Change History

3.9

Client Commands

• Web extension versions of the following commands are now available for iManage Work:
  • Create Folder (Simple)
  • Create Workspace
  • Edit Profile
  • Edit Security
  • Self-Service
  • Organize My Matters
  • My Policies
  • Set My Self-Service Options
  • Create Search Folder
  • Matter Team/Exclusion

Web Interface

• Milan-6305: New Task Permission that allows users trecycle folders only, not entire workspaces.
• Milan-7373: Items in the recycle bin can now be searched by database.
• Searches on the Documents and Workspaces tabs are now performed as the current user if they dnot have the task permission “General: Search as NRT Admin”.
• A new task permission "Service Center: View all jobs" allows users tsee Service Center jobs created by other users. Users without the permission can only see their own jobs.

WorkSite

• Milan-7742 (12573): Milan Task Permissions Document: Export and Document: Send Link nlonger grant access tdocuments on which the user has NAccess security permissions set in WorkSite.
• Import Data Service now supports iManage cloud servers.

3.8

Confidentiality Management

• NetDocuments repositories can now be configured as policy systems.
• Documents residing on Work servers can now be attached to policies as NRLs.
• Risk team members can now browse billing users when editing an existing policy.
• Exclusion policies can now be configured to include a list of notification users.
• The self-service type of an existing policy can now be changed when in edit mode.
• Client and matter drop-down lists can be replaced with text boxes by disabling the new application setting “self-service-client-matter-lookup”.

iManage Work Client Integration

• The following Milan commands are now available as web extensions for the iManage Work web application:
  • Create Folder
  • Manage Folders
  • Edit Folder
  • Delete Folder
  • Add to Recycle Bin
  • View Recycle Bin

Web Interface

• When configuring search folders in folder templates, the option to allow editing of folder metadata now applies to their search criteria.
• Additional folder templates can be displayed in on-demand folder dialogs based on whether they match the primary or secondary metadata filter values.
• Milan-3600 (8184): In Service Center, selected items can now be deleted via Actions > Delete Selected Jobs in the toolbar.
• The Manage Folders dialog now loads templates more quickly.
• Milan-6981 (10329): Reason fields can now be configured as required for all operations that include them via the new application setting “require-reason”.
• Users can now be allowed to delete folders that they’ve created via Milan’s on-demand folder dialogs by granting them the new task permission "Folders: Delete My Own”.
• When an error occurs on the Milan server, a custom page is now displayed instead of the default IIS error.

Folder Templates

• Milan-5532 (8506): Workspace metadata to be automatically applied to folders created from templates can now be specified per database in workspace2foldermetadata.config.
• Milan-7720 (12482): Workspaces can now be reassigned to templates of any type.

Billing to Milan

• Users can now be added to and removed from matter teams based on an external data source by passing user lists in the new matterinput fields RMattterTeamGroupMembersEx, RWMatterTeamGroupMembersEx, and FAMatterTeamGroupMembersEx.
• After creating a matter ID under a new client due to a change in the billing system, Billing to Milan can now automatically delete the matter ID under the previous client in order to preserve its uniqueness. To enable this behavior, set the new application setting “maintain-unique-matter-ids” to 1.

Create Workspace Wizard

• Create Workspace Wizard can now be configured to require that users always create a new value for the matter field.
• Metadata labels in the Create Workspace Wizard are now updated to match the captions of the selected database.

Application Settings

• require-reason: Require that users fill in the reason field when performing operations from the web interface.
• self-service-client-matter-lookup: Display client and matter as drop-down lists in the Self-Service dialog.
• maintain-unique-matter-ids: After moving a matter to a different client via Billing to Milan, automatically remove the matter ID from the previous client.
• create-workspace-wizard-matter-field: The WorkSite attribute ID (e.g., imProfileCustom3) of the custom field affected by the application setting “require-new-matter-value-in-create-workspace”.

3.7

Policy Center

• Policies can now be searched by name, comments, client name, matter name, client/matter code, and user name/ID on the Policy Center home page.
• An All Policies tab has been added to the Policy Center home page.
• The Modified Date of a policy is now displayed on its Policy Detail page.
• Policies listed on the Policy Center home page are now sorted by Modified Date by default.
• When enabled, Worked Users are now displayed as the first tab in the View Team and Excluded Users dialog.
• The Users Immune from this policy section on the Policy Details page now lists the dates on which users were exempted from the policy.
• When deleting a policy, the following actions are now taken by default:
  • Groups used to enforce policies in configured policy systems are removed
  • Matter-level security of affected matters is set to public (or the system’s equivalent security level)
• Risk team members can now manually complete the acknowledgment process on behalf of users associated with policies requiring acknowledgment.
• Users manually added to the worked users list of a mixed exclusion policy can now receive notifications.
• The notification template currently associated with a policy is now automatically loaded in the Notify Team and Notify Wall dialogs.
• Users can now be added to immunity lists (policy-level and global) without triggering conflict notifications.
• Policy links on the Policy Center home page now open in a new tab.

Web Interface

• 6252: On the Workspaces tab, the right-click menu for documents now includes all document operations.
• 7891: Subclass, Practice, Department, Created By, Edit Date, and Default Security columns can now be displayed in the search results on the Workspaces tab.
• 8116: Search folders can now be created from the right-click menu on the Workspaces tab.
• 8348: The Delete button on the Documents tab is now disabled if any selected documents are checked out.

WorkSite Client Integration

• A new Add Matter Shortcut command allows you to search for a matter and create a formatted shortcut to it at a specified location in your My Matters.
• When Create Workspace is run from the pop-menu for My Matters or a category, a shortcut to the new matter is now automatically created at that location.
• Users can now be prevented from creating shortcuts to items located in other databases when dragging and dropping documents within the tree frame.

• A new Rename command allows you to update the description of all versions of a document at the same time.

Desktop Import/Export

• 8598: Application-specific icons are now displayed for all default document types.
• 9866: Performance has been improved when applying metadata value changes to many documents.
• 10054: A license file can now be specified when installing Desktop Import/Export via the command line.
• The client installer now allows you to optionally specify a license file when installing Desktop Import/Export.

Recycle Bin

• 11119: The Doc No# search field on the WorkSite Recycle Bin tab now allows you to search for multiple document numbers in a single search by specifying a:
  • Comma-separated list of numbers
  • Range of numbers (e.g., 10000-10020)
  • Maximum or minimum number (e.g., >10000, <10000)

New Application Settings

• b2m-allow-all-security-updates: Allow Billing to Milan to lower the confidentiality level of an existing matter.
• require-new-matter-value-in-create-workspace: In the Create Workspace wizard, users must always create a new matter (i.e., custom2) value.
• move-workspace-using-sql: Execute move workspace operations via SQL instead of the WorkSite API.

3.6 Update 4

• 4417: Organize My Matters can now be optionally executed directly against WorkSite databases for improved performance.
• 4756: Folders can now be configured to inherit security from their parent via the Edit Security.
• 5293, 8368: The All Versions/Only Latest Version options on the Organize tab in Desktop Export now default to the selection from the previous export.
• 6252: Client, Matter, and Subclass columns have been added to the search results section on the Workspaces tab.
• 8276: Documents in the recycle bin are now searchable by document number in Service Center.
• 9156: A new Consolidator command line option IS_PROMPT allows you to skip “Do you want to continue” prompts when moving folders and documents.
• 9207: The command line version of Consolidator now supports deleting only source items that match specific criteria.
• 9615: Consolidator can now be configured to return more than 512 results for WorkSite searches.
• Additional metadata fields can now be displayed in the Edit Folder and Simple Folder dialogs.
• Milan administrators can now be assigned the task permission Administration: Admin Templates, which allows them to use any folder template when creating folders via the Create Folder and Manage Folder dialogs.
• Items listed on the Recycle Bin tab can now be filtered by the date on which they were deleted.
• When editing a policy, the list of users associated with it can now be filtered via a new search box.
• Policies are now sortable by Created Date and Modified Date on the Policy Center home page.
• The default notification templates for Policy Center now list affected users in tables.
• Personal tabs and personal folders can now be created from the Workspaces.
• Milan Footer can now be configured to not automatically apply headers/footers when saving a document.
• Policies created or updated via Billing to Milan can now optionally trigger email notifications.

3.6 Update 3

Policy Center

• Breach Notification: A new optional notification that is sent to risk team members when the Policy Service updates a document’s security in WorkSite to comply with existing Milan policies.
• Policy Verification Audit Report: A new PDF report, sent to risk team members, that details items corrected by the Policy Verification service.
• Policy Service can now automatically remove users from a WorkSite document’s ACL if they have been denied access via an exclusion policy.
• Policy rules are now supported in the global immune list.
• Improved performance when applying policies to policy systems.

Security Center

• Creation of inclusion and exclusion groups in WorkSite can now be limited to WorkSite databases that act as masters for database replication.

Desktop Import/Export

• 7725: Import now supports index.csv files with custom delimiters. To specify the delimiter character, configure the new Delimiter option in Import Wizard → Advanced Options → More Options.
• 8966: Default import values for Class, Owner, Operator, and Author can now be specified in binder_export_options.config.

Milan Footer

• 8399: Two new options have been added to Settings:
  • Default Replace Method: Specifies the default action to take when inserting a header or footer in a document that already has one.
  • Prompt User: Specifies whether to display the “There is an existing header/footer” dialog before adding a new header/footer.

Consolidator

• 8832: When performing a move via the command line, source workspaces can now be retained by setting the new parameter IS_DEL_FOLDERS to N.
• Flatspace filing can now move all documents to a default folder instead of filing them to existing folders based on class. To enable this behavior, check the new setting “Force to default folder”.
• WorkSite 9.2 EMM schema is now supported for moves.
• Improved performance when moving documents and projects across databases.

NRL Handler

• Opening documents through NRL Handler can now be logged to Milan’s audit log. To enable logging, set the new application setting “NRLhandler-Audit” to 1.
• 9047: Client machines can now be configured to directly open NRLs from databases listed in the new ExcludedDBs setting in the Prosperoware.NrlHandler.exe.config file.

Application Settings

• custom-script-mirroring-type: Specifies whether custom scripts are saved in the database (2) or on disk at Prosperoware.Milan\data\CustomScripts\Scripts (1).
• disable-breach-notification-on-import: Do not send breach notifications when performing at import.
• enable-policy-breach-notification: Notify the risk team via email when the security of a document in WorkSite does not comply with existing policies.
• enable-replication-environment: Only add inclusion and exclusion groups to the WorkSite databases specified in master-db-list-for-replication.
• enable-security-accesswall-audit-log: Log policy changes to the audit log.
• NRLhandler-Audit: Log actions performed by NRL Handler to the audit log.
• master-db-list-for-replication: A comma-separated list of WorkSite databases, formatted as database#server, in which inclusion and exclusion groups originating from Security Center are created.
• policy-center-notification-cc-list: A comma-separated list of email addresses that are automatically added to the CC field for manually sent notifications.
• self-updating-inclusion-policy: Automatically update inclusion policies with the Timekeeper Sync Service.
• show access-users: Display the Access Users tab, which lists matter team members and timekeepers, in the Users Associated with Client/Matter dialog.
• show-worked-users: Display the Worked Users tab, which lists users who have billed hours for the matter, in the Users Associated with Client/Matter dialog.
• wait-seconds-for-replication-environments: The number of seconds Milan should wait for the master WorkSite database to be replicated after creating an inclusion or exclusion group.

3.6 Update 2

Policy Center

• Unique email notifications are now sent in the following situations:
  • A user creates a new competitive policy.
  • A user edits an existing competitive policy.
  • The creation or modification of a competitive policy results in one or more user conflicts, i.e., the same user exists on both sides of the policy.
  • A recurring acknowledgment request is scheduled for an exclusion policy.
  • A recurring acknowledgment request is scheduled for an inclusion policy.

  Note: You can customize the email templates associated with these notifications in Policy Center → Settings → Email Templates.

• A new Notification Options menu with the following options has been added to the More Action button on the policy detail page.
  • Team: Send a notification to all members of the team.
  • Notify Selected Users/Groups: Send a notification to users selected from the Users/Groups section.
  • Acknowledged Users: Resend acknowledgment requests to all users who have already responded to the previous request.
  • Unacknowledged Users: Resend acknowledgment requests to users who have not yet responded to the previous request.
  • Add/Edit Notification: Set or change the notification template; only available for policies with acknowledgments.
  • Add/Edit Attachment: Add a document to the policy or replace the current attachment.

• Notification Templates
  • The policy detail page now displays the selected email template in an in-line editor for policies that require acknowledgment.
  • 6113: Policy comments can now be included in email notification messages.
• Policy Immune List
  • Now supported in all policy types.
  • An optional reason can be specified when adding a user to a list.
  • Users and groups can now be added to the global immune list through policy rules.
• When an exclusion policy is created, users within the matter team are now also sent a notification detailing who has been excluded from the matter.
• Policy detail and Policy Audit Log pages now display a policy’s Reason field.
• Automatic notifications triggered by creating a new policy can now be disabled and sent manually at a later date.
• Default access groups can now be removed from policies via the Edit Policy page.
• Competitive Policy TimeKeepers Sync Service has been renamed to Timekeepers Sync Service, as it now updates both exclusion and inclusion policies.
• In competitive exclusion policies, users who have billed less than billed-exclusion-hours for one side of the policy are now automatically excluded from the other side if the new application setting swap-competitive-user-group-based-on-billing is enabled.
• Specific policy systems can now be excluded from nightly maintenance performed by the Policy Verification Service.
• “View Billing Users” now supports exclusion policies.
• Secretaries can now be automatically added to exclusion policies via the Import Attorney Secretary Relationship Service.
• A Requested By user, (i.e., policy owner) is no longer required when creating new policies.

Confidentiality

• Group Management: Add users directly to AD/WorkSite groups either through Security Center or Policy Center.

Service Desk

• 5320: Milan administrators can now prevent specific Service Desk users and groups from seeing certain metadata types in WS Admin by creating a metadata exclusion on the new WS Admin Setting tab in Administration → Application Settings.
• 7617: On the Workspaces tab, a trash can icon is now displayed next to folders and workspaces that are in the recycle bin.
• Move Folder now supports selecting a target location on a different server.

WorkSite Client Integration

• 7598/7825: Move/Copy now displays the confirmation message in the system tray. This allows users to continue working in DeskSite or Outlook while the submission is in progress.
• The Copy option in the Move/Copy dialog can now be hidden with the registry setting hideCopyButtonInMoveDocument.

Import

• 7808: Admin import jobs now include the Job Description and Created By user. Both values can be displayed in Import Center by enabling the corresponding columns.

Analytics

• 7843: SQL queries can now execute stored procedures.

Review Center

• Export jobs can now be filtered by Name, Requester, Approver, Status, and Priority.
• Review Center administrators can now create an audit report of all listed jobs.
• The job detail view now displays a paperclip icon next to messages that have attachments.
• 4714: In the Create Search Folder and Edit Search Folder dialogs, Author is now available as a criterion when the Search Type is set to Email.

Application Settings

• billing-matterteam-hours: The total number of hours a user must bill before being automatically added to an inclusion policy by the Timekeepers Sync Service.
• enable-polling: Display status notifications in Policy Center after a policy has been updated, created, or deleted; disabled by default.
• notification-enqueue-enable: Allow email notifications.
• self-updating-inclusion-policy: Automatically add users to inclusion policies via the Timekeepers Sync Service when their billing hours exceed billing-matterteam-hours.
• skip-inactive-users-for-notification: Do not send notifications to inactive users.
• swap-competitive-user-group-based-on-billing: Automatically add users to one side of a competitive exclusion policy via the Timekeepers Sync Service when their billing hours for the other side exceed billing-exclusion-hours.

3.6 Update 1

Workspace Wizard

• 3787: The format for auto-generated workspace names and descriptions can now be configured independently in Workspace Dialog Configuration.
• Workspace Dialog Configuration now supports granting access to Create Workspace dialogs via WorkSite groups.

Service Desk

• 5800: When sending an NRL link via Send Link, a copy of the document can now be attached to the email.
• 5996: Changed metadata values are now displayed when a document or folder is selected on the Policy Service Log.
• 5996: A refresh button has been added to the Input Queue tab on the Policy Service Log.

Desktop Import/Export

• Job summaries for import jobs, complete with import statistics and a list of failed documents, are now available via the Reconciliation option in the right-click menu.
• Documents can now be imported with their original created and modified dates by enabling the new import option Retain File Dates.
• 3375: Empty folders can now be skipped during an import or export by enabling Skip Empty Folders from the corresponding options dialog.
• 5864: Desktop Import/Export can now be installed even when the current user is restricted from changing files in the installation directory.

WorkSite Client Integration

• 7374: Created date (imProfileCreateDate) can now be used as a search parameter in the Create Search Folder dialog and folder templates.

Admin Move, Archive, and Consolidate

• 7303: Move Document can now optionally apply the target folder’s metadata and security to a document that has been moved between two different databases. To enable this functionality, set the value for the new copy-metadata-from-target or copy-security-from-target application settings to 1.

Analytics

• Milan’s Audit History table can now be included in queries run from Analytics.

Consolidator

• General performance enhancements

New Application Settings

• archive-policy-service-input-queue: Move items from the Policy input queue to the InputQueueArchive table after they are successfully processed.
• copy-metadata-from-target-folder: After moving a document, automatically apply metadata from the target folder to the document.
• copy-security-from-target-folder: After moving a document, automatically apply security from the target folder to the document.
• import-file-types-to-exclude: A comma-separated list of file extensions (e.g., “doc, txt”) for document types to always exclude from imports.
• worksite-group-security-enabled: List WorkSite groups in the Access drop-down menu in Workspace Dialog Configuration → Default Configuration.

New User Permissions

• edit-policy-rule-exception: Allows one to manage the Policy Immune List in Policy Center.
• edit-policy-rule: Allows one to create or edit policy rules in Policy Center.

3.6

Confidentiality Management

• Policy Rules: Configure polices that go beyond the explicit assignment of clients, matters, users, or groups by defining dynamic collections of WorkSite objects via custom queries, which can be run against any SQL-based system. These object collections can be added to new or existing policies via the new Advanced Rules tab and are functionally the same as manually added lists of clients, matters, etc. However, because the collections generated by policy rules are based on queries, Milan can automatically add or remove objects from any policy that uses a rule by periodically rerunning the rule’s script. Possible applications for policy rules include creating polices that exclude foreign nationals, include only partners, or only apply to matters for a specific practice group.
• Two new policy types have been added to Policy Center:
  • Mixed Exclusion: Similar to the Exclusion type, but can be applied to clients in addition to matters.
  • Mixed Competitive Exclusion: Similar to the Competitive Exclusion type, but allows both sides to be either a client or matter.
• Policy Immune List: Specific users and group can now be prevented from being added to the exclusion list of competitive exclusion policies. For example, a floating secretary who works with two attorneys, one of whom has been excluded from a matter, can be omitted from that exclusion.
• Reoccurring Acknowledgments: Policy types configured to notify team members upon creation of a new policy can now also send subsequent reminder notifications on a regular schedule.
• Intapp Wall Builder Migration: Import Wall Builder ethical walls into Milan as policies via SQL.
• Intapp Time (formerly DTE Axiom) systems can now be secured via Policy Center.
• 6187: Acknowledgment messages related to new policies can now be sent to groups.
• 6506: Comments and attachments can now be edited on existing policies.

Service Desk

• Review Center: Export requests can now go through a review process that allows a reviewer/approver to exclude documents before the job is submitted for processing.
• WorkSite user IDs are now editable in WS Admin via a new Rename User button.
• Specific WorkSite databases can now be excluded from WS Admin via the application setting exclude-database-wsadmin.
• 6252: On the Workspaces tab, hovering over a document now displays a tooltip containing the document number, version, and author. Additionally, documents now have a right-click menu with Edit Profile, View Profile, and Where Used options.

Folder Templates

• Folder templates that are assigned to at least one workspace can no longer be deleted without first remapping the existing workspaces to another template via the new Remap Template dialog, which is accessible from the template right-click menu.
• Add Folders, Delete Empty Folder(s), Update Metadata, and Update Security options are now available in all instances of the Update Existing Workspaces dialog.
• Users can now easily confirm where a template or folder is used in WorkSite with the new WSTEMPLATE Folders dialog, which can be opened via the new Where Used option in the template and folder right-click menus.
• When a folder in a template is deleted, WorkSite folders created from that template folder now retain their Show As, Prefix/Suffix, and Allow Editing settings. As a result, Delete Folder will not allow users to delete a folder that was marked as required, and the Edit Folder dialog will respect the previous naming settings.
• 4905: Update Existing Tabs is now available from the right-click menu for tabs.
• The Folder Template Editor now displays the time when the configuration was last saved at the top right corner of the dialog.

Advanced Analytics

• Activity-Based Alerts: Create monitoring rules to identify inappropriate activity and automatically trigger one or more actions, including warning users, alerting administrators and risk team members, or disabling user accounts.

Self-Service

• Recipients of self-service approval notifications can now approve or reject such requests from anywhere, including outside the company firewall, by directly replying to a notification email with an appropriate keyword.
• A new application setting, access-self-service-by-matter-only, allows firms with unique matter numbers to disable the client drop-down menu in the Self-Service dialog.
• 6578: Client and matter search boxes in the Self-Service dialog have been replaced with drop-down menus that support auto-complete.

Milan Client

• 6741: WorkSite clients can now be configured to connect to specific Milan servers based on the names of the DMS server and database.

Refile Rules

• 6586: In the Add Metadata dialog, the choices in the Options drop-down menu have changed to Overwrite only when target value is empty, Overwrite when source is not empty, and Always Update.

Desktop Import/Export

• 6201: Metadata supplied via a CSV that does not already exist in WorkSite can now be added automatically during an import.
• 6271: Import now supports documents with multiple versions.
• Empty folders can now be ignored during import by enabling the Skip Empty Folders option, which is available in Import Options.

Excel Add-In

• Documents can now be imported with specific document/version numbers.
• Documents with multiple versions can now be imported with a new document number while retaining versioning.
• Imports can now optionally recreate the folder structure defined in a CSV.

Other

• 5240: Policy creation and modification through Provisioning Service now supports any character, including dashes, as a separator for client and matter. Custom characters can be specified in the new application setting client-matter-separator.
• 5507: Audit log entries for deleted policies now include the policy description (i.e., name) in addition to the policy ID.

Application Settings

• access-self-service-by-matter-only: Only display the matter drop-down menu in the Self-Service dialog.
• allow-unicode-in-export: Enable support for non-English characters in exported file names and metadata.

• billing-exclusion-hours: The number of hours that a user must enter in the billing system for a particular matter before being automatically added to a corresponding competitive exclusion policy by the Competitive Policy Sync Service.

• client-matter-separator: The character Milan should use to separate client and matter numbers. By default, Milan uses a hyphen.

• default-access-group: A WorkSite group containing power users who should always be granted access to workspaces affected by confidentiality policies.

• disable-empty-data-report: Do not send scheduled reports from Advanced Analytics when the specified query returns no results.
• exclude-database-wsadmin: A list of WorkSite databases to exclude from WS Admin.
• hide-dialog-dropdown-code-format: Only show the name format in the Category drop-down menu in Create Workspace > Add to My Matters.
• provisioning-disable-policy-creation: Do not add new workspaces to existing policies.
• reverse-behavior-of-checkbox-selection: Reverse single/double-clicking behavior in Manage Folders to single-click selects one folder, double-click selects all.
• self-service-exchange-approve-word-setting: The keyword that users must include in a direct reply to a self-service request in order to approve the request.
• self-service-exchange-reject-word-setting: The keyword that users must include in a direct reply to a self-service request in order to reject the request.
• self-service-exchange-setting: SMTP settings for the Exchange account used by Milan to process direct email approvals. Modification of these settings should only be performed via the Self-Service Exchange Setting dialog, which is accessible from Admin Self-Service.

Task Permissions

For more information on the following new task permissions, see Exports Requiring Review.

• Review Center: Export Approval
• Review Center: Export Audit
• Review Center: Export Review Center Admin
• Review Center: Export Review Requestor
• Review Center: Export Reviewer

3.5 Update 4

New Features

• Administrators can now forbid non-empty folders from being added to the recycle bin by enabling the application setting recycle-bin-allow-empty-folders-only.
• In Import Center, the status of top level jobs now reflects the overall progress of the job.
• 6150: The status column in Import Center now displays "Duplicate" for skipped documents.
• 6389: Workspace ID can now be included in email notification templates.

Functionality Changes

• Milan now uses versions 9.0.0.113 (64-bit) and 9.0.0.152 (32-bit) of iManage.dll.
• When a user clicks the Retry link in Import Center, instead of adding new entries to the ImportExportQueue table, Milan now changes the Status of the current entries to prevent creating duplicates. However, any files or folders added between the initial run of the job and the retry will not be imported.
• Logs related to the Provisioning Service and Import Service are now stored in the ProvisoningServiceLog and ImportServiceLog tables.

3.5 Update 3

New Features

• Desktop Import/Export
  • Commonly used export options are now available on the File ribbon in the Export Wizard.
  • The visibility and default value of every option can now be specified through a configuration file.
• Policy Service can now restart processing from the last processed item.
• Consolidator can now be configured and run directly from the command line.
• When moving documents between libraries, you can now specify whether to retain document numbers and include the original database and document numbers in comments with the client-move-document-assign-new-number and client-move-document-commnent-format application settings, respectively.

• The maximum number of times the Recycle Bin Timer Service will attempt to process an item can now be specified with the application setting recycle-bin-max-retries.

• 4691: Billing to Milan can now optionally update the names of folders in a workspace when metadata associated with the workspace is renamed. For more details, see -pushdownrenamemetadata.
• 4905: Deleted folder templates are now retained in foldertemplates.config but hidden from users in order to accommodate situations in which existing folders still use the deleted templates.
• 5457: Instances of the Provisioning Service can now be configured to run specific operations instead of groups of operations.
• 6087: Moving documents within the same database via Move Documents is now handled by the Provisioning Service.

Implementation Changes

• All imports, including those initiated from Import Center, are now processed by the Import Service.

3.5 Update 2

New Modules

• OCR: PDFs containing scanned images of documents can now be processed using OCR technology, which adds an invisible, searchable layer of text to the files.
• Milan Footer: An add-in for Microsoft Word that can add headers and footers with WorkSite metadata to documents checked out from WorkSite.
• Smart Workspace: A component for WorkSite clients that displays a custom web page, generated either by Milan's Analytics module or a third-party web application, when a user directly selects a workspace.

Rules-Based Refiling

• Advanced SQL Refiling: A new SQL-based refiling option optimized for updating large numbers of folders and documents when changes occur at the workspace or folder level.

Service Desk

• WorkSite Administration (WS Admin)
  • 3685: When creating or editing WorkSite users, it is now possible to specify a file server.
  • Improved performance for LDAP look-ups.
  • Support for editing additional metadata.

Workspace Wizard

• Workspace Dialog Configuration
  • Administrators can now configure multiple Create Workspace dialogs in order to fit the requirements of different internal groups. Access to each dialog can be controlled by adding specific users or groups to the dialog's access list.
  • A new option to specify the range of client numbers that will be available through the Create Workspace dialog has been added to the Default Configuration screen.
• Users can now create new metadata values, and their associated aliases, through the Create Workspace dialog.

Legal Hold

• Custodians can now be added to existing holds.
• The search criteria for a hold can now include any document metadata.

Confidentiality Management

• Policy Center
  • Matter exclusions can now be added to or removed from existing policies.
  • Users can be suggested based on billable time against selected client matters.

Move, Archive, and Consolidate

• Move Workspace
  • If a job fails to move all documents, it is now possible to retry moving only the failed documents.
  • A new option to permanently delete the source workspace after a move has successfully completed has been added to the Move Workspace dialog.

Workspace Provisioning

• Billing to Milan
  • Scheduled tasks can now be created and managed through Service Center.
  • When using security groups, Billing to Milan now updates the security on folders and documents only when necessary.

General

• Administration Menu: Clicking the Administration button in the web interface now displays all options in an easy to read, full-width menu.
• Documents and workspaces in the recycle bin are now displayed with a special icon on the Documents and Workspaces tabs, respectively.
• Administrators can now open support tickets with Prosperoware directly from the web interface.
• System Check: Milan now automatically checks for common configuration issues and alerts administrators through the web interface.

• Search results on the Documents tab are now paginated to improve client-side performance.

• Service Center
  • Operations on the Provisioning Service tab are now organized in a new Action menu.
  • 3948: Jobs can now be prioritized as either high or low priority.
  • Pending jobs can be assigned to a specific server for processing.
  • Users can now optionally receive email notifications when provisioning jobs succeed or fail.
• Error Logging
  • Error messages are friendlier and provide more context.
  • All logging is now saved to the Milan database, including Policy Service.
  • The logging level can now be configured via an application setting.

3.4 P4

• Legal Hold information can now be exported in PDF format from the Litigation Hold tab.
• Increased reliability when using Desktop Import/Export to export documents residing in deep folder structures.
• Delta Importer is a new service that can track changes to a file system and import new and changed files while migrating from a file share to WorkSite.
• A new Search and Add Document button has been added to the Export dialog in Desktop Import/Export that allows users to specify search criteria and add the results to the export job.
• Specific folders can now be configured to auto-expand in the Manage Folders dialog. To enable this behavior, administrators must check the new "Manage Folders: Auto expand folders" option in the Folder Template Editor for folders that should be auto-expanded.
• Tabs can now be given custom names from the Manage Folders dialog.
• When creating folders through the Manage Folders dialog, Milan will create all subfolders that are marked as required.

3.4 P1

• Email Queue Management: A new button to reprocess all failed items in a linked folder is now displayed next each item in the Linked Folders list.

3.4

• Add to Recycle Bin now supports adding folders and workspaces directly to the Recycle Bin. In order to use this feature in DeskSite/FileSite, the client commands must also be upgraded to the latest version.
• Matter teams now support two additional permissions, View Docs and Full Access. To display these rights in the Add/Edit Member dialogs available from Security Center and the DeskSite/FileSite client, set the application setting display-extended-matter-team-rights to 1.
• The Email Queue Management module can now be accessed from the Administration menu by users with the Email Queue Management: Email Management Administrator task permission.
• A new Matter Team menu has been added to the Workspaces tab with the following options:
  • Matter Team: Opens the Matter Team dialog for managing matter teams.
  • Add Users to Teams: Opens the Add User dialog, which can be used to add one or more users to the matter teams associate with the selected workspaces.
• The Client and User tabs in Security Center have been modified to unify the view of matter teams and additional groups
• Folder creation can now be restricted for users on a per workspace basis.

3.3 P2

• Email Queue Management (EQM): The Email Queue Management module allows Service Desk users of Milan to manage and monitor the WorkSite Communication Service. With EQM, users can troubleshoot why email is not being filed, prioritize filing of email, delete orphan linked folders, and monitor the email queue. Refer to About Email Queue Management for more information on this feature.

3.3 P1

• Policy Queue Service: PQS scripts can now use ProcID to ignore events generated by specific processes (e.g., WorkSite Communications Server).
• Recycle Bin: Documents in the Recycle Bin are now sorted to show the most recently added documents at the top of the list.
• Folder Template Editor: The templates displayed during ad hoc workspace creation can now be configured on the Template Inclusions tab in the Folder Template Editor configuration dialog.

3.3

• Cloud Support: Service Desk and Workspace Management are now compatible with WorkSite in the cloud.
• Reassign Template: In order to simplify the process of managing client matters that have changed in a way that requires a different folder structure, such as a change in matter type, Milan now provides a Reassign Templates dialog that allows an administrator to map an existing workspace to a new folder template. Refer to Reassigning Templates for more information on using this feature.
• Consolidator
  • All wizards now have a Metadata Mapping page that allows users to change the metadata values of migrated items from one specific value to another (e.g. source documents with the doctype “misc” can be set to use “doc” in the target database).
  • A history of all prior delta operations is now available within the application.
• Manage Folders: The Manage Folders dialog now supports inline prefixes, suffixes, and custom names.