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Category Archives: WorkSite Server
- Web interface
- Working with documents
- Working with filed emails
- Searching for content
- Other features
- Manage security
- Microsoft Office and Adobe
- Email Management for Outlook
- Email Management for Gmail
iManage Work 10 offers users the ability to access and manage their content through both a web and mobile platforms, and via a light-weight add-on for integration with Office and Outlook.
The following features are available in the web interface.
Responsive web interface
iManage Work 10 is designed with a responsive web interface so users have a consistent experience across different devices, which also ensures that users only have to learn once.
Providing users a zero footprint, responsive web interface—accessible by desktop and mobile browsers—allows them to work from anywhere on just about any device without always requiring a dedicated desktop client or mobile app.
iManage Work 10 offers simple and contextual Help tips that appear within the relevant view to highlight key new features.
A blue icon next to the Help icon denotes that tool tips are available that have not yet been read by the user.
iManage Work 10 provides quick access to your iManage Work content based on your activity in iManage:
This allows you to see all the documents you have interacted with in the last 30 days.
By default, the list is limited to documents you have created or edited. However, the Activities Filter enables you to also display documents that you have downloaded, emailed, created a new version of, printed or viewed. The filter is sticky, so options selected are retained until you unselect them.
Blue dot flags edited documents
In the Recent Documents List, a blue dot appears against a document to denote that the latest version of the document was edited by another user since it was last viewed.
Recently filed emails
Contains any emails filed to the iManage Work Server where you were the Sender or were included in the To/CC or BCC fields in the last 30 days. This includes emails that other users have filed to the Work Server, security permitting. You can toggle between From Me/To Me to easily switch between emails you have sent or received.
Recent Matters/My Matters
Recent Matters contain any document or email you have worked on in the last 30 days. From within the Recent Matters Tab, you can select My Matters to see all the Matters you have under here — this is the same as in the iManage Work Desktop Clients. After opening a matter from either of these lists, use the Latest Documents/Latest Emails filter to see the 100 most recent documents/filed emails in a single list within the Matter.
Displays a list of clients that contain any document or email that you have worked on in the last 30 days. Click on a client to list all matters belonging to that client to which you have access. Use the Latest Documents/Latest Emails filter to see the 100 most recent documents/filed emails in a single list for the selected client.
Details for the selected item in the results is displayed in the right-hand details panel, along with additional metadata, and the ability to preview documents and emails.
The details panel allows users to view and edit the metadata and security of the selected item in the results view. Details panel can be docked to hide the view or undocked to display the complete results view. There are individual panels available in the details panel which displays more information related to the selected item. Having the details panel open on the right-hand side allows the user to quickly navigate through several documents or emails without having to open and view the documents one at a time.
Properties also includes the following tabs:
- Versions – lists all the versions of the document. User can perform actions on the individual versions such as, Preview, Edit, Download, Copy Link, Send, Copy, Unlock, Add/Edit comments, & Delete
- Preview – displays the selected document
Context/kebab menu options
User can select a document and perform actions using the right-click context menu on a desktop. On touch devices, the same options are available via the kebab menu.
The following actions are available from the menu option on a selected document:
- Preview – Opens the document in full screen mode for previewing.
- Edit – Opens the document in the default authoring desktop application for editing.
- Download – Downloads a native copy of the document version.
- Upload a New Version – Allows the user to import a document as a new version into the DMS.
- Copy Link – Allows the user to copy and paste an HTTPS link for the document version.
- Send – Sends an attachment and/or a link to a document using email.
- Copy – Makes a copy of a document.
- Move – Allows the user to move the document into another folder.
- Timeline – Displays a graphical representation of all the activities on the document.
- Unlock – Allows a user to unlock a document version if it is checked out by the logged on user in another application.
Working with documents
Document Preview: Go-To-Page or Next/Previous Document
When previewing a document, the following features are available:
- Pages load on-demand as you scroll through the document.
- Go to a specific page; enter a specific page number to go straight to that page and avoid having to scroll through an entire document.
- Automatic loading of the same page when switching between different versions of the same document.
- Click Next/Previous in Preview mode to skip back and forth between documents.
Upload a new document
User can select one or more documents from their computer and drag and drop it into a Work 10 folder. The new documents will copy the metadata and security from the parent folder.
There is also an Upload File button within a folder that will allow users to browse and select single or multiple files if they prefer.
iManage Work 10 also provides an Advanced Upload option that allows users to change the document information before uploading the document.
The user can change the author, enter comments, change the name if the document, and make the documents private instead of copying the security from the parent folder when uploading files using the Advanced Upload option.
Upload as New Version
Users can also select a document and upload it as a new version of an existing document.
As when doing an Advanced Upload, users can modify the Description, Author and Class, as well as add a comment or make the version private to logged in User.
View upload progress
Once the files are uploaded, user can view the file upload progress from the progress panel. Additionally, once the files are uploaded, they appear at the top of the list.
A separate tab highlighting documents that need attention after Uploading is available to allow these to be reviewed efficiently when uploading many files simultaneously.
If the user wants to make changes to the document metadata, they will be able to make the changes from the Details panel. If there are any required fields that need to be specified, the upload progress panel will tag the individual document as requiring attention. User can click the attention icon and supply the required metadata using the properties detail panel.
Not the Latest Version Warning
If a user opens a document and a later version is available to them the user is notified that a later version exists. The user can easily navigate to the latest version.
Inline editing of document properties
iManage Work 10 allows users to view the document properties and change it inline. This is an easy way to change the individual document field property.
Move or Copy a document
Users who have access to move or copy a document can simply select a single document and then move it or copy it to another folder.
When the document is moved, the metadata is copied from the parent destination folder. In this case the security of the document will not be updated.
When a document is copied and pasted into another folder, both the metadata and the security is copied from the parent destination folder.
Open and edit document in default Office application
iManage Work allows users to open and edit a document straight from within Work 10 when viewing the document from a Windows desktop. The document will be checked out and opened in Word, Excel and PowerPoint depending on the document type.
In Adobe, the document will be opened in protected mode. In Adobe Professional, the document can then be checked out by switching to Edit Mode.
Document Timeline lets you see the entire history of the selected document across all versions at a single glance. This is available for documents (not emails) by clicking on the new Timeline icon in the Document Preview header bar.
You can also filter the history by the following parameters by clicking the corresponding icon:
- Activities – Separates the Document History based on individual activities such as Edit, View, Print.
- Users – Provides a list of users who have accessed the document and displays their individual actions.
- List – Shows a standard list of all activities in reverse chronological order.
- Versions – Shows the document history for each version.
The default view in Document Timeline is set to show the history from the last month. You can change this using the different date ranges provided.
Unlock a document
Since iManage Work 10 allows a user to access the same content from multiple devices from anywhere, users can unlock a document that was checked out/locked from another device. This ensures that the user can continue working on the document without having to check-in the document from the original device.
Working with filed emails
Support for email Conversations
Conversation threads for emails are displayed by default in your Recently Filed Emails and when browsing/searching within email folders.
Ability to Send and File a Response to a Filed Email
When forwarding/replying to an email saved to a workspace folder using iManage Work 10, a user can send a copy of the email to the same workspace folder if that folder has a valid WCS email address assigned to it.
When you use iManage Work 10 to send an email, by default iManage Work 10 also sends a copy to the Sender by adding their email address to the CC field of the email.
Email Address Suggestions
When a user sends a document or replies to a filed email, iManage Work 10 suggests email addresses as the user begins to type in the To or CC fields.
These are based on the addresses found in emails filed to the workspace from which the email is sent.
Ability to Preview NRLs Attached to Filed Emails
You can preview NRL links in filed emails to documents that reside on the same iManage Work Server you are logged into.
Searching for content
Personalized search for documents and emails
When doing a database-wide search for documents or emails, the initial search results are personalized to the logged-in user. Personalized search limits the search results to content in matters in your Recent Matters list (i.e. accessed in the past 30 days).
An All option is available to re-run the search without the personalized filter if required.
Searching within workspaces, folders, and sub-folders
Searching within a workspace or a folder only returns results within that container, which offers a more targeted search results set.
To search the current folder and its sub-folders simultaneously, use the sub-folders in the Search Scope filter.
Top 5 search terms are displayed during search allowing the user to quickly execute a previous search. The search results are contextual, which means that as the user begins to type, only the search terms matching the characters entered in the search field are displayed.
A user can easily delete one of the previous searches from the list, allowing the user to only have access to the top 5 recent searches from the list. Recent Searches are unique to each search type, so users will see only searches they have carried out for workspaces under Recent Searches when the Workspace search option is selected.
Filters enable users to quickly refine the results so that they can easily get to the items that are important.
Examples of filters included:
- Has Attachments
- From me/To me/All
- Top 5 Senders
Top 5 Senders
The Top 5 Senders appears in the following Views/Pages:
- Recently-filed Emails page
- Latest Emails view under a workspace
- Latest Emails view under a client
- Any Email folder (a folder with a WCS Email address or a Class of Email)
- Any Email unique search results set
If the logged-in user also has emails sent by themselves in the results set, the Sender Filter lists them as “Me”.
If the Senders filter is applied in your current location, and then additional search criteria are applied, the sender is still retained in the search results set and visible in the Search box until cleared manually.
If you run a search using a partial senders name, for example From: John, the Senders filter shows “John:”. But you can narrow this by clicking on “John” in the filter. The filter then expands to provide a list of the top 5 relevant email addresses containing John available in the data set returned.
Top 5 Authors/Operators
The Top 5 Authors/Operators filter appears in the following Views/Pages:
- Latest Documents view under a workspace
- Latest Documents view under a client
- Any folder not specified as an Email Folder
- Any Document Search results set
If the logged-in user also has documents where they are the Author or Operator in the results set, the Author/Operator filter lists them as “Me”.
If the Authors/Operators filter is applied in your current location, and then additional search criteria are applied, the Author/Operator is still retained in the search results.
Initials/Pictures for Authors/Operators
Authors/Operators displayed in the following places show their user initials next to them:
- In the Authors/Operators filters in Latest Document views/search results.
- In the Document Info panel.
- Next to the user name of the logged-in user.
You can replace the user initials used as a default to identify Authors/Operators with pictures of the Authors/Operators.
Support for HTTPS and NRL links
You can send HTTPS and NRL links to any iManage Work document from iManage Work 10. The links point to the version of the document from which you generated the link. Use the HTTPS link to preview the document in iManage Work 10 from any device.
You can also copy and paste an HTTPS link to documents, workspaces and folders when composing an email or authoring a document.
Accessing iManage Share Folders
For users with an active iManage Share account and relevant permissions to an iManage Share folder under a workspace, clicking the Share folder automatically directs the user to the iManage Share log-in page for that folder.
For active iManage Share users without access to a specific iManage Share folder, clicking the folder displays a message that this is an iManage Share folder but they may not have appropriate permissions.
For users without active iManage Share accounts, clicking an iManage Share folder displays an error saying “Oops, something went wrong”.
Ability to Add/Remove Matters from My Matters List
When you open a workspace in the desktop view, a button appears to the right of the workspace name that indicates whether the matter is listed in your My Matters list and lets you add or remove it.
Create new folder
iManage Work 10 allows users to create folders within workspaces. If firms have enabled Optional Folders, where users are only restricted to create folders based on a template, the user would get a list of templates to choose from for the new folder. If Optional Folders is not enabled, then users will be able to create a folder by simply entering a name of the folder from within a workspace.
The new folder will have the same security as the parent workspace when created unless specified differently via the template.
Users can view and change the default security and access control list for workspaces, folders, documents and emails (permissions allowing).
When changing the access control list, you can search for individual users or groups and provide them granular access, such as Full Access, Read only, Read/Write, and No Access. If a group is added to the list, the user can quickly view the members of the group as well.
Microsoft Office and Adobe
Working with a document using Microsoft Office and Adobe in iManage Work
iManage Work 10 allows users to open a document using Office(Word/PowerPoint/Excel), & Adobe Professional from iManage Work without having classic Desktop clients (DeskSite/FileSite) installed on the user’s computer. The File Open dialog is being served up from Work 10 instead of being a classic File Open dialog.
When opening a document, user can find the document using:
- Recent Documents – consistent with iManage Work 10 HTML 5 client
- Recent Folders – based on the activities (view, checkin, new document, modify) on the contents of the folder
- Recent Clients
Allows user to save a new document to iManage Work. User can browse and file a folder and select it as the location for the new document.
Save and Sync
When a document is open from iManage Work, the user can make changes to the document and save it directly.
Save as New Version
When a document is open from iManage Work, the user can save the document as a new version. When creating a new version, they can select an existing document using the File browse dialog and then specify the document properties before saving it to iManage Work as a new version.
Save as PDF
iManage Work allows users to open a document from iManage Work and saved it as a PDF document.
User can insert a footer to the document. The Footer displayed the document name and number at the bottom of the document.
Working Offline with iManage Work 10
iManage Work allows users to continue working even if they don’t have a connection to iManage Work Server. Users will be able to find documents that they have opened recently, edit the document and save changes locally. When saving a file, they can create a new document, new version or simply change the existing document.
When the user goes back online, the list of files that were changed or created while offline is displayed to the user. User can upload the offline files to iManage Work when connected.
Email Management for Outlook
iManage Work allows users to file an email to multiple locations when sending an email. The user can decide to not file the email by selecting the ‘Send Only’ option. When sending the email, the user can select a location from a Suggestion or Recent Location. 5 suggestions and Recent Locations are available to the user to select from.
- Suggestions – Automatic suggestions based on the addresses
- Recent Location – 5 recent location/folders the email was filed by the user
The user can browse and select a location if desired.
When selecting Send and File, the user has the following options available:
- Delete – Delete the email after it has been filed.
- Private – Set the security on the filed email as private.
- Print – File the email and print it.
If a suggestion is available for an email, the user can quickly file the email to the suggestion without needing to browse for a location. This only works when there is a suggestion available for the email. This functionality is available in the toolbar and from the context menu.
Context menu on an email
When composing an email, the user can select to attach a document, a link or both the attachment and a link to the email from iManage Work.
Displays the metadata of the filed email, such as where it was filed in iManage Work, and security information. If the user has appropriate permissions, they can change the security of the filed email. All the other properties are read-only.
Display a green tick mark to indicate the email is filed. When the filing process is started, an hour glass is displayed, which changes to the green tick after the email is filed.
iManage Work allows users to save one or more attachments from an email.
When filing an email during send, a luggage tag is applied to the subject of the email, which ensures that any conversations with this subject will automatically get filed to the original filing location.
iManage Work allows users to link a folder from their inbox to a location in iManage Work. Once the inbox folder is linked, the user can simply drag and drop emails into the folder which will then get filed to a mapped location in iManage Work.
Email Management for Gmail
Attach document link or document
When composing an email, or replying to/forwarding an email from within Gmail, the user is able to browse and select one or more documents from iManage Work and attach the document(s) or a HTTPs link to the document(s) in the outgoing email.
The iManage Gmail extension allows users to select one or many emails from Gmail and file it to iManage Work.
NOTE: The iManage folder in which the emails get filed to need to have the ‘E-mails’ class applied to it. This will ensure the filed emails are displayed correctly as emails when viewed using iManage Work. The emails are saved as EML formats.
When an email is filed to iManage Work, a filed label is attached to the email to indicate that the email has been filed. Also, the user can refile the filed email to another folder location.
The iManage Gmail extenstion allows user to save one or more attachments to iManage Work 10. The attachments can be saved as:
- New Version – Allows the user to first browse and select an existing version before saving the attachment as another version to the selected document.
- New Document – Allows the user to browse and save the attachment to iManage Work.
Users can save all the attachments at the same time or select individual attachments one at a time. When saving all attachments at the same time, each attachment is saved as a new document in iManage Work. The new version option is only available when filing a single attachment.
By default, e-mail messages saved to WorkSite are added to users’ worklists like any other document. However, WorkSite Server 8.2 and higher supports the ability to select whether e-mail messages saved to WorkSite should be added to users’ worklists.
To prevent e-mail messages from appearing on users’ worklists:
In the following key in the registry on the WorkSite Server:
For 32-bit OS:
For 64-bit OS:
Set the following STRING value:
Name: Add Emails to WorklistValue: N
In order to optimize performance, the WorkSite server is set to cache some profile metadata on the WorkSite server by default. This option is set under the WorkSite Server, Service Properties and is set to refresh every minute. Specifically, the tables cached are:
• Custom Tables
• App Setup
Caching metadata on the server increases server performance because the most frequently used items in each of the above tables are kept on the server so they are readily accessed by the WorkSite service. An example would be a frequently used Client and Matter value which are stored in the Custom1 and Custom2 tables respectively. Many law firms have tens of thousands of Client and Matter numbers and many of those are inactive or older numbers. Caching the most frequently used Client/Matter numbers saves the WorkSite server the trouble of making the trip to the SQL server to sift through the complete list of Client/Matters, because the most recently used Client/Matters are sitting in a local cache. Only when the WorkSite server does not find the requested Client/Matter number in the cache will it go to the SQL table to get that value. That value will then be part of the cache until the cache is refreshed and it s no longer needed.
There is always a tradeoff, however, between functionality and performance. When the descriptions change on metadata values cached on the WorkSite server, you must restart the WorkSite service to reload those values to the cache. We see a large performance gain by caching the descriptions on startup and not much functionality is lost as these descriptions are typically static.
Below is some information from the WorkSite Server Administrative Manual that further describes the caching feature found on the WorkSite Server, service properties.
This value determines with what regularity the WorkSite Server will check that all database tables in memory contain less than the maximum number of rows and unload infrequently used entries from any tables that are larger than the maximum size. This value is set to 1 by default and should not be changed except under the advisement of WorkSite Technical Support.
Rows per Cache Table:
By specifying a value in the Rows per Cache Table field, you can place a maximum limitation on the number of entries to cache from each of database tables that are cached in memory on the WorkSite Server. If this value is set to 10, for instance, no more than 10,000 entries will be cached from any one table. When a database table contains more total entries than the maximum specified in the Rows per Cache Table field, then the WorkSite Server Service program uses an algorithm to identify infrequently used entries and uncache them to make room for new entries as needed.
Preload Cache Data:
When the Preload Cache Data checkbox is checked, the WorkSite Server will preload the database tables for each database to which it is connected into the memory cache at startup. If this feature is not turned on, then the database tables are loaded into the memory cache dynamically or incrementally (as needed). Turning off the Preload Cache Data feature dramatically improves startup time.
If the WorkSite Server is connected to multiple databases, and those databases all have identical Custom1/Custom2 tables, then you may choose to load those tables into the memory cache on the WorkSite Server only once and allow all of the databases to share that same table in the cache. This feature is particularly beneficial when the WorkSite Server is connected to many WorkSite databases and the Custom1/Custom2 tables on each are very large. For this feature to work, all of the Custom1/Custom2 tables on the databases to which the WorkSite Server is connected must be identical. To turn this feature on, check the Shared Cache checkbox and enter the name of the preferred source database in the Database Hint field.
The From Database field contains a name of the preferred database from which Custom1/Custom2 data should be taken, whenever possible. If the database listed here is unavailable, the WorkSite Server will take Custom1/Custom2 entries from other databases to which it is connected.
Product: WorkSite NT
Component: INTEGRATION-MS OFFICE
Importing XLSM files into WorkSite
To import and open XLSM files without breaking its content, you need to configure the following in the WorkSite database for the Microsoft Excel 2007 Macro template,
XLSM file type:
Add new Application Type:
Description: EXCEL 2007 Macro
DMS Extension: %V
App Extension: XLSM
Add new Application Setup:
Name: Microsoft Excel 2007 Macro
Location: (i.e. C:\Program\Files\Microsoft\Office\Office12\Excel.exe)
INSO Type: For EXCELXM map this INSO file Ms_Excel_Macro_2007_Fmt
The following registry value will also need to be configured on the WorkSite Server machine in order to allow a .XLSM file imported in WorkSite to retain the correct file extension of .xlsm:
DWORD Registry Value Name: Retain extension for ANSI types
In order for this setting to take effect, you will need to stop and restart the WorkSite Server service after the value is configured.
Ok I’m listing this under WorkSite Server because we use this command to verify port access to WorkSite on ports 1080 and 1081.
1. Open a command prompt window. Click Start, type cmd in the Start Search box, and then press ENTER.
2. Type the following command:
Copy pkgmgr /iu:”TelnetClient”
4. When the command prompt appears again, the installation is complete.
|Category:||Server – WorkSite|
|Product:||7.1 and later|
Section 4.3.6 of the Release Notes for WorkSite Server 7.1 outlines the “Server Side Sorting” feature of WorkSite 7.1. This technote clarifies this functionality.
When you invoke one of the Profile dialog forms (New Document, New Version, Edit Document, Search) in order to enter, change, or search on document metadata, the forms present drop-down fields in which you can select validated data. For example, to perform a document search based on document Class, you can enter the Class directly in the Class field of the Search dialog or you can click the look-up button beside the field and select from the list of available Classes on the queried database(s).
The server-side sorting function pertains to alphabetical sorting of the data values in these drop-down fields. If you have a drop-down field (such as Type) which only has a few entries or another field which is rarely used, you probably do not want to waste server resources sorting these few entries for each search brokered by the DMS. However, it may be useful for a field such as the Custom1 (Client) field, which might have more than 500 validated entries, to present its lookup data in alphabetical order. You would thus follow the instructions in the Release Notes (and below) to sort such a field.
This registry setting is provided to help maximize the efficiency and speed of the dialog rendering. If the server has to sort all lookup fields (equivalent to a registry setting of hex 0x00FFFFFF below) then it may take quite a bit more time to render the dialog forms, depending on the amount of validated data existing on the database(s).
A particular point of confusion about this function is the setting for the DOCMASTER table. It’s hex setting of 0x00000002 below actually controls a very different functionality: enabling DOCMASTER sorting sorts search results returned in the iManage client’s document list view area by EDITWHEN date! Thus, the DOCMASTER sorting setting controls the order of documents returned in a search, whereas all of the other sorting settings control the order of metadata values in the Profile dialogs’ lookup fields.
So, for example, if you want to allow server-side sorting of the lookup data for the CUSTOM1 field and sort all search results in the iManage client by Edit Date, you would enter a value of 0x00000006 (0x00000002 for SORT_DOCMASTER plus 0x00000004 for SORT_CUSTOM1).
The following is section 4.3.6 of the Release Notes for WorkSite Server 7.1
4.3.6 Metadata and Search Results Sorting
iManage WorkSite Server 7.1 supports the ability to deliver document search results sorted by edit date and sorted metadata selection values. This feature is only supported for Microsoft SQL Server and Sybase databases. The feature may be enabled or disabled on a per table basis.
To enable or configure this feature:
In the registry on every iManage WorkSite middle-tier server machine:
Set the following DWORD value:
Name: “Sort Order Mask”
Value: [see below]
The value to specify for “Sort Order Mask” depends on which tables you want to have sorted by the server. To determine what value to specify as the DWORD value, add together the values below for all tables for which you want to enable sorting. This is the value to specify in the registry setting.
(These values are in hexadecimal format).
For example, to enable server-side sorting of APPS and DOCMASTER values, you would specify a value of 3 (1 +2 ) .
To enable sorting for all tables, the value to specify would be : 0x00FFFFFF. To disable all sorting, specify 0 (zero).