AdvoLogix Matter Management

Set Up the Connector in Salesforce®

Updated

iManage® Setup allows users to configure the application and workspace-specific settings in AdvoLogix®. The setup sidebar navigation contains various actions that concentrate on specific configuration settings that impact how end users receive notification updates or how the iManage® components connect and display relevant information easily throughout the application's usage.

What options are available in iManage® Setup?

Users will need the Customize Application permission in Salesforce® to manage or edit options within the iManage® Setup tab.

1. iManage® Configuration

1.1. Step 1: Setup Remote Site Setting

In Salesforce® Setup, enter the Remote Site Settings into the Quick Find box, and select Remote Site Settings.  Select the New Remote Site button.

Set the following options:

  1. Remote Site Name - Enter a unique remote site name.  For example: iManage Connector.
  2. Remote Site URL - Enter your iManage® Work web URL.
  3. Active - Verify this checkbox is enabled.
  4. Click Save.

1.2. Step 2: Setup iManage® Configuration

1) From the side menu, click on iManage Configuration.

2) Select the Edit action button in the page header.

3) Enter your iManage Work Web Url as the Base URL

4) Enter the Redirect Url needed by AdvoLogix to authenticate with iManage®.  This URL will contain your organization's My Domain Name (see below).  

The URL structure will look like this:

  • Production -
    https://[your salesforce my domain]--imanage.visualforce.com/apex/iManageConnect
  • Sandbox -
    https://[your salesforce my domain]--[your sandbox name]--imanage.visualforce.com/apex/imanageconnect

5) Enable Use Private Keys toggle, if you've created your own iManage Web Authentication Application. For more details follow this article.

6) Enter your API Key as it has been generated in your Application under Step 5 above.

7) Enter your API Secret as it has been generated in your Application under Step 5 above.

8) Enable Use AWS Cloud for File Uploading, if you want to upload large files from Salesforce to iManage. When this is enabled, then all files uploaded from Salesforce® to iManage® Work go through the pass-through AWS platform, with an individual file capacity up to 1 GB size. (This option is not available unless it has been activated for your organization by AdvoLogix®, please contact your AdvoLogix® account executive for more details)

Once all values have been provided, select the Save button to save the configuration values. 

Your iManage® authentication setup is complete and you can proceed to the next step to setup the Workspace Configurations.

The Redirect Url must be communicated to AdvoLogix® Support (support@advologix.com) for approval before using the AdvoLogix® Connector for iManage® and Salesforce®.

The AWS (Amazon Web Services) cloud environment is managed by AdvoLogix® and is required to be enabled for your organization on request. Please contact your AdvoLogix® Account Executive for more information.  (Files uploaded within iManage® Standard Navigation are not routed through AWS.)

2. iManage® Workspace Manager

iManage® Workspace Manager allows users to create or edit object-specific configurations. These configurations are necessary to be setup and created before using the connector lightning component. The workspace configuration binds one or more workspaces in iManage® to records in Salesforce®.

2.1. iManage® Workspace Manager Basics

From the side menu, click on iManage Workspace Manager.

  1. The New action button in the page header allows users to create a new workspace configuration.
  2. A list of all previously saved workspace configurations associated with different objects.
  3. A row action menu containing various action items available for each workspace configuration. 

When the row action menu is selected (see #3 above) these are the available options:

  1. Edit - Edit an existing workspace configuration.
  2. Make Active/Inactive - Make the workspace configuration active or in-active.  An inactive workspace configuration will not be available for use in the iManage® components.  
    • Tip: When you create a new workspace, you will always need to activate it before it can be used. 
  3. New Custom Profile - Create a new custom profile.
  4. Manage Custom Profiles - Manage all created custom profiles for the workspace configuration.

2.2. Creating a New Workspace Configuration

Select the New action button in the page header to create a new workspace configuration.

  1. Select an Object to build a workspace configuration for.
  2. Optionally, select a Record Type to apply the configuration only to those records with the selected Record Type.
  3. To be able to generate a workspace automatically or update workspace names, enable the Auto Create Workspace and Auto Update Workspace options, respectively.  If the connector component does not find a workspace using the configuration setup here, then a new workspace will be created for the record.

The Auto Create Workspace and Auto Update Workspace options require a flow that has been setup for the respective object of your workspace configuration. Follow these articles for more details on how to setup the flows: Create Workspace Via Automation and Update Workspace Name Via Automation

  1. Select a Library to which this workspace configuration is going to be applied to.
  2. Select the default Workspace Security to apply security permissions whenever a workspace is generated using this configuration. Available options are inherit, private, public and view.
  3. Optionally, select a Workspace Template to apply a subfolder structure for the newly generated workspace.
  4. Provide a Workspace Naming Format, which can include merge field syntax in the form of {{FieldName}} to generate a name for the workspace.
  5. Select the Workspace Association By option to determine how each Salesforce® record can be mapped automatically to a workspace within the iManage® work. Available options are Workspace Name and Custom Profile
    • Workspace Name - Associating a workspace using this option means that AdvoLogix® will search and identify a related workspace(s) for any record by matching the Workspace Name based on the provided Workspace Naming Format's resolved value.
    • Custom Profile - Associating a workspace using this option means that AdvoLogix® will search and identify a related workspace(s) for any record by matching the Custom Profile value as indicated on the Workspace Configuration's Custom Profile marked with Associate Workspace Using This Profile enabled.
  6. Select the Save button.

2.3. Creating a Custom Profile

Select the Profile Type value.  Available profile type options are custom1 through custom30.  These custom profile types are distributed into five primitive data type values:

  • Lookup 
    • custom1
    • custom2
    • custom3
    • custom4
    • custom5
    • custom6 
    • custom7
    • custom8
    • custom9
    • custom10
    • custom11
    • custom12
    • custom29
    • custom30
  • String/Text
    • custom13
    • custom14
    • custom15
    • custom16
  • Numeric
    • custom17
    • custom18
    • custom19
    • custom20
  • Date
    • custom21
    • custom22
    • custom23
    • custom24
  • Boolean/Checkbox
    • custom25
    • custom26
    • custom27
    • custom28

Depending on the Profile Type chosen, one or more of these formats will need to be completed:

  1. Provide a Value Format, which can include merge field syntaxes in the form of {{FieldName}} to generate a value for the custom profile.
  2. Provide a Description Format, which can include merge field syntaxes in the form of {{FieldName}} to generate a description value for the custom profile. (This option is available for profile types of lookup data type only.)
  3. Provide an Alias Format, which can include merge field syntaxes in the form of {{FieldName}} to generate an alias value for the custom profile. Make sure that when merge fields are used (or when a static value is provided) that the resolved alias value is unique throughout iManage® Work for the current custom profile being setup here. (This option is available for profile types of lookup data type only.)
  4. Provide a Parent Alias Format, which can include merge field syntaxes in the form of {{FieldName}} to generate an alias value that will act as a parent for the custom profile. Make sure that when merge fields are used (or when a static value is provided) that the resolved alias value is unique throughout iManage® Work for the current custom profile being setup here. (This option is available for profile types of lookup data type and for custom2 and custom30 profiles only.)

Parent Alias Format is required when configuring custom2 and custom30 profile types.

A common use case to implement custom2/custom30 profile types involve setting up a client-matter relationship hierarchy within iManage® and Salesforce®.

For example, we can have an account and a matter identified with custom1 and custom2 profile types respectively in iManage® Work. The setup within Salesforce would look something like this:

iManage Workspace Manager

  • We set up separate workspace manager configurations for each object type, which in this case would be account and matter.
  • Both configurations can be set up to identify Workspace Association By custom profile.
  • For the account object based configuration, the custom profile that will be used to identify the workspace association would be custom1. The Alias Format may be provided to use an account number or any other merge field that can uniquely identify a client in iManage® work's custom1 table of records.
  • For the matter object based configuration, the custom profile that will be used to identify the workspace association would be custom2. The Alias Format may be provided to use a matter number or any other merge field that can uniquely identify a matter in iManage® work's  custom2 table of records. In addition to Alias Format, we also need to provide a Parent Alias Format here, which should be the merge field being used to map within the account object's custom1 profile's Alias Format. It should be noted that custom2 profile's Alias Format must resolve to a uniqueness within all custom2 profile values within the parent custom1 profile value in the iManage® Work.
3. iManage® Notifications

iManage® Notifications allow users to receive customized notifications on various activities that may happen either in the iManage® components in Salesforce or the iManage® Work cloud portal. Users can subscribe to workspaces for receiving notifications that include uploading a new document, uploading a new version of a document or updating a document profile.

3.1. Enable/Disable iManage Notification Updates

From the side menu, select iManage Notifications.

  1. Select the Edit action button in the page header.
  2. Enable/Disable New Document Upload to receive notification updates when a new document is uploaded within your subscribed workspace(s).
  3. Enable/Disable New Document Version Upload to receive notification updates whenever a new document version is uploaded for any document within your subscribed workspace(s).
  4. Enable/Disable Document Profile Update to receive notification updates whenever a document profile is updated within your subscribed workspace(s).

Once you have enabled/disabled specific notification activities, select the Save button to save your configuration values. 

Notifications are only sent if the user has followed a workspace for updates. Users can subscribe to notifications for workspaces from the AdvoLogix® Connector for iManage® and Salesforce® lightning component. For more details, review this article.

A custom notification flow is part of the AdvoLogix® package, that sends out push notifications in Salesforce® as well as your connected Salesforce® mobile application.  These notifications can be extended to publish customized chatter posts or send out email alerts. For more details, review this article.

5. iManage® Secured Logins

iManage® Secured Logins allow users to perform actions within iManage® Work on behalf of another user. Secured logins can allow you to perform various activities that you may not want to share with your regular iManage® users.  For example, you may not want all users to be able to automatically create workspaces or allow individual community users to have individual user logins to access information shared with them via Digital Experience (Lightning Communities).

5.1. iManage® Secured Login Basics

From the side menu, click on iManage Secured Logins.

  1. The New action button in the page header allows users to create a new secured login user.
  2. A list of all previously saved secured logins, along with the respective user's authentication status for iManage®.
  3. A row action button to revoke a user's ability to act as secured login. 

A maximum of 10 users can be enabled as secured logins.

Due to security reasons, each user who has been set up as secured login needs to authenticate themselves to iManage from within their own Salesforce user. If the provided user logs out from their environment, then it logs out from all components where it has been setup to use as secured login via Login As deployment option within app builder or flow invocable actions.

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