Documents

The WorkSite metadata fields displayed in the search form can be customized by editing the XML configuration file docSearchForm.config, which is located in Program Files\Prosperoware.Milan\data.

To change the number of columns in the form, edit the value of the colCount attribute in the <configuration> element at the top of the file. The search form can be configured to have anywhere from one to five columns.

To configure whether a metadata field is displayed in the form, navigate to the <searchProperties> section, which lists each metadata field in a <searchProperty> element, and edit its enabled attribute; if set to true, the field is displayed in the column specified by the column attribute, where 1 is the first column. To customize the corresponding label in the search form, edit the description attribute.

Opens the Unlock/Remote Checkin dialog, which allows a user to make a document checked out to one user available to other users by either unlocking or remotely checking in the document in WorkSite.

To unlock or remotely check-in documents:

1. Check one or more documents in the search results and click Unlock/Remote Checkin.
2. In the Unlock/Remote Checkin dialog, click either Remote Check-In or Unlock.
3. Select an option from the CheckIn Options drop-down menu.
4. Choose whether to delete the selected documents after checking in by selecting Yes or No for Delete file after Check In?.
5. Enter a reason for performing the operation in the Reason text box.
6. Click Submit.

Adds the selected documents to the Recycle Bin. After clicking this button, a confirmation dialog is displayed, which allows you to specify a reason for moving the documents to the Recycle Bin.

Permanently deletes the selected documents from WorkSite. After clicking this button, a confirmation dialog is displayed, which allows you to specify a reason for the deletion and select whether all versions of the selected documents should be deleted.

Opens the Export dialog, which allows users to export the selected documents either to a file share or as a ZIP file. Refer to Export Documents for more information on using this feature.

Opens the Edit Profile dialog, which allows administrators to apply changes to the profiles of the selected documents.

The following profile fields can be edited from the Edit Profile dialog: Description, Author, Operator, Class, Subclass, Client, Matter, Practice Area, Matter Type, and Sent Date.

Opens the View Profile dialog, which displays the profile fields for the selected document.

Note: This button can only be used when one document is selected.

Opens the Edit Security dialog, which allows users to change the security on a document by adding or removing users and groups from its access list or setting the default security.

To edit the security of multiple documents:

1. Check two or more documents and click Edit Security.
2. Select Add User/Group, Remove User/Group, or Change Default Security
3. • Select the Add User/Group button. In the drop-down boxes, 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 boxes, select a default security level: Private, Public, or View.
4. Enter a comment in the Reason for Change box.
5. Click Add.

Opens the View Security dialog, which displays the access lists for each of the selected documents. User or groups can be removed from an access list by clicking the X icon in the Remove column.

Opens the Where Used dialog, which lists the full WorkSite path of each reference to the selected documents in the database.

Undeclares a document marked as a record in WorkSite. After clicking this button, a confirmation dialog appears with a mandatory field for entering a reason for the change. Upon submission, Milan accesses the SQL database where the documents are stored and updates their status to undeclared.

Opens the Move Documents dialog, which allows a user to move or copy the selected documents to one folder. The Move documents dialog has the following options:

To move or copy documents:

1. Select one or more documents in the search results list and click Move.
2. In the Move Documents dialog, select Move or Copy.
3. Click the folder icon to open the search workspaces dialog.
4. Search for the target folder using the appropriate search fields and, when located, check the box in front of it.
5. Click OK to create a provisioning service job to move or copy the documents.

Opens the View Document History dialog, which lists the document history of all selected documents. Users can generate a printer-friendly version of the table by clicking the Print button, which will also automatically bring up the browser's print dialog.

Shopping Cart

The Shopping Cart allows users to perform an Unlock/Remote Check-In or Export operation on documents located in different locations.

To perform an operation on multiple documents with the Shopping Cart:

1. Check one or more documents and select Add to Shopping Cart from the More Options menu. A message will appear at the top of the window indicating the number of documents added to the Shopping Cart as well as the total number of documents currently in the Shopping Cart.
2. If necessary, perform additional searches and add documents to the Shopping Cart as in step one.
3. Once all desired documents are in the Shopping Cart, select View Shopping Cart from the More Options menu to display the Shopping Cart dialog.
4. If you would like to remove one of the documents listed in the Shopping Cart, click the X icon in the Remove column of the unwanted document.
5. Click either Unlock/Remote Check-In or Export to ZIP to open the corresponding dialog and perform the operation.

Warning: Navigating to another Milan tab or closing the browser window will clear the contents of the Shopping Cart.

Send Link

Opens the Send Link dialog, which allows users to send email messages containing links to the selected documents to other Milan users. The Send Link dialog has the following fields and options:

Field/Option	Description
Documents	A list of the selected documents to which links will be generated.
Recipients	A drop-down menu from which Milan users can be selected as email recipients.
Send NRL	If checked, the email sent by Milan will include NRL links to the documents in WorkSite.
Send Milan URL	If checked, the email sent by Milan will include Milan Web links to the documents. In order for Milan to create valid links, the milan-base-url application setting must be correctly configured.
Send Worksite Web URL	If checked, the email sent by Milan will include WorkSite Web links to the documents.
Message	An optional message to include in the body of the email.

To send an email with document links:

1. Select one or more documents and click More Options → Send Link to open the Send Link dialog.
2. Select one or more Milan users from the Recipients drop-down menu.
3. Check the link types (NRL, Milan URL, WorkSite Web URL) you would like to include in the email.
4. If desired, enter a message to display in the body of the email in the Message text box.
5. Click Send.

Print

Generates a printer-friendly version of the document search results and automatically opens the browser's print dialog.