Limits Reference Guide

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Anticipated Limits Enhancements Expected July 2019

Due to the tremendous growth of the NetDocuments platform over the past several years, our partners and customers are building increasingly sophisticated and powerful integrations using NetDocuments to solve business challenges and improve workflows for their organizations. Anticipated Limits Enhancements Expected July 15, 2019.

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Known NetDocuments and Add-in Limits

This topic identifies the sizes and limitations of using NetDocuments.

 

 

Cabinet Name

A cabinet name cannot be more than 64 characters long. 

Cabinet names must include at least one character, and may not end in a space or period. They may only contain letters, digits, spaces, or the following characters: _ &-. @. They cannot contain commas or hashes (#). 

Document Delivery

Using the Secure Document Delivery option, there is a hard limit of 500 items at a time, but the practical or "soft" limit is 400 items.   

Document Name Length

NetDocuments supports document names up to 200 characters. The first 100 characters (or as much of the screen as space allows) appear in List View; a hovertip displays the rest. We recommend using a custom Notes profile field to further describe documents.  Because your custom fields are searchable, this field allows for great flexibility in searching for documents.

A document name cannot contain a TAB or any of these characters: \ / : *? " < > |

Document Size Limit

Generally documents up to 1 GB can be stored in NetDocuments. Your particular location may not be able to upload documents up to that size, depending on your internet bandwidth, workstation setup, etc. You need to determine what documents sizes work for you. If you are not able to upload larger documents, it generally times out before completing. When using the Folder Import Utility, EMS, or APIs the maximum limit is also 1 GB per document with the same caveats.

If the web traffic involved causes the server to take too long to respond to a request, the user may see an error and the document may be saved as a new unofficial version. 

Document Versions Limit

A single document can have up to 32,000 versions. However, performance may be reduced the more versions a document has. For example, it may take longer to load the list of versions as the number of versions increases.

Email Copy

Select no more than 65 items when using the Email Copy option.

Email Link

Select no more than 18 items when using the Email Link option, whether you use the native NetDocuments email or the Desktop Email Integration.

Favorite Documents List 

There is no real limit to the number of Favorite Documents you can have. However, because this list is the same as all the items on your Home Page (minus workspaces, folders, saved searches) then the most Favorite Documents you could have, in theory, is 500 because this is the maximum number of items you can have on your Home Page. So, if you have 100 workspaces on your Home Page, then the most that you can have in your Favorite Documents list is 400 (assuming you do not also have any folders, filters, saved searches, or Home page sections on your Home Page).  

Favorite Workspaces (Matters) List 

The maximum number of workspaces you can have in your Favorite Workspaces list is 350 at any one time. Click the gray star, making it yellow, to make a  matter/workspace a Favorite matter/workspace.

Folder Name Length

Folders can have a name with a maximum of 100 characters.

A folder name cannot contain a TAB or any of these characters: \ / : *? " < > |

Folder Size Limit

Folders have a limit of 500 subfolders. There is no limit to the number of documents per folder. 

When you open a folder, items in it are loaded on an “as needed basis.” In other words, the contents of the folder loads on the page only you scroll down through it. The first 70 items of a folder appear immediately. Each time you reach the bottom of the page, an additional 50 items load.  

Home Page 

You can have up to 500 items on your Home page (including section headings).  We recommend for performance reasons, to have a number that is quite a bit smaller than 500.  When you log in, each item is scanned to your home page, so it creates a delay in the login time or any time you navigate your Home Page.

Lock Versions 

You can lock up to 150 documents at a time. Under Group Options, the Lock Versions option applies to only the official versions of the documents. 

Lookup Table Invalid Characters--Workspace Name and Descriptions

You cannot add the following characters to a lookup table entry: < > You can add the following characters to the table, but they do not appear in the Workspace name or in the Navigation pane, they do, however, appear if you look them up in the orange "Go to ..." button or other lightboxes  \ / : * ? |

Mapped Outlook folders (in ndMail Folder Mapping)

Users can map a maximum of 1,000 folders in Outlook to locations in NetDocuments.

Mass Access change 

When changing the access for multiple documents, there is a limit of 10,000.

Mass Profile change 

When updating multiple documents' profiles, there is a limit of 10,000 documents at a time.

Matter Key & Description

A lookup table key value is limited to 50 characters, although this limit may be lowered by a repository administrator. The description field can contain up to 250 characters in the lookup table.

Keep in mind that the total character count for a given client key, client description, matter key, and matter description may exceed 200, but workspace names are limited to 200 characters. 

Notes Profile Field 

There is a limit of 60,000 characters in the Notes (Comments) Field. 

Print List

Using the Print List option, there is a limit of 500 documents on the print screen, or if using the email list option, the limit is 10,000 items that match the search criteria.

Profile Templates

You can have up to 20 profile templates. 

Profile Values

Profile attributes with more than 100 values produce an ellipse on the profile page. Attributes with fewer than 100 values show in a drop-down box. If the attribute is linked to a child attribute, the child always has an ellipse. On the Advanced Search page, attributes always show an ellipse regardless of how many values are in the table.

Profile Attribute

Profile Attribute description can have a maximum length of 250 characters.

Recent Documents List

The Recent Documents list shows the 40 most recently accessed documents, including those that are openededitedadded, or all

Recent Workspaces (Matters) List

The Recent Workspace list includes up to 40 of the most recent workspaces you have accessed.

Recent Saved Searches

The Recent Saved Searches drop-down menu on the Advanced Search page displays the 10 most recently accessed Saved Searches.

Repository Name

A repository name cannot exceed 64 characters in length. 

Repository names must include at least one character, and may not end in a space or period. They may only contain letters, digits, spaces, or the following characters: _ &-. @. They cannot contain commas or hashes (#). 

Retention Policies

The limit for the number of document retention policies is 256.

Security Templates

You can have up to six security templates. 

ShareSpace Size

There is no hard limit to the total size of a ShareSpace; however, there is a practical limit that is a function number of users and documents shared. As a general rule of thumb, a ShareSpace is designed for sharing a handful of documents (up to 25) with a handful of users (up to 25). It cannot contain more than 65,000 documents.

Superseding these allowances affects the overall performance of the ShareSpace.

Subfolder Search Limit

When searching the entire cabinet, if you search from within a container like a folder, filter, or workspace, we limit the search to 20 subfolders. 

Timeouts

Your login session times out after 90 minutes of inactivity and then you need to log back in. 

With federated identity, you can configure this timeout for more than or up to 8 hours; unless you configure this, the default is set at 90 minutes. To do this you, include the sessiontimeout claim in the SAML token.

If the Automated Login option is enabled, the session timeout is increased to 8 hours. After 8 hours of inactivity, you are re-logged into NetDocuments automatically.

Upload

Using the Upload button, you can upload up to 150 files at a time. You cannot import folders using this method. 

User Display Name

A user's first name cannot exceed 32 characters, the middle initial cannot exceed one character, and the last name cannot exceed 64 characters. 

Users and User Groups

A repository is limited in the number of users it can have by the number of user licenses purchased. A repository can have up to 350,000 user groups in it. You can make an individual user a member of up to 800 groups at a time.   

User Group Name

User Group names can have up to 50 characters. 

Username

A username cannot exceed 63 characters in length. 

Version Description Field

The maximum number of characters allowed in the Version Description field is 250. 

Workspace Name Length 

The maximum number of characters allowed in a workspace name is 200 characters in length. International characters are not supported.

Workspaces (Matters) 

There is only a practical limit to the number of documents that you can place into auto-created Saved Searches and Filters. An individual Saved Search or filter returns up to 10,000 items, showing only the standard 500 items at a time in a list view. It is recommended that you set each filter to display no more than 6 items on the Summary View.

When a workspace is first created, up to 21 auto-organizing filters are created based on the existing documents' profiles. Additional filters are auto-created as documents are added to the workspace. 

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