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Workspaces

The Workspaces tab in the Milan web client allows users to search for workspaces in a WorkSite database and perform various operations on the search results.

Required Task Permissions

Users must have the Workspaces: Search task permission to be able to view the Workspaces tab in the web client.

ClosedToolbar Buttons and Right-Click Menu Commands

The availability of toolbar buttons and right-click menu commands is determined by the permissions assigned to the logged in user.

The following table lists all task permissions that affect the Workspaces tab interface.

Milan Right Enables
Documents: Download Export toolbar button if the user also has Documents: View public name and Documents: View private name
Workspaces: Edit Profile Edit Profile toolbar button
Workspaces: View profile View Profile toolbar button
Workspaces: Edit Security Edit Security toolbar button
Workspaces: View security View Security toolbar button
Workspaces: Permanently Delete Delete Workspace toolbar button
Folders: Create Simple Create Folder toolbar button
Folders: Create Manage Folders and Add to My Matters toolbar buttons
Workspaces: Move Move Workspace toolbar button
Folders: Permanently Delete Delete Folder toolbar button
Workspace: Reassign Template Reassign Template toolbar button
Documents: Send Link Send Link option under More Options
Documents: Import Import Documents option under More Options
Workspaces: Refile via SQL Refile option under More Options
Administration: Edit folder templates Generate Template option under More Options
Folders: Move Move Folder right-click menu

Searching for Workspaces

The top section of the Workspaces tab displays search fields for locating workspaces in one or all libraries on a specified WorkSite server.

ClosedDefault Search Fields
Search Field Description
Server A drop-down menu of all WorkSite servers configured in Connection Strings.
Database A drop-down menu of all databases configured in Connection Strings for the selected server. You can choose to search in all or only a specific database.
Client A drop-down menu that lists all clients in the selected database.
Matter A drop-down menu that lists all matters for the selected clients. If no clients are selected, the menu will include the matters for the first 20 clients.
Author A drop-down menu that lists all users that are authors in the selected database.
Name A text box to enter a search term.
Created Before A field to enter a date in the locale format of the local machine. The search results will only include workspaces created before the specified date. Clicking the calendar icon opens a calendar control for choosing a date.
Created After Similar to the Created Before field, except only documents after the specified date are included in the search results.

Search fields that are drop-down menus with a icon have the following behavior:

ClosedCustomizing the Available Search Fields

You can customize the WorkSite metadata fields loaded on the Workspaces tab search form using an XML configuration file called, "workspaceSearchForm.config" placed in the following Milan installation directory path:

<Milan Installation Directory>\Prosperoware.Milan\data

Using the Toolbar

ClosedExport

Refer to Export Documents.

ClosedEdit Profile

Opens the Edit Profile dialog, which allows users to edit the profiles of all selected workspaces.

Profile Tab

The Profile tab provides drop-down menus for editing the metadata values associated with the workspaces. By default, only Practice Area, Matter Type, Status, Jurisdiction, and Custom23 are available to edit.

ClosedCustomizing the Profile Tab

Users with access to the Application Configuration page can add or remove fields on the Profile tab by opening Administration → Application Configuration → Workspace Profile and checking or unchecking the boxes in the Visible column for the listed metadata fields.

Advanced Options Tab

Document Options Description
Update all documents The update is applied to all the documents in a workspace.
Update public documents The update is applied only to the public documents in a workspace.
Do not update documents The update will only be applied to workspace and folders, but not to the documents.
Skip documents with the following author(s) If you do not want to update the documents with specific author(s), then you may add the authors in a comma-separated list. This list will be processed in an "OR" fashion.
Skip documents with the following document type(s) If you do not want to update the documents with specific document type(s), then you may add the doctypes in a comma-separated list. This list will be processed in an "OR" fashion.
ClosedView Profile

Opens the View Profile dialog, which, by default, displays the Practice Area, Matter Type, Status, Jurisdiction, and Custom23 fields. The visibility of fields in this dialog is affected by the settings detailed in Customizing the Profile Tab

ClosedEdit Security

You can update workspace security by adding or removing users and groups from the access list. You can change the default security on a workspace, and you can modify rights given to a specific user or group.

Advanced Options Tab

Option Description
Update all folders The update is applied to all the sub folders included in a workspace.
Update only folders that inherit The update is applied to only folders that do not inherit the properties of their parent workspace.
Update all documents The update is applied to all the documents in a workspace.
Update public documents The update is applied only to the public documents in a workspace.
Do not update documents The update will only be applied to workspace and folders, but not to the documents.
Skip documents with the following author(s) If you do not want to update the documents with specific author(s), then you may add the authors in a comma-separated list. This list will be processed in an "OR" fashion.
Skip documents with the following document type(s) If you do not want to update the documents with specific document type(s), then you may add the doctypes in a comma-separated list. This list will be processed in an "OR" fashion.

To edit security of workspaces:

  1. Check the check boxes for one or more workspaces in the search results list and click Edit Security.
  2. Perform one of the following tasks:
    • Select the Add User/Group button: In the drop-down box, select a user or group, and then a security level: Read, Read/Write, Full, or None.
    • Select the Remove User/Group button: Use the drop-down box to select a user or group that you want to remove from a document access list.
    • Select the Change Default Security button: In the drop-down box, select a default security level: Private, Public, or View.
  3. Enter a comment in the Reason field.

  4. If required, configure options on the Advanced Options tab. Refer to the above table for descriptions of each option.

  5. Click Submit.
ClosedView Security

You can view the security rights assigned to users and groups with access rights to specific documents. You can also remove users or groups from these access lists.

To view the security of workspaces:

  1. In Milan, select the Workspaces tab. (Use the search options to display a list of workspaces.)
  2. Select the check boxes for the workspaces with security settings that you want to view.
  3. Click View Security.
  4. (Optional) Click Remove to remove a user or group from the access list.
ClosedMatter Team

The Matter Team tab displays the list of matter team members assigned to the selected workspace. You can also view the users who are excluded from that workspace.

To view the members for a workspace:

  1. In Milan, select the Workspaces tab. (Use the search options to display a list of workspaces.)
  2. Select the check boxes for the workspaces whose matter team members you want to view.
  3. Click Matter Team.
  4. The Team tab displays the list of members assigned to that matter.
  5. The Exclusion Wall tab displays the list of users excluded from that matter.
ClosedDelete Workspace

You can delete workspaces from the database. When you delete a workspace, the selected workspace along with its folders and sub-folders are removed, but Milan does not delete any documents from the database.

To delete workspaces:

  1. In Milan, select the Workspaces tab. (Use the search options to display a list of workspaces.)
  2. Select the check boxes for the workspaces that you want to delete.
  3. Click Delete Workspace.
  4. Enter a comment in the Reason box.
  5. Click Submit.
ClosedCreate Folder

Opens the Milan - Create Folder dialog. Refer to Create Folder for more information on this feature.

ClosedManage Folders

Opens the Milan - Manage Folders dialog. Refer to Manage Folders for more information on this feature.

ClosedMove Workspace

Opens the Move Workspace dialog, which allows users to move one or more workspaces to another database on the same server.

Move Workspace Dialog

Option Description
Database (Library) Name Select a target WorkSite database
Options Select the option to update existing My Matters shortcuts to point to the new workspace location, or to remove any existing My Matters shortcuts related to the workspace(s) being moved.
Document Numbers Select the option to retain the existing document numbers for documents in the workspace, assign new document numbers, or retain the existing document numbers only when possible.
Multiple References Select the option to leave existing multiple document references and create shortcuts to new location, or move the documents when the Client and Matter number values match the workspace.
Skip Pre-flight check for Checked Out documents and disabled users Select Yes to skip the preflight check, or No to run the preflight check that verifies if there are any documents checked out that reside in the workspace(s) being moved, or if there are any users associated with documents in the workspace that are disabled in the target database.
Unlock checked out documents and move them Select Yes to unlock any documents that reside in the workspace(s) being moved that are checked out at the time of the move operation, or No to leave checked out documents as they are and not move them with the move operation.
Run flatspace file before move Select Yes to automatically file related matter documents found in the source database flatspace as part of the move operation, or No to leave any related matter documents as is in the source database.
Flatspace Default Folder Type the name of a default folder in which documents found in the flatspace should be filed when the Run flatspace file before move option is set to Yes.
Document Delete Options Select Add To Recycle Bin to add moved documents to the recycle bin for the source database, Mark as Record to leave the documents in the source database as records, or Leave it to leave the documents as is in the source database.
Create Metadata and Enable disabled users Select Yes to automatically create metadata and enable users associated with workspace(s) being moved in the target database, or No to not create missing metadata or enable users that are disabled in the target database.

To move workspaces:

  1. In Milan, select the Workspaces tab. (Use the search options to display a list of workspaces.)
  2. Select the check boxes for the workspaces that you want to delete.
  3. Click Move Workspace.
  4. Configure the following Move options:
  5. Click Submit.
ClosedDelete Folder

The Delete Folder command permanently deletes folders from WorkSite . When you delete a folder, all its sub-folders are removed, but Milan does not delete the any documents from the database. Instead they reside in flatspace. You can also choose to delete blank folders, or to search for folders at any level in the workspace and then deleting them. Comments about the reason for this operation are also required.

To delete folders from workspaces:

  1. In Milan, select the Workspaces tab. (Use the search options to display a list of workspaces.)
  2. Select the workspace that contains the folders for deletion.
  3. Click Delete Folder.
  4. Enter a partial or full folder name in the Folder Name box. For partial folder names, Milan will treat them as a wild card, and match it with any existing folders in the workspace.
  5. Now, you have the following three check boxes available for folder deletion:
    Option NameDescription
    Delete all documents before deleting the folderDelete the folder along with its subfolders and documents.
    Search for the folder at any level in the workspaceSearch for the folder throughout the workspace and then delete them from database. If unchecked, Milan will only delete the first level folders.
    Only delete if the folder is emptyRemoves only those folders that do not contain documents, or that contain empty subfolders.
  6. Click Submit.
ClosedAdd to My Matters

Through Milan Service Desk, you can add workspace shortcuts to My Matters list in WorkSite.

To add workspace shortcuts to My Matters list:

  1. In Milan, select the Workspaces tab. (Use the search options to display a list of workspaces.)
  2. Select the workspaces that you want to add to My Matters list.
  3. Click Add to My Matters.
  4. In the Select User(s) drop-down box, choose one or more users whose lists will be updated with the new workspace shortcut.
  5. (Optional) To add the shortcut to a category instead of directly under My Matters, select a custom property from the Category drop-down box. Milan creates the category, which acts like a folder grouping related shortcuts. (If you leave this box empty, the shortcut is added directly under My Matters.)
  6. Click Submit.
ClosedReassign Template

Refer to Reassigning Templates for information regarding this feature.

ClosedMore Options
ClosedSend Link

You can send email messages with the workspaces attached in order to share the content securely with other users. The content can be shared via Milan URL as well as WorkSite web URL. Clicking the link given in the email message redirects you to display the entire folder structure of that workspace. This command requires the smtp settings to be configured properly.

To send link for workspaces:

  1. In Milan, select the Workspaces tab. (Use the search options to display a list of workspaces.)
  2. Select the workspaces whose links you want to send.
  3. Click Send Link. to display the Send Link dialog.
  4. The selected workspaces will be displayed in the Documents section.
  5. You can add one or more recipients in the Recipients field.
  6. Click one of the following desired options:
    OptionDescription
    Send Milan URLSend Milan URL to the workspaces in Milan Web. Make sure that the "milan-base-url" app setting is configured to point your Milan web server.
    Send Worksite Web URL Send a Url link to a document in WorkSite Web.
  7. Enter the body of email in the Message box.
  8. Click Send.
ClosedImport Documents

Import Documents command allows you to import documents and their metadata into WorkSite from your local file system or network drive.

To import documents into WorkSite:

  1. In Milan, select the Workspaces tab. (Use the search options to display a list of workspaces.)
  2. Select the workspace where you want to import the documents from the source location.
  3. Click Import Documents.
  4. On the Basic tab, configure the following fields:
    FieldDescription
    PathEnter UNC path for the folder containing the documents that you want to import. Make sure that the account running the provisioning service must have access to this path.
    AuthorBy default, the logged in user is assigned as the Author of the documents being imported. However, you may change it by selecting the user from the drop down menu.
    OperatorBy default, the logged in user is assigned as the Operator of the documents being imported. However, you may change it by selecting the user from the drop down menu.
    Default Class (DocType) RequiredAssign a class for the documents being imported to WorkSite. This field is required.

    You can specify the default value for this field by configuring an app setting, called "import-default-metadata-value".

    Sub ClassSelect the subclass for the above specified class.
  5. On the Advanced tab, configure the following fields:
    FieldDescription
    Job Description (Optional)Type a description for the import documents job.
    Overwrite EntryWhen with Created Date of FileImport job sets the Windows file create date value as the Created value in WorkSite.
    Overwrite EditWhen with Modified Date of FileImport job sets the Windows file modified date as the Edit value in WorkSite.
    Delete Source Documents Upon Successful ImportDelete the source documents after the import job is completed successfully. Note: This option permanently deletes the source files. Be sure to have a backup copy of all source files prior to selecting this option.
    Do not create a workspace folder for the root folder on the file system

    When this option is disabled, the import job creates a WorkSite folder in the target workspace to replicate the root folder from which the source files are imported.

    Please note that in order to create a folder from local or network drive in the target workspace, the app setting "import-create-folder-if-doesnt-exists" should be enabled to 1.

    Do not detect duplicate documents(When disabled) If the source folder contains the files with exactly same name then only a single copy of the document is being imported to the target location.
    Default FolderSpecify the name of the folder into which you want to import the documents when the DocType or specified folder name is not found. Note that the default folder should exist in the target location. This option works when "Do not create a workspace folder for the root folder on the file system" is checked.
    Comments

    You may include additional file information in the Comments field. The field supports a variety of tokens which are wrapped in '@' symbol. Following are the tokens that can be included for the Comments field:

    Variables/TokensDescription
    @filepath@Include the information for the location of the path where the file is located.
    @date@Include the information of the date and time at which documents are being imported.
    @fileowner@ Include the information of the owner of the physical file that we are importing.
  6. Click Submit.

Note: The import documents job is processed by Milan provisioning service. You can view the status of the jobs using Import Center tab.

ClosedGenerate Templates

You can generate folder templates based on an existing workspace folder structure via Generate Templates command. The assigned metadata fields and their default values for document folders, search folders, and tabs included within a workspace are automatically added during the generation of folder templates.

To generate templates from an existing workspace:

  1. In Milan, select the Workspaces tab. (Use the search options to display a list of workspaces.)
  2. Select the workspace whose folder structure needs to be generated as a standard folder template.
  3. Click Generate Template.
  4. Configure the following fields:
    FieldDescription
    Template NameType a unique and descriptive template name.

    Filter 1

    Filter 2

    		Filter 1 and Filter 2 fields can be used to create a template filter. These are optional fields. The value of these two filter metadata fields can be configured from Folder Template Editor → Config → Metadata.
    Select Mode
    OptionDescription
    AllUsers may add folders from the folder template at the workspace root level, second level and below, and during workspace creation
    Top level onlyUsers may only add folders from the folder template at the workspace root level.
    Second level and belowUsers may only add folders from the folder template at the second level, and lower levels under a workspace.

    Workspace Creation only

    		Users may only add folders from the folder template during an ad hoc Create Workspace operation from the Milan web client, or the Milan desktop client.
  5. Click Save.
ClosedRefile

Force a refile of security from the selected parent level, and/or client and matter metadata from the workspace profile, to all subfolders and documents.

To refile a workspace:

  1. In Milan, select the Workspaces tab. (Use the search options to display a list of workspaces.)
  2. Select a workspace which you want to refile.
  3. Click Refile.
  4. Configure the following options:
    OptionDescription
    Do you want to refile securityAll the tabs, folders, subfolders, and documents under that workspace will take on the security information of their parent workspace.
    Do you also want to refile client/matter from workspaceAll the tabs, folders, subfolders, and documents under that workspace will take on the client and matter information of their parent workspace.
  5. Enter a comment in the Reason box.
  6. Click Submit.

Note: The Refiling process also forces the changes to be applied on the objects (folders and documents) that do not inherit the security from their parent container.

ClosedPrint

You can print current workspace list displayed in the Workspaces tab via Print command.

 
ClosedSUPPORT INFORMATION

Phone | +1 312 462 3800 (Weekdays, 9:00 AM - 5:00 PM CST)

Email | support@prosperoware.com

Web |   http://support.prosperoware.com/

ClosedCOMPANY INFORMATION

Prosperoware, LLC

11 Bala Avenue

Bala Cynwyd, PA 19004

+1 484 895 1900

http://www.prosperoware.com/

 

ClosedPRODUCT INFORMATION

Milan 3.3 P2

Copyright © 2014 Prosperoware, LLC

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