Directory

Directory

The Directory tab lists all the matters/directories created in the configured external systems from the uploaded jobs. The columns displayed in the page can be configured in Layout>Grids. The following columns are displayed by default.

Column Name Description
Matter

Displays the matter name. If the Matter Name is empty, the matterId shows. Click the matter name to view the details of the workspace(s) created for the matter in the External Systems. Click here for more details to edit the matter metadata, security, and manage workspace.

Note: To display the matter name here, the Format column in the Layout>Grid page must be configured for Matter metadata.
Client

Displays the clients name. If the client name is empty, the clientid shows. Click the client name to view the details of the workspace(s) created in the External Systems. Click here for more details to manage the workspace.

Note: To display the client name here, the Format column in the Layout>Grid page must be configured for Client metadata.
Created Date

Displays the date the workspace was created.

Note: Users must have View Matter Details permission to access the matter details. This permission disables the link to open the matter.

ClosedDirectory with Content Location

Click the matter to open the Matter information page. The Matter Header details are dynamic and the information can be customized in the Administration > Layout>Headers tab. Click the icon on the far right corner of the header to edit the matter information. All the configured External and Default systems attached to the matter are displayed on the page. Incase of Office 365 Teams or Channels, privacy as private/public/org-wide is also displayed.

Menu Description
Metadata

Select to edit the matter metadata. The fields displayed in the Matter Details dialog can be configured in Layout>Forms tab. Click Update to save changes. If the name or description is empty for the matter, the system will show the id instead.

Note: Select "Refile Folders and Documents Metadata" to yes to update Matadata to Folders and Documents also. Click here to check refile details.

You are not allowed to edit Unique Metadata.
Security

Select to edit security to the matter and to lock down the matter to specific users or groups

Add System

Select to add an external system to the matter. In the Add System Details dialog, type information in the provided fields, based on the table below, then click Save. The system will be displayed as an External system for the Matter.

Field Description
Select System Select the system from the drop-down. All the active external systems configured in the External System Configuration are displayed here. Read here for detailed instructions to integrate an additional external system with CAM. This is a required field.
Select Library

All the libraries configured in the external system are displayed here for selection.

Note: This option will be available if the libraries from the additional external system are added when configuring external system.
Path Display Name

Enter the system name. This is a required field.
Description Enter a brief summary for the purpose of this system. The description is displayed in the UI under the system name
URL Unique ID

Enter the file ID. This is a required field. For e.g. From this base URL, https://drive.google.com/file/0B9F7aa5Cm7ZFc3RhcnRlcl9maWxl enter only the file ID -0B9F7aa5Cm7ZFc3RhcnRlcl9maWxl in the Library ID field. This is a required field.

Note: When entering the ID, make note of the (/) slash before the ID. If it is added at the end of the base URL https://drive.google.com/file/, do not add it when entering the ID here. When re-directing to an external system CAM will combine the base URL with the file ID, any additional or missing slash will cause the link to fail.

URL

This is auto-populated with the Base URL of the selected external system.

Click the x, next to the icon to close the current page and return to the Directory tab.

ClosedMatter Controls for Control Center

Inside the Matters Tab, when we click into a Matter, in the top right Options menu, there is a feature for accessing the Controls for the matter.

Matter Level and Firm Level controls display.

These controls come from Control Center and from the SPM Policy.

. Drilling into the hyperlinks open up CAM Control Center.

ClosedUpdate Workspaces

The external system associated to the matter is displayed. Click the icon next to the workspace name to display options to update the workspaces.

Field Description
Manage Select this option to add optional folders to the selected folder/sub-folder in the Template. Read here for detailed instructions to update the folders.
Reassign Template

Select this option to reassign templates to a matter. Read here for detailed instructions to reassign template. This option is controlled by a permission View Reassign Template.
Remove Content

Read here for detailed instructions.
ClosedMatter Team and Security

You can add users and groups specifically for the selected matter. When a user is added to the matter team, CAM grants the user/group access to the workspace. You can also remove user's access to specific matters by denying permission to access the matter.

In the Matter Team and Security window click the Add Member/Group button. In the Add Member/Group window, type information in the provided fields, based on the table below, then click Save

Field Description
Security Enabled Select the radio button to assign the matter security to a User or a Group. This is a required selection.
Select a User/ Group

Select the user/group from the drop-down. To assign a user/group, either click the drop-down menu and select from the list or manually enter the value, which will auto-complete if the user is assigned in Administration>Users and Groups .This is a required selection.
Permission

Select the option to Allow or Deny the permission. This is a required selection.
Role Select the role to be assigned to the user/group from the drop-down. This is a required field.
Expiration Date The date on which the user/group will be automatically removed from the matter team. This is a required field.
Selected Systems

This displays the selected system for the matter and is checked by default.

ClosedManage Folders

The Manage Folders option in the external system allows you to add optional folders to the selected folder/sub-folder in the matter template, based on the On demand Folders Creation defined in the applicable folder templates.

Note: Manage Folder option is available in Office 365 for Teams only.

  1. In the Directory tab, click the matter to open the Matter Details page.
  2. Click the icon in the far right corner of the external system. Select Manage.
  3. To assign a template, either click the drop-down menu and select it from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Template Editor.
  4. To add a custom folder, click the + button to add the custom-named folder to the workspace. Adding or restricting custom folder creation is possible by configuring the Metadata based filter criteria at Administration>Template Editor> Config

    5. Note: + at Team level will create channel under Team.

    + sign at Channel level will create folder inside File tab of Channel.

  5. In the folder tree, check one or more folders.
  6. For each selected folder that allows a custom name, prefix, and/or suffix:
    1. Click the Custom Name, Add Prefix, or Add Suffix link to display a text box.
    2. Enter an appropriate name, prefix, or suffix and click Save.
  7. Click Update.
  8. A new job is triggered to update the workspace. You can track the status of the job in the Jobs tab.

Note: Checkbox is displayed in front of On-demand and Custom folders to differentiate from existing folders in workspace. And shows existing folders with blue text to rename it.

Tip: Users must have View Manage Folder Dialog permission assigned to edit the workspace template folders. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

ClosedReassign Template

The Reassign Template option allows you to reassign and apply new template to the selected folders/sub-folder in the matter template.

  1. In the Directory tab, click the matter to open the Matter Details page.

  2. Click the icon in the far right corner of the external system. Select Reassign Template.

  3. In the Reassign Template dialog, the Current Template is displayed on the left-hand side of the dialog. The option to select the new template is displayed in the right-hand side panel.

    4. Note: On Demand folders will not be displayed on the workspace structure displayed on the left hand-side of the page unless it's created on workspace.

  4. To reassign a template,

    • click the Select Template
    • Select template from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Template Editor.
    • The selected template layout is displayed and the template name is auto-populated in the template name field.

  5. From the current template, select an option.

    • Merge: Merges the folder to the New Template

      Note: Source Folder's metadata/security will be removed and will apply target Folder's metadata/security.

      No change to Document's metadata/security contains within Source Folder

    • Move To: Moves the folder along with the sub-folders from the Current Template to the New Template
    • Undo all: Revert the Merge or Move changes.
    • Delete empty folders: Removes empty folders from the selected workspace.
  6. Two options will be displayed at the bottom of the page.
    1. Select Optional folders to display on-demand folders.
    2. Select Create remaining folders to create all folders from new template excluding on demand folders.
    3. Select both options to create on-demand folders also.
  7. Click Save, it will show confirmation message to apply the new template to the selected workspace.
  8. Click Yes to process with the changes.

    9. Tip: Users must have View Reassign Template permission assigned to view this option. Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Note: Default templates are marked with a green checkbox icon next to the Template name.

ClosedDelete/Remove Content

Warning: Data deleted from the external system cannot be recovered. Data must be backed up in Content Mirror to be retrieved.

  1. Open any matter on Matters tab
  2. Click the hamburger menu icon in the far right corner of the workspace row. Click Remove Content
  3. Back up the content to Business Continuity (if available) before deletion.

  4. If the Hard delete button is selected, a checkbox will pop up to ask whether the user wants to delete the content or not.

  5. If the checkbox is marked, the workspace will be deleted completely after clicking the Remove button

  6. If the checkbox is unmarked, the workspace and its folders will get deleted, while the documents will be moved to a 'flat-space' and can be accessed after deletion.

  1. Click Remove to perform the selected deletion.
  2. On deletion, a new job is triggered to update the workspace. You can track the status of the job in the Jobs tab.

    3. Note: Microsoft deletes teams and related content asynchronously. The team may be visible for few minutes even after it has been deleted.

ClosedAppend and Replace Template

This feature allows to add folders from another template into existing workspace using CSV upload.

Such workspace now linked to the new template id.

Below table shows new Jobs and modification applied to existing workspace

Job Name Empty Folder Required Folder Search Folder Folder contains Document New Template Id /Structure
Replace Template Delete Delete Delete Remain Added
Append Template Delete Remain Remain Remain Added

Sample CSV

Note: This feature is supported for iManage and NetDocuments systems.

ClosedIcons of supported systems in Directory
Icon System
Imanage
NetDocuments
Office365
Teams
Channel
OneDrive
HighQ
Kira

Required Permissions

Permissions Allows User To
View Matters

View the Directory tab (Hides the Directory tab).
View Matter Details Disable the link to open the matter.
View Manage Folder Dialog Edit Workspace Template Folders.
View Reassign Template View this option in the External System menu options.
Remove Content Delete the workspace from CAM or CAM and External system both.
View My Projects View list of projects where user has explicit access (via group membership or as a user on the ACL).
View Reconciliation Report Enables user to view Jobs tab> reconciliation report after creating workspaces to validate folder structures created as per assigned template

Tip: Read here for complete list of available permissions and instructions to allow/deny CAM permissions to user/group.

Last updated on December 16, 2020

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