Documents
The Documents tab in the Milan web interface allows users to search for documents in a specified WorkSite database and perform various operations on the search results.
Searching for Documents
In order to work with documents, you must first enter criteria in the search form at the top of the tab.
Default Search Fields
| Field | Type | Possible Values |
|---|---|---|
| Server | Drop-down | DMS servers listed in the application setting servers. |
| Database | Drop-down | Databases that have been configured in Connection Strings for the WorkSite server specified in the Server field. Searches can be performed against one or all databases. |
| Client | Drop-down | One or more clients from the selected server and database. |
| Matter | Drop-down | One or more matters. |
| Description | Text | Partial or full document name. |
| Full Text | Text |
Any text. Note: Searching document text requires that IDOL Indexer be configured on the selected WorkSite server. |
| Doc # | Text | A document number. |
| Class | Drop-down | One or more document classes. |
| Author | Drop-down | One or more WorkSite users. |
| Created Before/After | Date picker | A date, in the format DD/MM/YYYY. |
| Operator | Drop-down | One or more WorkSite users. |
Search Buttons
| Button | Description |
|---|---|
| Search | Queries the WorkSite server with the criteria specified in the search form. |
| Search History |
Available after clicking the arrow on the right-hand side of the Search button, the Search History option allows you to view the history of a document even if it has been deleted from the database. Note: You must enter a document number to search the document history. |
| Clear | Clears all fields in the search form. |
| Create Legal Hold | Opens the Legal Hold Dialog with the criteria set to match the current search terms. |
Customizing Available Search Fields
The WorkSite metadata fields displayed in the search form can be customized by editing the XML configuration file docSearchForm.config, which is located in C:\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.
Tip: To increase the number of items that can be returned by a search, edit the value for the application setting max-rows-for-search.
Using the Toolbar
The following buttons, available on the toolbar just above the search results list, perform operations on the documents checked in the search results list or, if no item is checked, the currently selected document.
Unlock/Remote Checkin
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:
- Check one or more documents in the search results and click Unlock/Remote Checkin.
- In the Unlock/Remote Checkin dialog, click either Remote Check-In or Unlock.
- Select an option from the CheckIn Options drop-down menu.
- Choose whether to delete the selected documents after checking in by selecting Yes or No for Delete file after Check In?.
- Enter a reason for performing the operation in the Reason text box.
- Click Submit.
Add to Recycle Bin
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.
Delete
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.
Export
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.
Edit Profile
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.
Note: You cannot change the profile of documents that are currently checked out.
View Profile
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.
Edit Security
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:
- Check two or more documents and click Edit Security.
- Select Add User/Group, Remove User/Group, or Change Default Security.
- Enter a comment in the Reason for Change box.
- Click Add.
View Security
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.
Where Used
Opens the Where Used dialog, which lists the full WorkSite path of each reference to the selected documents in the database.
Undeclare
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.
Move
Opens the Move Documents dialog, which allows users to move or copy the selected documents to a folder located in either the same or a different database.
Move Documents Dialog
| Option | Description |
|---|---|
| Move | Moves the selected documents from their current folder to the one specified in Select Folder. |
| Copy | Copies the selected documents to the folder specified in Select Folder. |
| Select Folder | Displays the folder selected with search workspaces dialog, which can be opened by clicking the folder icon adjacent to this field. |
To move or copy documents:
- Select one or more documents in the search results list and click Move.
- In the Move Documents dialog, select Move or Copy.
- Click the folder icon to open the search workspaces dialog.
- Search for the target folder using the appropriate search fields and, when located, check the box in front of it.
- Click OK to close the dialog. If the target folder is in the same database, the move/copy operation occurs immediately; otherwise, a provisioning job is created to move or copy the document(s) to the target database.
View History
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.
More Options
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:
- 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.
- If necessary, perform additional searches and add documents to the Shopping Cart as in step one.
- Once all desired documents are in the Shopping Cart, select View Shopping Cart from the More Options menu to display the Shopping Cart dialog.
- 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.
- 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:
Send Link Dialog
Note: When using Send Milan URL, the milan-base-url application setting must be correctly configured.
To send an email with document links:
- Select one or more documents and click More Options → Send Link to open the Send Link dialog.
- Select one or more Milan users from the Recipients drop-down menu.
- Check the link types (NRL, Milan URL, WorkSite Web URL) you would like to include in the email.
- If desired, enter a message to display in the body of the email in the Message text box.
- Click Send.
Print
Generates a printer-friendly version of the document search results and automatically opens the browser's print dialog.
Navigation and Export Toolbar
The toolbar at the bottom of the Documents tab provides options for navigating the search results and exporting the list of documents to a file.
| Button | Description |
|---|---|
| Show ___ Rows/Page | A drop-down menu from which you can select the number of documents (50, 100, 500, or 1000) to display per page. |
|
Buttons to navigate the search results when the total number of returned rows exceeds the value specified in the Show Rows/Page option. |
| Refresh | Refreshes the data in the currently displayed search results. |
| Export to PDF | Creates a PDF that contains details for all documents in the search results. |
| Export to Excel Spreadsheet | Creates an Excel spreadsheet that contains details for all documents in the search results. |
| Export to CSV | Creates a CSV file that contains details for all documents in the search results. |
Note: If the file generated by any of the export options is named undefined, refresh the page and perform the export again.
