adds internal or
external users
and assigns each to one or more User Groups.
Cabinet Administrators assign
User Groups to the Cabinet and, when given rights by the Repository
Administrator, can also create cabinet level external groups and add external
users to those group. A Cabinet Administrator cannot add Internal users.
Rights can be given to individuals only through a group. In other words, if a single
internal user needs access to the Cabinet with specific default rights, he or she will
need to be added as a Repository member and assigned to a User Group by the
Repository Administrator. If an external person is to be given rights to a
cabinet, an external group has to be created with that user as a member by
either the Cabinet Administrator or the Repository Administrator. (Using the Shift key, you can select multiple
groups at one time.)
There are six levels of security in a Cabinet:
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View, Edit, Share, Administer (VESA) A group with VESA rights can view, edit, share, and delete documents and other items in the Cabinet. By default, unless your cabinet is using Profile-based security or folder rights inheritance, any document or item added to the Cabinet can be seen, edited and deleted by a User Group member with VESA rights. |
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View, Edit, Share (VES) A group with VES rights can view, edit, and share documents and items in the Cabinet, but cannot delete documents or items added by others. By default, unless your cabinet is using Profile-based security or folder rights inheritance, any document or item added to the Cabinet by others can be seen, edited and shared by a User Group member with VES rights. |
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View, Edit (VE) A group with VE rights can view and edit documents or items in the Cabinet, but cannot share or delete documents or items added by others. By default, unless your cabinet is using Profile-based security or folder rights inheritance, any document or item added to the Cabinet by others can be seen and edited by a User Group member with VE rights. However, these members cannot view the history log of any document created by someone else. NOTE: If a user has VE rights to a folder, it means that the user can Add documents to the folder. |
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View, Share (VS) A group with VS rights can view and share documents and other items in the Cabinet, but cannot edit or delete documents or other items added by others. By default, unless your cabinet is using Profile-based security or folder rights inheritance, any document or item added to the Cabinet by others can be viewed and shared by a User Group member with VS rights. However, these members cannot view the history log of any document created by someone else. |
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View (V) A group with V rights can View documents or other items in the Cabinet. By default, unless your cabinet is using Profile-based security or folder rights inheritance, any document or item added to the Cabinet by others can be Viewed by a User Group member with V rights. NOTE: If a user has V rights to a Folder, it means that the user cannot add documents into the folder. |
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No Default Access A group with No Default Access will have access to the Cabinet and a user in that group can add documents and other items to the Cabinet, unless your cabinet is using Profile-based security or folder rights inheritance. The user or group will not see any documents or other items such as folders created by others unless they have been given explicit rights them. Normally this is the access given to any External Group. Allow External Users to Create Documents External users are allowed to create documents in this cabinet. All users who have access to a Cabinet, have the right and ability to add
documents to the cabinet. Even if you have given a group "No Default
Access" to the cabinet or View Only rights to the Cabinet, members of that
group can still add documents to the Cabinet. If you leave the
box shown above unchecked, then External Users will NOT be able to create
documents in the cabinet regardless of what default rights they have been
given to the cabinet. When the "folder access rights inheritance" flag is checked and a new document (item) is created in or imported into a folder, the access list of the new item is set to match the access list of the folder plus the creator is also granted VESA rights. Cabinet default security is ignored in this case. Note that if profile-based security is enabled and the user subsequently fills out a profile for the new item, the access list may be changed so that it no longer matches the folder access list. This takes place whether the item is created through the web interface or through Web Folders. When the "folder access rights inheritance" flag is checked, existing documents (items) can only be filed by users who have A rights to those items. When filing into a folder, the access lists of the documents (items) are changed to match the access list of the folder plus the creator's rights remain as is. This takes place whether the item is filed through the web interface, WebFolders or the SOAP API. When the "folder access rights inheritance" flag is checked for a cabinet that already contains documents, the access rights of the existing documents are NOT affected until they are subsequently filed or re-filed into another folder. NetBinder security continues to work as it always has - that is NetBinders are not
affected by the "folder rights inheritance flag". An Administrator can be designated to receive emails notifying the
Administrator whenever a user other than an Internal user is added to a
NetBinder when it is created in the cabinet. Creating Cabinet level External User Groups and External Users After adding the group, you can add
whatever external users you want as members of the group and assign them the
desired rights to the Cabinet. For your information, groups that you
create for the cabinet, do not show up as groups in the Repository
Administration page. External users that you create and add to those
groups, do show up as External Users in the Repository Administration page.
If you remove the Cabinet-level group from the cabinet, the group is
automatically deleted as well as the external users who belonged to that
group. |
Designating Cabinet Administrators
A Cabinet can have one or many administrators. A Repository
Administrator is not always a Cabinet Administrator. Some firms may need
to have other users administer the Cabinet access, particularly if the Cabinet
is client-specific.
Delegating Cabinet Creators
A Repository Administrator can create a User Group with users who have the right
to create cabinets in the Repository. Only one User Group can be designated with
this authority. Users added to this User Group will see an option on the Browse
page to Add Cabinets. A User who has been delegated this authority can
also copy from any other cabinet where they are a cabinet Administrator.
The user will become the Cabinet Administrator of any cabinet created by them in
addition to the Repository Administrators. They can add other
Cabinet Administrators as required. Just like any other cabinet, the
Cabinet Administrator can choose any of the User Groups to have rights to the
cabinet.
NOTE: For repositories with many users,
you are allowed to create an account that is used solely for Administration purposes. It
is permitted per the Terms of Use to use this account by more than one person
for Administration purposes. It is not allowed under the Terms of Use to
use any other user account by more than one person. You should always change
the password when an Administrator leaves the firm or is no longer an
Administrator.
Allow Creation of Shared Top-Level Folders and
Save Local Copies Security
Cabinet Administrators -
Cabinet Administrators must designate a default folder
creation setting in the Cabinet Administration page. By default, everyone with
access to the Cabinet has rights to create top-level "shared"
folders. Shared means that other users in the
Cabinet will be able to see and access these folders.
By setting this ability to
administrators only, all members of the Cabinet can create top-level
individual
folders but NOT top-level shared folders. Top-level
Individual folders are not "shared" and cannot be viewed by anyone else
in the Cabinet. Setting the Cabinet rights to
administrators only will help reduce disorganization in the Cabinet at the top
folder level. Users will still be able to create shared subfolders, just not
top-level folders that others can see. Underneath an Individual Top-level
folder, a user can create folders that can be shared with others.
Allow Permanent Deletion of Documents - We suggest that you set the flag
to only Administrators. With the setting set
for Administrators only, users can still delete a
document, but they cannot delete it from the Deleted Items folder. Users can "undelete"
documents from the Deleted Items folder if needed. With this flag set for
Administrators, only an Administrator can permanently delete documents from the
Deleted Items folder.
Save Local Copies Security - There is an option on the List View pages,
which allows a user to save several documents at one time to a local drive.
This option can be regulated by the Cabinet Administrator by defining a User
Group as the only people who has access to this option.
It could be a User Group created specifically for this purpose or an already existing
User group. The value defaults to
the Internal Users group which, by definition includes all Internal users.
NOTE: This security flag does not affect the Single document Save As option
available on the
Profile which is available to any user who has rights. A user will not be
able to Save Locally any documents in those Cabinets where the
user does not have the right to use this option.
Activating Configurable Document Profile Attributes
If custom document Profile attributes are defined at the Repository Administration
level, these attributes will appear in this section. By default, they are
inactive for the Cabinet. The Cabinet Administrator can designate any or
all of the Custom Profile Attributes to be active for this cabinet. Only those
Custom Attributes checked will appear in documents in this cabinet. The
remaining Custom Attributes will not exist in this cabinet.
Default Profiling for Documents and setting
for the multi-document
Profile Edit option
Profile defaulting -
A Cabinet Administrator can turn on the default profiling option so that users
do not need to re-key redundant information when profiling documents. A
Cabinet Administrator can optionally select one key field, from which the other
fields will default.
Suppose there are four custom fields in a Cabinet: Author, Client, Matter,
Office, and Author is used as the key defaulting field. Now
suppose "John Doe" is selected from the Author lookup field. That
now becomes the key defaulting value. The next time that "John Doe" is
selected from the Author field, the other fields automatically complete with the
information used for the previous document where "John Doe" was the Author.
Multi-document Edit Profile setting -
You can also restrict the usage of the multi-document Profile Edit option on the List
Views for multiple documents to a specific User Group if you choose. It
defaults to "Internal Users" group. A User Group can be defined just for
this specific purpose if you choose.
Force Users to Profile - you can choose a setting to either Always force
Internal Users with A rights to profile documents or just have them profile new documents
or not force them at all. To set it on only new documents is generally
used after a conversion from an existing document structure where not all of the
Required Profile values were entered during the conversion. Note that
External Users are not required to complete profile values.
Define Attribute-based Workspace
Template(s)
If a Repository has at least one Profile attribute that has been activated for a
cabinet and that attribute has a lookup table, you can choose
to define and use attribute-based Workspaces in the cabinet, based on that Profile value
(or linked Profile values). For example, Client and Matter, could be
attributes that a law firm would
use. A
Matter or Project Workspace can display all of the documents, emails, etc. designated
or assigned to the selected Profile
value. Each Workspace can be tailored for each specific Profile value to
provide a single Matter-centric view of the documents, emails, etc.
For example, if you were setting this up for a law firm, you would define the Workspace template based on the Client/Matter Profile pair giving users a common location (workspace) for all documents, emails, etc. related to each specific Matter. Each user can select their own unique list of Matter Workspaces with which they are working. This is displayed in a List called My Matters. By selecting a Matter in the My Matters list, documents and emails, etc., can be more easily accessed for a specific Matter.
NOTE: When using Workspaces with the Email Management Service to manage your email records, we suggest that you create a Document Type called Email and an Author Code called Email and then enter those profile values in the NetDocuments EMS top-level folder that is created when you enable EMS for the Cabinet. By setting up these Profile values, when a user archives an email using the Email Management Service (and/or the Outlook Integration buttons), those profile values will be automatically applied to each email message archived into NetDocuments.
To define and begin using Matter/Project Workspaces in the cabinet, setup a Workspace Template as
follows:
On the Cabinet Administration page, click the link in the Configurable Document
Attributes section called
Define workspaces templates. You will be taken
to a page that is generally defined once for the Cabinet using the Default
Template. (You can also create Multiple Templates, if you choose,
based on Matter Types as described below)
Step 1:
Base Workspaces on this attribute
From the dropdown list, select the Attribute (i.e. Matter) on which to base the Workspaces. The lookup table for the Profile value to be used must be uploaded prior to selecting this value because only profile attributes with tables already defined will show in the dropdown list. THIS ATTRIBUTE SHOULD NOT BE CHANGED ONCE A WORKSPACE HAS BEEN CREATED. Note that since Matters are commonly linked to Clients, that linkage will automatically be used for this template when the Matter Profile attribute is selected.
Step 2:
Plural form of attribute name
The plural form of the attribute selected above will be defaulted into this field. If you selected a profile attribute such as Matter, then the word "Matters" would appear in this field. This value is defaulted, but can be changed.
Step 3: Organize documents within workspaces by this attribute
As an
option, you can
choose to designate one of your profile attributes (not including one that
workspaces are base on) to organize your workspaces. Typically, this would be the Document Type
attribute. If you have designated an attribute, whenever a workspace is
created, All existing documents will be automatically placed into folders which
will be created based on that attribute - i.e. Document Types. This will
only happen once when the workspace is created. Any subsequent documents
created will need to be filed manually into those folders. Be aware
that when these folders are created, if there are more than 1000 documents for
that workspace, it will not create the folders automatically. You will
need to create any folders you want for the existing documents. Also, when this process occurs, if it encounters
more than 20 document types, it will not create any additional folders based on
those document types. When a
workspace is reorganized, the auto-populate process described above will be
repeated for that workspace. Note that if you have a folder in your
workspace template whose name matches one automatically created, you will have
two folders with the same name.
NOTE: Be aware if you are using Document Types to automatically create folders, the Document Type values should not have any of the following characters in the name:
\ / : * ? " < > |
This process also does not include any existing NetBinders.
There is NOT a limit on the number of folders or documents that can be
associated with a Workspace - just on what gets created automatically.
Step 4: Organize Documents by this Attribute
Select this option to select a custom profile attribute on which to base the folders that are automatically created. We recommend that you use the Document Type profile attribute for this organization. Any existing profiled document will also be placed in folders created automatically based on this attribute.
Step 5: Automatically file documents in organizing folders
Also, we recommend that you check the box labeled "Automatically file documents
in organizing folders". If this option is checked, any new document added
and profiled will automatically be placed in a workspace folder matching the
organizing attribute (usually Document Type). If a folder does not yet
exist, a new folder will be automatically created in the workspace.
Step 6:
Workspace title - copy the desired format and paste it into the title field
on the template.
You can enter a title that will be used as a template to name all Workspaces
when they are created. Some examples are listed below. We recommend
that you enter variables so that
each Workspace created uses the actual profile values for that client/matter. This could be the
specific Matter or Customer value if one of these attributes was selected.
This field has a maximum value of 100 characters, however
because it uses NetDocuments folders when used in conjunction with EMS and NetDocuments
Folders are limited to 50 characters, you may want to consider adjusting an
individual Workspace name after it is created, if it exceeds that length.
Recommended Title Format
If you had Client and Matter Profile values linked and each had a code and
description and you wanted both to show on the title, the variable could be
entered as follows:
[ParentKey].[MatterKey] - [MatterDescription] - [ParentDescription]
could generate the following example
101.2001 - Acme vs. Smith Enterprises - Acme Company
NOTE: The above order may be preferred if you are using the NetDocuments EMS, because the folders will all be alphabetical in Outlook and when names of Outlook folders are truncated to 50 characters, the Client and Matter Codes should be preserved more often.
Other Title Formats
The default variable title for a Workspace using an attribute with a key and description
for a Matter (not linked to a Client) would show as
follows:
[MatterKey] - [MatterDescription]
could generate the following example
1234 - Acme vs. Smith Enterprises
If you just had a Matter value with no description, you would have the following
variable:
[MatterValue] or [MatterKey]
could generate the following example
Acme vs. Smith Enterprises
If you had Client and Matter Profile values linked and each had a code and
description and you wanted both to show on the title, the variable could be
entered as follows:
[ParentKey] - [ParentDescription] - [MatterKey] - [MatterDescription]
could generate the following example
101 - Acme Company - 2001 - Acme vs. Smith Enterprises
If you had Client and Matter Profile values linked and each had a code and
description and you wanted both to show on the title, the variable could be
entered as follows:
[ParentDescription] - [ParentKey].[MatterKey] - [MatterDescription]
could generate the following example
Acme Company - 101.2001 - Acme vs. Smith Enterprises
You could also use a generic name such as Matter Workspace just by
entering the words Matter Workspace.
The following variables can be used when creating the Workspace template:
[<attribute name>Key],
[<attribute name>Description],
[<attribute name>Value],
[ParentKey],
[ParentDescription],
as well as any set text as described above.
Separators can be common symbols such as . - _ : ; and spaces.
Whatever you enter into the description will be displayed in each Workspace
created. The title for each individual workspace can be modified after it
is created.
Workspace Description
The description that is entered on the template will appear on each workspace
created. You can then change any specific workspace after it is created. You can include links and email addresses in this description
also.
Step 7: Optional - Profiling the Workspace Template
For each template you can also define specific values to be placed in the Profile of each workspace. This is generally used if you are creating a different template for each Practice Area. In that situation, you may went to profile the Practice Area profile field with the corresponding value for the Practice Area. You would NOT want to profile Client and Matter fields or Author and Document Type fields for the Template.
You can also set the access rights for the Workspace Template. This allows
you to set rights for Workspaces that may be different from your general
profile-based security or Cabinet level security. Each Workspace
created by a template will be stamped with the rights you set for the template.
Step 8: Enable the Workspace
Check the box to Enable Workspaces in the Cabinet. Even though you have setup the Template and the above information, unless this flag is checked, users will not have the ability to use Workspaces. The example below is based on the Default template being used.
Step 9: Define Folders and Categories
Make sure the Default Template is selected (or another one if you are creating more than one). Next define the default Categories and Folders that will be used in the Default Workspace Template. When an actual Workspace is created from this Template, it will be automatically populated with the categories or folders that you have defined here. The categories or folders will show in the same order as they appear in this template.
When a Workspace is created, a User with either VES or VESA can modify that specific
Workspace by adding folders or categories and/or adjusting these defaults.
Once a Workspace gets "spawned" by the Template, it has no more connection to
the template.
We suggest that you may want to set a simple Default Template with only
Categories as shown below. If you use the automatic folder creation
process, the folders will be created automatically when the workspace is created
and do not need to be entered here on the template.
Folders can also be added to specific Workspaces
after the Workspace gets created. It is critical that you create at least
one Category that will select all items related to a specific Matter Workspace,
otherwise those items may not show up in the Workspace if they are not in a
folder. The two
categories described below would display all of the potential documents and
emails related to a specific matter.
Add Folder - optional
Click Add Folder
Enter the Name of the Folder
If the folder should be able to be seen by any external given access to the Workspace, check the "Visible to external users" box.
Set the number of documents or items to show on the Workspace View without
clicking "more".
NOTE: You can enter 0 items and only the header will show in the
Workspace. You can click the header to show the items.
Check the columns that you want to show on this folder. The columns will show in
the order they are listed on this dialog. You can drag to re-order them.
You can also set Profile values for the folder.
Add Category -
Click Add Category and continue the process the same as a folder. You will
also need to go to a separate browser and define a Search Criteria that you will
copy and paste into this Category criteria field or you can copy the syntax
shown below.
For example, if you wanted to create a Category that would capture all email
messages that have been assigned to a specific Client/Matter, you would do the
following:
Do a search by selecting All Cabinets then
enter into the search criteria the Application Type msg.
Next click the Search button.
Go to the top of the Search Results page and
Copy the Search Criteria and
Paste it into the Search Criteria field of the Workspace Category that you are
defining.
Email Search Syntax - The syntax to search all emails will look like the following:
=11( msg )
If you wanted to create a category as shown below to capture just documents
assigned to a specific Client/Matter, you would do a search similar to the msg
example above to generate the search syntax. The syntax would look like
the following:
Document Search Syntax - The syntax used to search all documents. Exludes email, categories, and folders.
NOT =11( msg OR ndsq OR ndfld )
When creating the Categories, copy the above syntax into the search criteria field as shown below.
Note that the above syntax for documents will include files such as Word, Excel, Powerpoint, PDF, and NetDocuments Discussions and Calendar Events.
For example, you could make a separate Category to just include Calendar Events or Discussions, if you wanted to.
Set the number of documents or items to show on the Workspace View without
clicking "more".
NOTE: You can enter 0 items and only the header will show in the
Workspace. On the workspace itself, you can click the header to show the items.
Check the columns that you want to show on this category. The columns will show in
the order they are listed on this dialog. You can drag to re-order them.
Setting a generic (non-Matter) Category.
You can set a category that will not be related specifically to a workspace by un-checking the following box.
NOTE: If you uncheck the option that says:
are based. This option can be used to display a set of
documents for all workspaces that meet the criteria of the category regardless
if it matches the client Matter. As an
example, you could display a set of documents that may be instructions that you
want to be available in all workspaces. This way you do not have to
duplicate the documents for each workspace manually.
Defining a Category to search across more than one cabinet. If you want the category to search more than two cabinets, you will need to make sure you check the box above to restrict and also include in the Search Criteria the Cabinet GUID. The search criteria for two cabinets would look like the following:
=10 ([Cabinet Guid] OR [Cabinet Guid]) NOT =11( msg OR ndsq OR ndfld )
You can get the cabinet GUID from the URL while you are on the Cabinet Home Page.
A Cabinet GUID will look like this: NG-4JPJW7B0
Remember, both cabinets have to be using the same common profile field.
Finally, to complete the workspace template, make sure after you have completed all of the steps
above that you click the Save
Template button.
Sample Workspace Template:
Templates based on Matter Types
If you choose to, you can add more Templates, that are based on a Matter type. To set up a template based on a matter type, do the following:
1. Create the Templates that you want by clicking Add and giving them names that correlate with the Matter Types that you have, such as Litigation, Real Estate, etc. You can enter each of the types that you want.
2. Next select each type that you have created and complete the title, categories and folders.
3. Then click the Save Templates button.
4. Add Matter Types to your Client/Matter look-up table as shown below. Each Matter Type that is added to the table must match exactly the name of the Template for that Matter Type. If you want a Matter to use the Default Template, that can be left blank in the table.
Caution: A Workspace Template should not be modified once
actual Workspaces start being created using that template. Existing
workspaces will only be modified to use the new template if you use the
Reorganize option for a selected workspace.
Automatically populating My Workspace (Matter) list for users.
You have the ability as the Repository Administrator to upload a list of workspaces into each person's My Matters list.
That can be done by uploading a file, similar to the Profile tables, that will create the My Matters list for the users you specify. To upload the table select the following menu item in the Repository Administration page:
The format of the table will be as follows. Additional workspace can be loaded at later times or on a regular basis. Generally, this list will be created using information from the billing system such as Matters each person billed time to, or each Matter a user is assigned as a working attorney, etc. The Cabinet column has to be the exact name of the Cabinet. For linked fields such as Client and Matter, you will create the columns for Workspace and Workspace2 as shown below.
Designating
Echo Settings for Cabinets
By default, NetDocuments allow individual users to decide whether to enable
echoing on their respective PCs. However, firm
administrators may determine that echoing documents outside of the firm's
offices is a breech of security. Or, if a NetDocuments Cabinet is used as
a client extranet, the firm may not want firm documents echoing on client PCs.
A Cabinet Administrator can disable and enable Echoing capability for
a specific Cabinet in a Repository. This is useful especially if a firm
invites outside partners and clients as members of a Cabinet. The firm
can ensure that confidential documents are not being automatically echoed to
non-firm computers.
From the Cabinet Administration page, you can enable or disable echoing for
one, many, or all users. An administrator may select one of three
options for each Cabinet:
- Allow echoing on all workstations
If this is selected, all Cabinet members may independently elect to enable or disable echoing through their account preferences.
- Do not allow echoing on any workstations
This disables the echoing capability of the Cabinet on which this is set, even if a Cabinet member attempts to enable it through his or her account preferences.
- Allow echoing only on these workstations
This allows an administrator to designate only specific workstation IP addresses that will have an option to enable echoingBy designating IP ranges or specific addresses, Cabinet Administrators can restrict echoing to specific PCs or across an internal network. Echoing can also be disabled entirely for the Cabinet.
IP addresses or address ranges use the hyphen for a range, and a comma to delimit different ranges or specific addresses.
Example of a range and
one specific address: 216.160.248.230 - 216.160.248.285, 216.160.249.105
Enable or Disable a User's
Echoing Preference
Using Microsoft's Policy Editor,
an administrator can setup echoing for all workstations connected to a LAN.
NetDocuments has prepared and tested the documentation and a configuration
file to help you set up echoing across the network to individual workstation
hard drives. Echoing provides document caching for improved performance and
a degree of disaster recovery. See Echoing in the
help documentation.
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Echoing Administration Instructions (1 Mbyte) |
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Echo Configuration File (ndecho.adm) (1 Kb) |
Training Note: If a user has
access to multiple cabinets, and has enabled echoing, and an administrator
has disabled echoing on a single cabinet, the user may not realize that the documents
are not being echoed when accessing that one cabinet. Users need to know
when echoing is disabled so that they do not incorrectly assume that their
documents are echoed in all cases. On the profile of every document that
is being echoed is a small icon with an "e" on it signifying that it is echoed.
Defining Email Management Service (fee-based
Add-on Service)
(refer to the Email Management Service section in Help for additional user information)
NOTE: The instructions listed below are for setting
up the new EMS 2.0, which will be released October 2, 2008. If you have
questions about setting up the EMS 1.0, refer to the section at the bottom
of this page.
The Email Management Service provides the capability of easily archiving emails
into NetDocuments. It requires a small client Add-in to be installed on
each PC in addition to completing the setup for the Cabinet shown below.
Section 1
The first section defines which users can access EMS. Typically an
organization will leave it as shown so everyone can access it. If you
wanted to restrict it, you could define specific IP addresses as shown above.
Section 2
The next section determines how archiving will take place. The options are
described below.
Remove the item from Outlook - When using this option, if an email is dragged to an EMS folder and then archived to NetDocuments, that email is no longer available in Outlook. It is now available in NetDocuments. This provides the simplest form of archiving your emails to NetDocuments.
Move the item to the ND -Archived folder tree - If this option is used, the same thing happens as in the first option PLUS it creates a second folder tree in Outlook called ND - Archived (View Only) where when emails are archived to NetDocuments, a copy is also placed in the appropriate folder under this Archived folder. This option allows users to still view their emails in Outlook after they have been archived to NetDocuments. Each user determines how long these emails are kept in this folder tree. A person can periodically delete this top-level archive folder to delete all the archived messages and it will be recreated the next time an email is archived. You also can create message rules to determine how the messages get deleted.
Move the item to the ND -Archived folder tree and replace attachments with a link - If this option is used, it is identical to the second option above PLUS any email that has an attachment, has that attachment stripped and replaced with a link to the archived email in NetDocuments, so the user can access the attachments. This method would be selected, if the organization wants to keep the archived Emails in Outlook when they are archived, but also would like to "shrink" the size of their messages on their Exchange server. (attachments are generally the largest components of an email).
Section 3
The final section is used to default values into email profiles when they are archived to NetDocuments. If you are not using custom profiles, this section is not applicable.
If you have, for instance, custom profiles, for Client, Matter, Document Type and Author, when you drag or file an email into a Workspace folder, the profile for that email will be populated with the Client and Matter defined for that workspace and the Document Type and Author values are captured from the values you have entered in this section. as shown above.
If you drag an email directly to a folder that has different values for those
attributes shown above, then the email will disregard the values shown above and
it will inherit the values already entered into the profile for that folder you
dragged the email into.
If you, as the Administrator, choose to just use the defaults for the EMS
Cabinet Setup, to activate the EMS functionality, you have to open the Cabinet
Administration page and then click the Submit button. Each user can then
download the client software by going to My Account, Application Settings, EMS
Add-in installation.
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END OF EMS 2.0 INSTRUCTIONS
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EMS 1.0 Administration Setup Instructions
Instructions below are for setting up the EMS 1.0 Cabinet settings.
These settings will no longer be available after the October 2, 2008 Update.
Defining which users can use the EMS Service
You have the choice of selectively allowing Email Management on certain workstations in
the same way as you do Echoing as described above.
- Allow Email Management on all workstations
- Do NOT allow Email Management on any workstation
- Allow Email Management only on these workstations - where you define the IP
addresses.
Deleting messages on the workstation
You can also determine the disposition of items when they are deleted from the
Workstation.
- You can delete the corresponding online item (document or email)
- You can just unfile the corresponding online item but not delete it in
NetDocuments.
Folder Setup
When you configure Email Management, users will create personal folders for
their emails.
Specify in the drop down list which folder you want at the top of the tree.
It will default to EMS. This folder will be created as a
top-level folder that all users will use as the top-level folder for their
email synchronization folders. If you have several users, you may consider
checking the box to automatically create a set of alphabetical folders that can
be used as the top-level folders.
NOTE: As a best practice, we urge you to Profile the EMS folder for a
Document Type and Author = Email. This will ensure that these fields need
not be completed manually. The term Author has no meaning as it relates to
emails placed into NetDocuments and for most firms setting the Document Type =
Email is sufficient.
If your firm would like a legal disclaimer or any other information to be appended to emails generated from a Cabinet, such as Notifications and Alerts, or emailing copies of documents, you can enter that information in this area.
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DeltaView and Versioning
This section contains three settings.
Document Versions that are editable - You can define for this cabinet if you want users to be able to
edit previous versions of a document or preclude them from being edited.
Modify Official Versions - you can set this flag to allow users with Edit rights to a document to be able to change the official version and descriptions. By checking Admin, only users with A rights to a document will be able to change the official version and descriptions.
DeltaView - If you use DeltaView, you can define for this cabinet if you want the
redline comparisons to be stored as a document attached to the source document
or if you want the Comparison document to be created as an independent linked to
the source document.
If you choose the Attachment method, you can only retain one comparison per
document. When a new comparison is created, it will automatically
overwrite the first attachment. If you use the Linked documents option,
you can retain as many redline comparisons as you choose.
