Configuring Document/Folder Move and Update Rules
Refile rules can be configured from the Refile Rules page (.../milan/refileRules.aspx), which is listed under Miscellaneous in the web interface's Administration menu.
By default, all server-side refiling is done through rules specified on the Document/Folder Move and Update Rules tab.
Refile Rules Dialog
Criteria
| Option | Description |
|---|---|
| Description | The name for the refile rule. |
| Add Rule | Opens the Add Rule Dialog for creating a new criterion. |
| Remove Rule | Removes the selected criterion from the criteria list. |
| Criterion List |
Displays the object, column, comparison, and value for each criterion. Note: An item must pass all criteria for the rule to apply. |
| Skip if documents exist in multiple folders | If checked, the refile rules are not applied to documents that exist in multiple folders. Warning: In order to avoid unpredictable results in WorkSite, this option must be enabled when either Apply Metadata or Apply Security is checked. |
| Flatspace |
If "Move documents to appropriate folder in a matter workspace based on the class and matter number. If no folder found then move to a documents folder" is checked, the Policy Service moves flatspace documents to the appropriate workspaces based on their client matter numbers. If the workspace has a folder with a matching default document type, the document is moved to that folder; otherwise, the document is moved to the folder specified in the Default Folder field. Note: The folder specified as the Default Folder must already exist in the target workspace. |
Metadata
| Option | Description |
|---|---|
| Apply Metadata (Copy Metadata from parents) | If checked, the Add Metadata button, Remove Metadata button, and metadata list are displayed. |
| Add Metadata | Opens the Add Metadata Dialog. |
| Remove Metadata | Removes the metadata selected in the metadata list. |
| Metadata List | Displays the CopyFrom, Column, and Options values for each metadata to be copied. |
Security
| Option | When Checked |
|---|---|
| Apply Security | The security options below can enabled. |
| Do not overwrite folder/document with restrictive security | Milan will not overwrite the security of folders or documents that have more restrictive security than that of their parents. |
| Overwrite default security(private, public) | Milan will overwrite the security of folders and documents with the security of their parents in cases where the parent item has more restrictive security than that of the child. |
| Skip documents marked as private | Milan will not update documents set to Private. |
| Skip folders that do not inherit |
Milan will not update folders that do not have the same security as their parent folder or workspace. Warning: If this option is not checked, Policy Service will remove any unique, non-inherited security from updated folders and set them to inherit from their parent. |
| Skip same default security |
Milan will not update documents that have the same default security as their parent folder. Note: If you have upgraded from a version of Milan prior to 3.4, existing refile rules are updated with this option unchecked by default. |
| Option | List Contents (Comma-Separated) |
|---|---|
| Skip documents with the following document type(s) | Document types to be excluded from metadata and security updates. |
| Skip documents with the following author(s) | Authors whose documents should be excluded from metadata and security updates. |
Add Rule Dialog
| Field | Description |
|---|---|
| Object | A drop-down list of object types to which refile rules can be applied. Each refile rule can be applied to workspaces, folders, or documents. |
| Column | A drop-down list of metadata that can be compared to the value specified in the Value field. |
| Comparison | An drop-down list of operators for comparing the metadata selected in the Column field to the value specified in the Value field. |
| Value | The value to compare to the metadata selected in the Column field. |
Add Metadata Dialog
| Field | Description |
|---|---|
| Copy From | A drop-down list of object types from which metadata can be copied. Metadata can be copied from parent workspaces or folders. |
| Column | A drop-down list of metadata that can be copied from parent objects. |
| Options | Specifies whether existing metadata values should be overwritten |
Configuring Refile Rules
To add a refile rule:
- Open Administration → More Configurations → Refile Rules and click the Add Rule button to open the .
- Enter a name for the rule in the Description field.
- Click Add Rule to open the Add Rule Dialog.
- Configure the rule options and click Save.
- Repeat steps three and four for each additional criterion.
- Configure the remaining Criteria settings.
- To update metadata, check Apply Metadata and click Add Metadata to open the Add Metadata Dialog; otherwise, skip to step ten.
- Configure the metadata options and click Save.
- Repeat steps seven and eight for each metadata field you would like to update.
- To update security, check Apply Security and configure the Security settings.
- Click Save to save the refile rule and close the dialog.
Note: If you need to refile folders and documents, you must create separate rules for each object type.
