Configure Analytics

Queries can be added to Analytics from the New Query option. The Prosperoware database configured for use with CAM is listed in the left-hand side pane with a database icon . The tables available within the Prosperoware database are listed below. Click the arrow next to the table to view the list of columns available within each table. You can further click on the column names to view the column types.

Click on the table name, to view the columns under each table.

Tip: Double click on the table name to auto-populate a SELECT statement query in the Query field. Click Execute to view the query results.

1. In the Queries tab, click New Query
2. Define the query. The query must meet the following conditions:
   • The query must include a SELECT statement.
   • The Parameters in the query cannot be declared - they must be configured in the Parameter Configuration dialog.
   • You can only query the database given in the left hand side panel.
3. Click Execute to run the query and view the results in the same screen.
4. Click Save to save and add the query to the Existing Queries drop-down.
5. In the New Query window, type information in the provided fields, based on the table below, then click Save.

To configure parameters, click Save after you enter a query in the query field. In the New Query window, click the Parameters button, type information in the provided fields, based on the table below, then click Save.

1. Click the Executebutton to run the query.

Parameters are supported in Analytics queries to pass specific metadata to the query. Then a lookup appears to select the data behind the parameter.

To set a parameter:

Add the parameter in the query with the following format: ’${Matter}

A sample query using parameters is below:

Select number, version, Name, author, classCode 
                from document 
                where clientCode='${Client}' and matterCode='${Matter}'

Then if your parameter returns more than one result, use the IN clause with the parameter.

The Existing Queries tab allows you to edit or execute the saved queries. All the queries created and saved in the New Query tab are available here for selection. Several out-of-the-box queries are also available to run reports. See out-of-the-box queries for more information.

1. In the Queries tab, click Existing Queries
2. All the saved queries are listed in the drop-down. Select the query to execute.

3. The selected query name is displayed. Click the icon to view options for the query.
   • Click Show to view the query details. You cannot edit the query here.
   • Click Editto edit the query. In the New Query window, make the necessary changes and click Save.
   • Click Delete to delete the query.
4. Click the Execute button to run the query.
5. The query results are displayed in the Query Results panel. Click on any of the items in the panel to view all the column details.

To access the menu click the icon at the far right corner of the page

Frequently accessed queries can be pinned to the Analytics tab for quick access. This option can be accessed from the Existing Queries tab.

1. Save and add the query to Existing Queries tab.
2. Select the query from the Existing Queries drop-down. Click the action menu icon at the far right corner of the page and select Pin to tab.
3. Enter a short name for the query. This name will be displayed on the pinned tab. Click Save.
4. The query is now pinned to the Analytics tab next to the Download Count tab.
5. To view the pinned query click the at the far left corner and select Show Query. This displays the query in view mode only. To close the view mode, click the icon again and select Hide Query.
6. To un-pin the query select the tab and click the icon at the far left corner and select Unpin from tab.

The following query menu options are displayed on executing a query.

The selected menu option will be applied to all the query results. To apply the selected options to a specific document/ or set of documents the query must be updated to fetch only those documents.

Click this button to lock document(s) in iManage. The document can no longer be modified and will open as read-only. Run a query to fetch the document(s). In the Declare As Record dialog all the configured repositories are displayed in the Select System drop-down. Select the system from the drop-down, enter a name for the Job and click Submit. An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the document will be marked as a record.

Tip: You can show/hide the Declare Record button in the query results menu option by allowing or denying the permission View Declare as Records. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Click this button to bulk update details on the query results.

1. Run a query to fetch the document(s).
2. In the Profile Update dialog all the configured repositories are displayed in the Select System drop-down. Select the system from the drop-down.
3. Update the metadata by choosing one of the supported profile update methods in the look-up next to the field:

• Overwrite: Allows the previous metadata value to be overwritten if it matches the value.
• Append: Allows the appending of certain metadata into the current metadata field.
• Suffix: Allows adding a suffix at the end of the metadata.
• Prefix: Allows adding a prefix to the beginning of the metadata.
• Remove: Allows removal of certain metadata if it matches.

Note: This is applicable for License Plans: C3-C5

Note: The datatypes supported for these profile updates are: String and Numeric datatypes.

1. Enter the details to be updated and click Next. The fields on the form can be configured in Administration>Layout.

Next to the attribute values, there is a column to append or remove the attribute values. Select from the dropdown next to the attribute (e.g. custom 17) for append or remove. For append, the box on the right, enter the value to append. Click Next.

1. Enter the job name (required field), a ticket number (optional), and a brief reason for change (optional). The tracks changes are made to the iManage content.
2. Click Submit Update.
3. An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the document details will be updated.

Tip: You can show/hide the Profile Update button in the query results menu option by allowing or denying the permission View Bulk Profile Update. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Click this button to delete the documents displayed in the queried search results. In the Remove Document dialog:

1. Select the Repository/Cabinet from the Select System drop-down

2. Enter the ticket number (optional) and a brief reason (optional) to delete the shortcuts.

3. Click Submit.
4. An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the document will be deleted from the selected system.

Tip: You can show/hide the Delete Shortcuts button in the query results menu option by allowing or denying the permission View Remove Shortcuts. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Click this button to delete the documents displayed in the queried search results. In the Remove Document dialog:

1. Select the Repository/Cabinet from the Select System drop-down

2. Enter the ticket number (optional) and a brief reason (optional) to delete the document.

3. Select Yes to add the document to the recycle bin on deletion. The documents are added to the recycle bin in the external system. In case of an accidental deletion the document can be easily retrieved. The item can be restored to the original location by the Administrator. If this option is set to No, the document will be permanently deleted and cannot be recovered.

Tip: You can show/hide the Add to recycle bin option in the Remove Documents dialog by allowing or denying the permission View Add to Recycle Bin. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

4. Click Submit.

5. An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the document will be deleted from the selected system.

Tip: You can show/hide the Remove Document button in the query results menu option by allowing or denying the permission View Remove Documents. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Click this button to update security. You can add/remove users/groups from the selected systems. You can also update the default security applied.

1. Select the system from the drop-down in the top-right corner in the Security Update dialog
2. In the left hand side panel, click on the required drop down to Add/Update or Change the Default Security.

3. Make the necessary updated and click +Add to add the action for the update. The updated action is displayed in the right hand side panel. To remove an added action from the update list, click x Remove.
4. Click Next to submit the change.
5. Enter a Job Name, Ticket number, and a brief reason to update security. All the fields are required.

Warning: When security is updated, we also refile the documents. This operation WILL update ALL documents in the selected workspaces: 1) If you are adding a user or a group, it will be added to all documents. 2) If you are removing a user or a group, it will be removed from all documents. 3) If you are changing default security, it will be changed for all documents.

6. Click Submit Update button.
7. An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the security for the documents is updated.

Tip: You can show/hide the Security Update button in the query results menu option by enabling or disabling the permission View Bulk Security Update. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Click the button to share the query results over email. In the Email Template dialog:

1. Enter a notification job name.
2. Select if you want to send the email once or set a recurring schedule for the email to be triggered. To send as a recurring email, set the time schedule.
3. Select the email type, if you want to send it as an HTML Table or as an Excel Attachment (details will be shared as an Excel attachment in the email based on the Excel template query).
4. Select the HTML Template/ Excel Template to use. All the templates created in the Analytics Email Templates will be available for selection here.
5. Select the recipients of the email in the To, Cc, and Bcc column.
6. Click Submit.
7. A Background Jobs is triggered and email is sent as to the recipients, as per the set schedule. You can monitor the email notifications in the Background Jobs page.

Tip: The email notification schedule can be enabled/disabled/rescheduled from the Administration>Background Jobs page. The notification logs can also be viewed in the Background Jobs page.

Click this button to unlock and check-in the local copy of the document to iManage.

Pre-requisites:

1. Install Data Uploader and connect it to the iManage external system you plan to use with remote check-in. Visit how to install Data Uploader.

In the Remote Check-in/Unlock dialog:

1. Select one of the check-in option from the drop-down.
   1. Create New Version : Select to create a new version of the document from the original document and all changes are saved to the new version. The original document remains unchanged.
   2. Replace Original: Select to update the document with the latest changes. The version number remains unchanged. The edit time and file size information is updated.
2. Enter a brief reason (optional) in the check-in and unlock tab.
   1. Click Submit.

Tip: You can show/hide the Remote Check-In option by allowing or denying the permission View Remote Check In. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Click this button to export the workspace/document/folder as a zip file or to export the document/folder to a selected network path.

1. In the Export to Zip tab, enter a Job name and brief reason (optional) to export the document.
2. Select the options to execute when exporting the document as a zip file
   1. Include document history: Export the document audit history
   2. Use number & version for document name: On export, the document name will be appended with the document number and version (e.g. version_number_name)
   3. Export document shortcuts: Export document shortcuts
   4. Skip empty folders (option displayed for folders only): Skip empty folders in the exported zip file
   5. Export search folders (option displayed for folders only): Include all search folders in the exported zip file.
3. In the Export to network path tab, select the S3 bucket for export and enter a brief reason for export. Read here for detailed instructions to configure the environment for Export to Network.
4. Select the options to execute when exporting to a network path.

Tip: You can show/hide the Export Documents option by allowing or denying the permission View Export Documents. To allow Export to Zip, enable Permission Export to ZIP. To enable export to Network, enable Permission Export to Network Path. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

This option is only displayed for queries executed against Workspace(s). Click this button to update the existing workspace .

This option is only displayed for queries executed against Workspace(s). Click this button to link the workspace to the user's> My Matters folder. In the Add to Matters dialog:

1. Select the system from the drop-down in the top right corner.
2. The Job name is auto populated as <Add to My Matters>. This can be edited.
3. Select the user name from the drop-down.
4. Enter the ticket number (optional) and a brief reason (optional) to submit the job
5. Click Submit.
6. An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the workspace will be linked to the selected user's My Matters folder.

Tip: You can show/hide the Add to My Matters button in the query results menu option by allowing or denying the permission View Add to My Matters. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

This option is only displayed for queries executed against user groups. Click the button to delete unused groups from workspaces. In the Remove unused groups dialog:

1. Select the system from which you want to remove unused groups.
2. The Job name is auto populated as Remove Unused Groups. This can be edited.
3. Enter Ticket number, and a brief reason to remove unused groups.
4. Click Submit.
5. An Analytics Bulk Job is triggered and the progress can be tracked in the Jobs tab. On job completion, the unused groups are deleted from the selected system.

Click this button to delete empty folders from the workspaces. This option is available when a query is executed against folders.

1. Select the Repository/Cabinet from the Select System drop-down
2. Enter the Job Name, Ticket, and a brief Reason to delete the empty folders.
3. Check the box for Recursive delete folder structure to delete empty folders from the nested folders.

Tip: You can show/hide the Delete Empty Folders button in the query results menu option by allowing or denying the permission View Remove Empty Folders. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

To export the query results, click the Export to CSV button. The query results are saved as a CSV file.

Click the Move or Copy button to bring up the Move or Copy dialog. This feature allows to move or copy a folder or document(s) to the same database or cabinet. The feature is available for iManage and NetDocuments and for C3-C4.

• Select the Target Database or Cabinet and System by clicking on Select Target.
• If an iManage system, the Retain document numbers option appears. Select Yes or No.
• Handling Source option is for the source document or folder and for after the move or copy. Options are: Leave as-is or Delete after move.

Then click Next.

The Find Destination window appears, and the user can select the destination location.

Options are:

• Server
• Client
• Database
• Matter
• Name of Workspace or Folder

Click Search to find the destination.

In the Results, the Workspaces matching the search display and the folder structure, and the document or folder can be moved or copied to one or more workspaces or folders if desired.

Scenarios:

iManage:

Move Folders:

Allows moving folders within the same workspace, or different workspaces. Folders can also be moved inside other folders or tabs. Search folders can be moved inside other folders or tabs or workspaces. The security and metadata is also transferred.

Moving a folder will also move all of the folder's children. For example, this includes the subfolders and/or documents.

Move Documents:

Documents can be moved to another folder, and the document id will be retained as the same id. The target folder reference will be populated. The document reference would be removed from the prior folder(s). Document metadata will be applied to the target folder if the target folder is missing that metadata.

Copy Documents:

This copies the document to another folder, and creates a new document id. Again, the reference will be added to the target folder, but not removed from the prior folders. Document metadata will be applied to the target folder if the target folder is missing that metadata.

Add Reference:

The reference is added to the target folder for the document. The document is not moved or copied, and resides on the original location. Referenced Documents take on the security and metadata of the target folder first, then the document's.

NetDocuments:

Move Folders:

Allows moving folders within the same workspace, or different workspaces. Folders can also be moved inside other folders or tabs. Search folders can be moved inside other folders or tabs or workspaces. The security and metadata is also transferred.

Moving a folder will also move all of the folder's children. For example, this includes the subfolders and/or documents.

Move Documents:

The documents can be moved to a new folder or cabinet. The security and metadata transfer. Document metadata will be applied to the target folder if the target folder is missing that metadata.

Copy Documents:

This copies the document to another folder, and creates a new document id. Again, the reference will be added to the target folder, but not removed from the prior folders. Document metadata will be applied to the target folder if the target folder is missing that metadata.

Add Reference:

The reference is added to the target folder for the document. The document is not moved or copied, and resides on the original location. Referenced Documents take on the security and metadata of the target folder first, then the document's.

Use these Id’s to search for specific folder results in Analytics, or use them in WorkspaceWizard queries specifying specific folder id's.

Customized graphs can be added for each of the tabs (Documents, Workspace, and Download Count). To add a graph,

1. Click the Add button at the top right corner in the tab.
2. In the Graph Configuration window, type information in the provided fields, based on the table below, then click Save.

Graph Types

Graph Type	Description
Pie Chart
Pie Chart Label	Select to add a pie-chart with a legend
Table
Bar Chart Horizontal
Bar Chart Vertical

The Documents Count tab helps highlight the workspace usage summary.

• File Types: A pie chart provides a visual summary of the file types uploaded to CAM.
• Documents: A bar graph where each bar displays the count of the documents uploaded each year.
• Users and Groups: A pie chart compares number of the users and groups who have accessed CAM.
• Cabinets: A bar graph where each bar displays the count of the documents uploaded in each of the configured cabinets.

The Workspace Count tab displays a quick visual summary of the number of workspaces created.

• Count of workspace by year: A bar graph where each bar displays a count of the workspaces created each year.

The Download tab reports on any unusual activity such as mass download of content from the workspace(s)

• Activity Performed: Displays a tabular count of the activity performed by users and groups in the workspace(s)
• Download by user: A pie chart displays the file download count per user.
• Download by Document Number: A bar graph where each bar represents the download count for most frequently accessed document.

Analytics now has the feature to view the security of objects returned in queries.

How to View the Security of a Document or Object:

• Open the Analytics tab as a user who can View the Security in Analytics. Set the permission here: Role Permissions for Users & Groups.htm
• Type your query in Analytics you want to return results for. E.g. select * from document where name like '%Apple%'
• Click Execute .
• Results show up in the results section on the bottom.
• Find the right most icon that is a padlock with an arrow . Click it.
• A window appears, where you can view the security with users and groups for each document returned in your query. Or another object like Workspace, User, Group folder, ecetera.

Analytics has a feature called Full View which expands the window to full page, and allows results to show below of a query.

How to use Full View:

• Type an analytics query.
• Click the Full View button.
• The results show below in a full page, and the toolbar of options is still visible.

Analytics allows users to move workspaces from one workspace to another. Only available for C4 tier.

How to Move Workspaces:

• Grant the permission to Move Workspace in the User Permissions panel.
• Open Analytics and run a query pertaining to Workspaces.
• In the query results menu, find the icon second from the right with a monitor and a move arrow. Hove over and make sure it says Move Workspace.
• Click the icon.
• Select the system you are moving the workspace to. Also select the database.
• Select whether or not to retain the original document numbers.
• Set the handling option. Will the record be moved to trash, left as is, or deleted after the move.
• Click Next.
• Enter the Job Name (required field).
• The Ticket number or reason can also be specified.
• Click submit. Upon successful move, you will get a successful job in the Jobs tab.

Analytics allows users to move folders or documents from one workspace to another. Only available for C4 tier.

How to Move Folders or Documents:

• Grant the permission to Move Folders/Documents in the User Permissions panel.
• Open Analytics and run a query pertaining to Folders or Documents.
• In the query results menu, find the icon farthest from the right with a document and a move arrow. Hove over and make sure it says Move Folder/Document.
• Click the icon.
• Select the target you are moving the folder or document to.
• Select whether or not to retain the original document numbers.
• Set the handling option. Will the record be moved to trash, left as is, or deleted after the move.
• Click Next.
• Enter the Job Name (required field).
• The Ticket number or reason can also be specified.
• Click submit. Upon successful move, you will get a successful job in the Jobs tab.