Web Interface > Workspaces

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
Field Type Possible Values
Server Drop-down WorkSite servers listed in the application setting servers.
Database Drop-down All databases configured in Connection Strings for the selected server. In addition to specific databases, you can also choose search all databases on the selected server.
Client Drop-down One or more clients.
Matter Drop-down One or more matters
Author Drop-down One or more WorkSite users.
Name Text

A partial or complete document name.

Note: Milan will only return documents that begin with the search term.
Created Before/After Date picker A date in the format DD/MM/YYYY.
ClosedCustomizing the Search Form

Administrators can customize the layout and content of the workspace search form by editing the XML configuration file workspaceSearchForm.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.

Using the Toolbar

ClosedExport

Opens the Export Dialog, which allows you export documents from the selected workspace.

Add to Review

Clicking the drop-down menu arrow on the button reveals an additional export option, Add to Review, which allows you create an export job via the Review Documents Dialog,

ClosedEdit Profile

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

Edit Profile Dialog

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

Option Description
Update all documents Apply changes to all the documents in the workspace.
Update public documents Apply changes to all public documents in the workspace.
Do not update documents Only apply changes to the workspace and its folders.

Exclusions

Option Description
Skip documents with the following author(s) Exclude documents from the update based on their author. Users must be specified by their WorkSite user name in a comma-separated list.
Skip documents with the following document type(s) Exclude documents from the update based on their class (doctype). Doctypes to exclude must be specified as a comma-separated list.
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

Folder Options

Option Description
Update all folders Update all folders in the workspace.
Update only folders that inherit Update only folders that are configured to inherit permissions from their parent.
Do not update documents Update only the workspace and its folders but not to the documents.

Document Options

Option Description
Update all documents Update all documents in the workspace.
Update public documents Update all documents in the workspace that currently have default security set to Public.

Exclusions

Option Description
Skip documents with the following author(s) Exclude documents from the update based on their author. Users must be specified by their WorkSite user name in a comma-separated list.
Skip documents with the following document type(s) Exclude documents from the update based on their class (doctype). Doctypes to exclude must be specified as a comma-separated list.

To edit security of workspaces:

  1. Check 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

Displays a menu with the following options.

Option Description
Matter Team Opens the Matter Team dialog.
Add Users to Teams Opens the Add Member dialog.
Remove Users From Teams Opens the Remove Users From Teams dialog.
ClosedDelete Workspace

Deletes the selected Workspaces and their folders and moves the documents contained within those folders to the flatspace.

To delete workspaces:

  1. Select one or more workspaces and click Delete Workspace.
  2. In the Delete Workspace dialog, enter a comment in the Reason box and 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. See Moving Workspaces and Folders Through the Web Interface for information on using this feature.

ClosedDelete Folder

Opens the Delete Folder dialog, which allow you to permanently delete folders from WorkSite.

When you delete a folder, all of its subfolders are removed and the documents are moved to the flatspace.

Delete Folder Dialog

To delete folders from a workspace:

  1. Select a workspace that contains the folders for deletion and click Delete Folder.
  2. 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.
  3. Now, you have the following three check boxes available for folder deletion:
  4. 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 a My Matters list:

  1. Select a workspace and click Add to My Matters.
  2. In the Select User(s) drop-down menu, choose one or more users whose lists will be updated with the new workspace shortcut.
  3. (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.
  4. Click Submit.
ClosedReassign Template

Refer to Reassigning Templates for information regarding this feature.

ClosedMore Options
ClosedSend Link

Allows you to send a email message to users with either a Milan or WorkSite Web link to the selected workspace.

Note: In order to use this functionality, you must configure an SMTP server.

To send a workspace link:

  1. Select a workspace and click Send Link.
  2. The selected workspaces will be displayed in the Documents section.
  3. Add one or more recipients in the Recipients field.
  4. Enter the body of email in the Message box.
  5. Click Send.
ClosedImport Documents

Opens the Import Documents Dialog, which allows you to import documents and their metadata into WorkSite from your local file system or a network drive. See Import Center for more information in importing documents through the web UI.

ClosedGenerate Template

Opens the Generate Template dialog, which allows you to create a folder template based on the selected workspace. The template created from 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.

Generate Template Dialog

Field Description
Template Name A descriptive name for the template.

Filter 1, Filter 2

 Values for the metadata fields specified as the filter metadata. Users will only be able to see the template in an on demand folder dialog if the metadata associated with the selected workspace or folder matches these values.
Select Mode
The folder levels at which users can use the template to create on demand folders
Mode Template Available At
All Root level of workspace and all levels below; also available during workspace creation via Create Workspace.
Top level only Root level of a workspace.
Second level and below Second level of a workspace and all levels below.
Workspace Creation only No levels within a workspace; only usable via Create Workspace.
ClosedRefile

Opens the Refile dialog, which allows you to apply a workspace's security and metadata to all of its child objects.

Refile Dialog

Option If Enabled
Do you want to refile security Apply the security of the workspace to all of its folders, subfolders, tabs, and documents.
Do you also want to refile client/matter from workspace Apply the client and matter (Custom1 and Custom2) to all child objects of the workspace.

To refile a workspace:

  1. Right-click a workspace and select Refile.
  2. In the Refile Dialog, select whether you want to refile security and/or metadata.
  3. Click Submit.

Note: Refiling updates the security of folders and documents that do not inherit security from their parent workspace.

ClosedAdd to Recycle Bin

Opens the Add to Recycle Bin dialog, which allows you to enter an optional reason for moving the selected workspaces to the recycle bin. If you are sure you want to complete the operation, click Submit, which creates an AddToRecycle provisioning job for each workspace.

ClosedPrint

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

Right-Click Menus

ClosedWorkspace/Folder

You can select from the following commands after right-clicking either a workspace or folder.

In addition to the above commands, the right-click menu for folders also has a Move Folder option, which allows you to move or copy a folder to another location in any database managed by Milan. See Moving Folders for more details.

ClosedDocument

The following commands are displayed after right-clicking a document.

Last updated on August 26, 2016

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