Document Commands

The Share Document command allows you to share documents with other WorkSite users via email.

When you share a document, the user with whom you are sharing it is automatically added to its access control list.

Note: You cannot share a document with a user who has been denied access to its corresponding client or matter via a policy.

To share a document as an NRL link:

Right-click on a document and select Share Document from the Milan menu.
Set the fields with appropriate values explained in the table above.
Click Send.

To add or remove users or groups in the access control list of the documents:

Right-click on a document and select Share Document from the Milan menu.
Set the default visibility of the documents.
Add users or groups to the security list for the documents with Read Only, Read/Write, or, Full Access rights.
You can also restrict the access to the document by adding the user in the security list with No Access.
Click Add.
To delete a user from the list, click the remove button.
Click Submit.

Document Sharing Dialog

Share Document Tab

Field	Description
Select Users	Select users from the drop down menu with whom you want to share the document.
Send document Link	Select Yes to send the NRL document link to the users.
Subject	Enter subject of the email.
Message	Enter the information that you want to share with the recipient.
Who can view this document?	Display users who have access to the documents and with what access rights.
Who is excluded from this document?	Display users who are restricted from this document.

Advanced Security Tab

Option	Description
Default Visibility	Set the visibility of the document. You may set the document to Private, Public or View.
User/Group(s):	Select the users or groups from the drop down menu to whom you want to grant the access to document.
Rights	Set the access privileges to the document for specific users/groups.

Move/Copy

The Move/Copy command allows you to either:

Move the selected document to another location
Create a new document identical to the one selected

To move or copy documents:

Right-click on a document and select Move/Copy from the Milan menu. A WorkSite browser appears.
Navigate to and select a folder where you would like to move or copy the document.
If you would like to move the document, click Move. To copy the document, click the downward-facing arrow and select Copy from the drop-down menu.

Add to Folder

The Add to Folder command allows you to add a reference to the selected document in another folder without moving the original document.

Note: Because Add to Folder creates a reference to the document instead of creating a copy, the new document reference uses the same profile as that of the original.

To add a document to a folder:

Right-click on a document and select Add To Folder from the Milan menu.
Navigate to the folder where you want to add the document.
Select the folder and click Select.

Revert To Previous Version

If multiple versions of a document exist, then this command allows you to restore the previous version of the document. All the changes made to the latest version of the documents are reverted to their previous version.

Edit Profile

The Edit Profile command allows you to modify a document's metadata.

To edit the profile of a document:

Right-click on a document and select Edit Profile from the Milan menu.
In the Edit Profile dialog, modify WorkSite metadata by selecting values from the drop-down menus.
Click Save.

Edit Security

The Edit Security command allows you modify whom can see and edit a document's metadata.

To edit a document's security:

Right-click a document and select Edit Security from the Milan menu.
If you would like to give the document unique security, select a new value for Default Security.
To add a user or group directly to the document's security:
1. Select a user or group from the User/Group drop-down menu.
2. In the neighboring drop-down menu, select the user/group's access rights.
3. If necessary, enter a reason for adding the user/group in the Reason text box.
4. Click Add.
To delete a user from the list, click the Remove icon.
When you're finished editing security, click Submit to apply your changes.

Edit Security Dialog

Field/Button	Description
Default Security	Specifies how the document is shared with WorkSite users. Documents can be Public, Private, or View.
Inherit Security from Parent	Specifies whether the folder's security is inherited from its parent workspace/folder (checked) or unique (unchecked). Note: You cannot make changes to a folder's security while this option is enabled.
User/Group	A drop-down menu from which you can select a user or group to add to the folder's security.
Access Rights	The WorkSite access rights (Read, Read/Write, Full, or None) to be assigned to the user selected in User/Group.
Reason	An optional explanation for the addition of the user/group that is recorded in the comments field of all related audit log items.
Add	Adds the user or group selected above to the access list below. Note: Users added to the access list are not added to the folder's security until after you click Submit.

Rename

The Rename command allows you specify a new description for the selected document and apply it to either:

All versions of the document
Only the selected version

To change the description of a document:

Right-click on a document and select the Rename command from the Milan menu. The Rename dialog appears.
In the New Description text box, modify or replace the current document name.
In the Apply To section, select either All Versions or Selected Version.
Click OK.