In WorkSite, refiling is the process of reapplying the default metadata and security settings of a parent workspace, folder, or tab to a document or folder. Because WorkSite simply overwrites the profile of the document or folder during a refile, there are many situations in which a refile can result in undesired changes. For example, performing a refile on a public folder that contains private subfolders would result in all subfolders becoming public.
To avoid such issues, Milan offers a smarter, rule-based refiling process that automatically refiles objects after they have been changed in WorkSite. Each refile rule contains:
Refiles Rules are a reactive means of enforcing security on client matters and are best suited for users who work primarily with Security Center. For a more proactive approach to security, consider using Policy Center. For a detailed explanation of the advantages of using Policy Center, refer to About Policy Center.
Importing, updating, or moving a document
Creating a workspace or folder
Updating the properties or security of a workspace or folder
Note: Only one refile rule can be applied to a folder or document.
In order to be able to configure refile rules from Administration → More Configurations → Refile Rules, a user must have the Policy (Refile): Edit Refile Rules permission.
Criteria
| Option | Description | ||||||
|---|---|---|---|---|---|---|---|
| Description | The name for the refile rule. | ||||||
| Add Rule | Opens the Add Rule Dialog for creating a new criterion. | ||||||
| Remove Rule | Removes the selected criterion from the criteria list. | ||||||
| Criterion List | Displays the object, column, comparison, and value for each criterion. Note: An item must pass all criteria for the rule to apply. |
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| Skip if documents exist in multiple folders | If checked, the refile rules are not applied to documents that exist in multiple folders. Warning: In order to avoid unpredictable results in WorkSite, this option must be enabled when either Apply Metadata or Apply Security is checked. |
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| Version |
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| Flatspace | If "Move documents to appropriate folder in a matter workspace based on the class and matter number. If no folder found then move to a documents folder" is checked, the Policy Service moves flatspace documents to the appropriate workspaces based on their client matter numbers. If the workspace has a folder with a matching default document type, the document is moved to that folder; otherwise, the document is moved to the folder specified in the Default Folder field. Note: The folder specified as the Default Folder must already exist in the target workspace. |
Metadata
| Option | Description |
|---|---|
| Apply Metadata (Copy Metadata from parents) | If checked, the Add Metadata button, Remove Metadata button, and metadata list are displayed. |
| Add Metadata | Opens the Add Metadata Dialog. |
| Remove Metadata | Removes the metadata selected in the metadata list. |
| Metadata List | Displays the CopyFrom, Column, and Options values for each metadata to be copied. |
Security
| Option | Description |
|---|---|
| Apply Security | If checked, the security options below can enabled. |
| Do not overwrite folder/document with restrictive security | If checked, Milan does not overwrite the security of folders or documents that have more restrictive security than that of their parents. |
| Overwrite default security(private, public) | If checked, Milan overwrites the security of folders and documents with the security of their parents in cases where the parent item has more restrictive security than that of the child. |
| Skip documents marked as private | If checked, Milan does not update documents set to Private. |
| Skip folders that do not inherit | If checked, Milan does not update folders that do not have the same security as their parent folder or workspace. |
| Skip documents with the following document type(s) | A comma-separated list of document types to exclude from metadata and security updates. |
| Skip documents with the following author(s) | A comma-separated list of authors whose documents should be excluded from metadata and security updates. |
Add Rule Dialog
| Field | Description |
|---|---|
| Object | A drop-down list of object types to which refile rules can be applied. Each refile rule can be applied to workspaces, folders, or documents. |
| Column | A drop-down list of metadata that can be compared to the value specified in the Value field. |
| Comparison | An drop-down list of operators for comparing the metadata selected in the Column field to the value specified in the Value field. |
| Value | The value to compare to the metadata selected in the Column field. |
Add Metadata Dialog
| Field | Description |
|---|---|
| Copy From | A drop-down list of object types from which metadata can be copied. Metadata can be copied from parent workspaces or folders. |
| Column | A drop-down list of metadata that can be copied from parent objects. |
| Options | Specifies whether existing metadata values should be overwritten |
To add a refile rule:
