Moving Workspaces and Folders Through the Web Interface
The Move Workspace dialog, which is accessible by clicking the Move Workspace button on the Workspaces tab in the web interface, is a simple tool that allows you to move workspaces from one WorkSite library to another. Similarly, you can move specific folders within a database or between databases via the Move Folder command, which is available from the right-click menu on the Workspace tab.
Moving Workspaces
To move one or more workspaces to the same destination library:
- On the Workspaces tab, fill in the search form with appropriate values and click Search.
- In the results list, check the workspaces you would like to move and click Move Workspace in the toolbar. The Move Workspace dialog appears.
- Select a target database from the Database (Library) Name drop-down menu.
- Configure the remaining options, which are detailed above under Move Workspace Dialog.
- Click Submit to create a provisioning job to move the workspaces.
Moving Folders
To move a folder to another location:
- On the Workspaces tab, use the search form to locate a workspace.
- In the results list, expand the workspace, right-click a folder, and select Move Folder.
- In the Move Folder dialog, click the folder icon next the Select Folder text box.
- In the search dialog, use the search form to locate a different workspace.
- In the results list, check either a workspace or folder and click Select to return to the Move Folder dialog.
- Configure the remaining options, which are the same as those detailed in Move Workspace Dialog.
- Click Submit to move the folder.
Move Workspace Dialog
| Database (Library) Name |
A drop-down menu of all available WorkSite libraries from which the destination database can be selected. |
| Options |
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Specifies how My Matters shortcuts are handled after the workspaces have been moved.
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| Update existing my matters shortcuts to new workspace |
The existing shortcuts are updated to point to the workspaces in the destination database. |
| Remove my matters shortcuts |
Shortcuts pointing to the workspaces being moved are deleted from the source library. |
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| Documents Numbers |
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Specifies how documents numbers should be assigned to the moved documents in the target database.
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| Retain Number |
Document numbers are preserved in the target database. |
| Assign New Number |
Documents are assigned a new number in the target database. |
| Retain if you can |
Documents numbers are preserved if not currently in use in the destination; if a document number already exists in the destination, the document being moved is assigned a new document number. |
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| Multiple References |
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Specifies how to handle documents that have multiple references in the source library.
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| Leave & create shortcut |
The document is not moved to the target database; instead, Milan creates a shortcut in the target database that points to the original document in the source database. |
| Move if the c/m number matches the multiplerefs |
The document is moved only if the client and matter numbers match the workspace being moved. |
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| Skip Pre-flight check for Checkout and disable users |
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Do not verify that documents are checked in in the source database and that all users associated with documents are enabled in the target database before starting the move. If this option is disabled, no documents are moved if the preflight check fails.
Note: Move Workspace will not move checked out documents unless Unlock checked-out documents and move them is also enabled.
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| Unlock checked-out documents and move them |
Unlock and move documents that are checked out when Milan executes the move operation. If No is selected, checked-out documents are not moved to the target database. |
| Run flatspace file before move |
File documents in the flatspace before performing the move operation. |
| Preserve Ethical Wall |
Apply existing ethical walls to the moved workspace. |
| Flatspace Default Folder |
The name of an existing folder in the workspaces to which documents should be moved if no folder with a matching doc type can be found. This setting is only used when Run flatspace file before move is enabled. |
| Delete Options |
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Specifies what Milan should do with the workspaces in the source database after all documents are successfully moved to the destination library.
The Add to Recycle Bin and Delete After Move options are available to all users who have been granted the ability to move workspaces.
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| Add to Recycle Bin |
Move workspaces and their contents to the recycle bin. Workspaces are kept in the recycle bin for an additional 60 days past the period specified in the application setting recycle-days .
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| Mark as Record |
Declare documents as records. |
| Leave It |
Move the documents to the flatspace (i.e., delete the workspace but keep the documents). |
| Delete After Move |
Mark documents for permanent deletion. Documents are deleted by the Moved Document Delete Service, which runs regularly based on the execution time interval set on the Background Services page.
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| Create Metadata and Enable disabled users |
Specifies whether to create missing metadata and enable disabled users in the target database before moving the documents. |
Note: You must check one or more workspaces in the results list to open the Move Workspace dialog.
Monitoring and Troubleshooting Moves
- To check the progress of a move operation, go to Service Center > Provisioning Service, select Move Workspace/Folder from the Operation drop-down menu, and click Search.
- If any folders or documents cannot be moved, the job status will be marked as Incomplete and a message to that effect will be displayed in the Message column.
- To troubleshoot individual errors in a move job, click the Log link to display the instance logs, which give detailed information on each move operation.
- If a job is marked as Incomplete, the remaining folders and documents can be moved by clicking Retry after the errors in the instance logs are resolved.
- Documents are not moved to the recycle bin or declared as records until all folders and documents have been successfully moved, i.e., the job status is marked as Completed.
- Documents in the source libraries that are declared as records cannot be moved to the recycle bin—the workspace itself, however, can be. As a result, when the Add to Recycle Bin option is selected, records in the source libraries will be moved to the flatspace when Milan purges the workspace from the recycle bin.
