Creating Ad Hoc Workspaces
Ad hoc workspace creation is performed through the Create Workspace wizard, which is available in the Milan web client from Administration → Create Workspace.
Create Workspace Wizard
The process of creating a workspace with the Create Workspace wizard is divided over the following screens, which must be completed sequentially.
Basic Information
Specify where the workspace should be created and what folders it should contain.
With the exception of Description, all of the following fields must be filled in before proceeding to the next screen.
| Field | Description |
|---|---|
| Server | A drop-down menu that lists all WorkSite servers configured in Connection Strings. |
| Database | A drop-down menu that lists all libraries in the selected WorkSite server. |
| Client | A drop-down menu that lists all clients in the selected database. To create a new client, click the plus button, which opens the Add Client dialog. |
| Matter |
A drop-down menu that lists all matters associated with the selected client. To create a new matter, click the plus button, which opens the Add Matter dialog. Note: If alias auto generation is enabled, the description of a new matter cannot be the same as that of an existing matter for the specified client. |
| Name | After selecting the client and matter, Milan automatically generates a name for the workspace based on the format specified in Workspace Name Format. By default, workspaces are named using the format "Matter Number - Matter Name (Client Number)". |
| Description | An optional field for describing the contents of the workspace. |
| Workspace Template | A drop-down menu that lists all workspace templates that a have a template of Workspace Creation Only. |
| Template Preview | Displays the folder structure of the selected workspace template. |
Workspace Metadata
Specify metadata values to apply to the workspace.
By default, the following metadata fields are available.
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Note: Administrators can configure the visibility of fields on the Configuring the Create Workspace Dialog page in Workspace Dialog Configuration
Workspace Security
Select the default security of the workspace using the slider control.
There are five security levels on the slider from which you can choose.
| Security Level | Default Security | Description |
|---|---|---|
| Firm (Open) | Public | WorkSite users who have not been explicitly excluded from the workspace can access it with View/Edit rights. Additionally, if a competitive policy exists, users included in that policy are not accessible to the workspace. |
| Firm (Read Only) | View | WorkSite users who have not been explicitly excluded from the workspace can access it with View rights. |
| Confidential - Matter Team | Private | Matter Team members selected from the drop-down menu can access the workspace with View/Edit rights. |
| Confidential - Groups | Private | Groups selected from the drop-down menu can access the workspace with View/Edit rights. |
| Confidential - Personal | Private | Users selected from the drop-down menu can access the workspace with View/Edit rights. |
Sharing
Sharing workspaces with external users requires Zone. For more information on how to use this feature, see Sharing Workspaces Through Zone
Add to My Matters
Select users that should have a shortcut to the workspace in their My Matters.
To add the workspace to the My Matters of a WorkSite user, open the Users drop-down list and select a user. If you would like to add more than one user to the field, repeat this step for each desired user.
To specify the naming convention Milan should use when creating the shortcut folder for the My Matters shortcut, select one of the following options from the Category drop-down menu:
| Option |
|---|
| @imProfileCustom1@ (@imProfileCustom1@) |
| @imProfileCustom3@ (@imProfileCustom3@) |
| @imProfileCustom3@-@imProfileCustom1@(@imProfileCustom3@-@imProfileCustom1@) |
| @imProfileCustom29@ (@imProfileCustom29@) |
| @imProfileCustom29@-@imProfileCustom30@(@imProfileCustom29@-@imProfileCustom30@) |
Approval
If you are currently logged in as a user who does not have the Workspaces: Create permission but does have Workspaces: Allow users to submit a workspace request for approval of an administrator, an additional Approval step is required. To proceed to the next screen, you must specify an approver in the Search Approver drop-down menu. For more information on the approval process, refer to Requesting and Approving Workspaces.
Notification
By default, Milan sends the creator of the workspace an email after the workspace has been created. To send a notification email to other WorkSite users, select one or more users from the Allow users to be notified drop-down menu.
Review
Confirm your selections from the previous setup screens before submitting the job.
If you are satisfied with your selections, click Submit to create the workspace.
