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.
iManage Workspace Manager Basics
From the side menu, click on iManage Workspace Manager.
- The New action button in the page header allows users to create a new workspace configuration.
- A list of all previously saved workspace configurations associated with different objects.
- Each workspace configuration row is presented in a grid and tile user interface. The titles reflect the Object Name, Workspace Naming Format and Folder Path Format in respective columns and sub-text below the tiles are additional associated properties.
- 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:
- Edit - Edit an existing workspace configuration.
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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.)
- New Workspace Custom Profile - Create a new custom profile for the workspace.
- Manage Workspace Custom Profiles - Manage all created custom profiles for the workspace.
- New Folder Custom Profile - Create a new custom profile for the folder within the workspace. *
- Manage Folder Custom Profiles - Manage all custom profiles created for the folder within the workspace. *
* These options are only visible when the 'Folder Path Format' and 'Folder Association By' values are provided within the workspace configuration.
Creating a New Workspace Configuration
Select the New action button in the page header to create a new workspace configuration. The wizard interface guides you as an administrator to much clearer options when creating the workspace configuration.
Object Information
- Select your Object to build a workspace configuration for.
- Optionally, select a Record Type to apply the configuration only to those records with the selected record type.
- Select Save
Workspace Information
- Provide a Workspace Naming Format, which can include merge field syntax in the form of {{FieldName}} to generate a name for the workspace. The info banner here guide you to some sample naming format structures as well.
- Select an option to determine how your workspace is going to be mapped & associated with each Salesforce record. 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 workspace custom profile marked with Associate Workspace Using This Profile enabled.
- Select a Library where this workspace configuration is supposed to be located in.
- To be able to generate a workspace automatically when it does not exist within the library then enable the Auto Create Workspace option. If the connector component does not find a workspace using the configuration setup here, then a new workspace will be created for the record. **
- [Applicable when Auto Create Workspace is enabled] Select the default Workspace Security to apply security permissions whenever a new workspace is generated using this configuration. Available options are inherit, private, public and view.
- [Applicable when Auto Create Workspace is enabled] Select a Workspace Template to apply a sub-folder structure to the newly generated workspace.
- To be able to update workspace names automatically then enable the Auto Update Workspace Name option. **
- Select Next
** A flow may be needed to set up these automations outside of the connector component. Please review the following articles for more information:
Folder Information
- Enable this option when your Salesforce record is supposed to be mapped to a folder or a sub-folder within the workspace.
- Provide a Folder Path Format, which can include merge field syntax in the form of {{FieldName}} to generate a name for the folder. The info banner here guide you to some sample folder path format structures as well.
Note: The Folder Path Format supports multi-level paths to sub-folders within folders. You can provide a path to a sub-folder using syntax similar to<Folder A>/<Folder B>/<Folder C>, where the last folder within the path will be treated as the base folder, to be associated or generated for the Salesforce record.
- Select an option to determine how your folder, within the workspace, is going to be mapped & associated with each Salesforce record. Available options are Folder Name and Custom Profile.
- Folder Name- Associating a folder using this option means that AdvoLogix will search and identify a related folder(s) within the workspace (as defined under the Workspace Details section above) for any record by matching the Folder Name based on the provided Folder Path Format's resolved value.
- Custom Profile - Associating a folder using this option means that AdvoLogix will search and identify a related folder(s) within the workspace(as defined under the Workspace Details section above)for any record by matching the Custom Profile value as indicated on the workspace configuration's folder custom profile marked with the Associate Folder Using This Profile enabled.
- To be able to generate a folder automatically when it does not exist within the workspace then enable the Auto Create Folder option. If the connector component does not find a folder using the configuration setup here, then a new folder will be created for the record. **
- [Applicable when Auto Create Folder is enabled] Select the default Folder Security to apply security permissions whenever a new folder is generated using this configuration. Available options are inherit, private, public and view.
- To be able to update folder names automatically then enable the Auto Update Folder Name option. **
- Select the Save Configuration button to finish the wizard and save the workspace configuration. (To edit an existing workspace configuration, follow this link.)
** A flow may be needed to set up these automations outside of the connector component. Please review the following articles for more information:
Creating a Custom Profile for Workspaces & Folders
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 through custom12
- custom29 and custom30
String/Text
- custom13 through custom16
Numeric
- custom17 through custom20
Date
- custom21 through custom24
Boolean/Checkbox
- custom25 through custom28
Depending on the Profile Type chosen, one or more of these formats will need to be completed:
- Provide a Value Format, which can include merge field syntaxes in the form of {{FieldName}} to generate a value for the custom profile.
- Provide a Description Format, which can include merge field syntaxes in the form of {{FieldName}} to generate a description value for the custom profile. (Only available for lookup data profile types.)
- 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. (Only available for lookup data profile types.)
- 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. (Only available for custom2 and custom30 profile types.)
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 the 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.