Every internal user in NetDocuments has access to a basic folder structure located in a cabinet. These folders are used to contain and organize your documents. The organization of this structure is similar to a Windows folder system on a PC in that it is a hierarchical organization and differs from a workspace configuration in several ways. Learn more about Workspaces and Cabinet Folders.
What is a Cabinet?
A Cabinet is used for common access to an organized and managed document repository. For example, all of your employees may need access to this common, secured repository, just as they might with a shared drive on a LAN. Whenever a member of the Cabinet logs into NetDocuments from any computer connected to the Internet, that user will see the Cabinet and all documents he or she has access to within the Cabinet, either through a Search, a Saved Search, or through navigation if a folder hierarchy has been created.
Use of Cabinets
NetDocuments Basic account includes one shared Cabinet by default. Customers may purchase the Enterprise NetDocuments account and have ability to create additional shared Cabinets as necessary by contacting a NetDocuments representative. NetDocuments Enterprise Administrators may create additional cabinets as needed.
Cabinets can be used to securely manage different types of documents in a firm. There may be a Client Documents Cabinet, a Board of Directors Cabinet, and a Human Resources Cabinet. Some organizations may choose to create a Cabinet for an extranet purpose which is designated for an important client where the client is also a member of that Cabinet for common access to documents on an ongoing basis.
Each Cabinet created can be either a standard "Active" cabinet or an "Archival" cabinet. The differences are as follows:
A cabinet with all standard options. These include the ability to edit documents and utilize the various options related to those documents and have full-text indexing of documents.
A cabinet that restricts the editing or deleting of documents. These cabinets are to be used to store inactive, non-changeable older documents or to provide an environment where the requirement is to ensure documents cannot be changed for legal purposes. Documents can be added to this cabinet either by moving them from an Active cabinet or by importing documents in various ways. Options related to modifying documents are also not available such as creating new documents in the cabinet, checking out/in documents, renaming documents, etc.
Sharing Cabinet Documents with External and non-Cabinet Members
Sharing with External Members
Each cabinet can have two types of users or members. The standard user is called an Internal user. These are generally employees of your organization or people who work together to create documents, etc. Generally they will all use a common email domain for their emails. The other type of user is called an External user. External users are people who are not associated directly with the organization, but that the organization needs to share documents with. External users will not have the full capabilities of the Internal users.
Sharing with an external user is generally the same as Internal users. The External users will see the Cabinet and folder structure if they have been given rights within the cabinet. These are generally for a long-term sharing relationship and a larger number of documents.
Generally these types of users will be used for an Extranet Cabinet which allows a law firm to share with clients on an ongoing basis.
Sharing with ShareSpaces
If you are doing ad hoc sharing with fewer people and fewer documents, any Cabinet members may use ShareSpaces to share documents with non-Cabinet members, such as clients and business partners, without outside users seeing Cabinet documents and folders. Users who you share with are registered for NetDocuments to access the ShareSpace. Those new users will see the My Cabinet as described below, and the ShareSpaces will appear within the Inbox folder. There is no charge when sharing with users in a ShareSpace.
Every NetDocuments user has a personal space named My Cabinet. My Cabinet is accessible only to that user and is to be used to receive ShareSpaces, faxes, and email. The logged in user is the Administrator for My Cabinet and no other user can access documents stored in My Cabinet. There is a 3 MB limit to My Cabinet. USERS THAT GO OVER THE 3MB LIMIT WILL BE LOCKED OUT OF THEIR ACCOUNTS AND ALL OF THEIR DOCUMENTS.
- All NetDocuments users are provided with a pre-defined 3 megabytes of storage in My Cabinet. This disk space cannot be increased. A user desiring more personal storage space, must purchase a standard Repository and Cabinet. Go to the www.netdocuments.com web site to purchase a cabinet or learn more.
- ShareSpaces and their contents do not account for any part of the pre-defined 3 megabytes of storage space. The storage used by a ShareSpace is accounted for from within the Cabinet where the ShareSpace was created.
- A ShareSpace cannot be created from within My Cabinet. ShareSpaces are created within paid standard Cabinets and shared with people who will see the ShareSpace in the My Inbox folder of My Cabinet.
- My Cabinet does not support custom profile fields.
- We do not recommend that you store other documents in this Cabinet.
- My Cabinet is available to you as long as you maintain your account. If you are added to a company Repository/Cabinet, and later leave the company, you will no longer have access to the company documents, but you will still have access to My Cabinet. When this occurs, in order to get proper notifications, you will need to change your email address in Settings under Personal Information.
- Full-text searching is not supported in My Cabinet. The following fields are searchable:
Cabinets can be created by Cabinet Administrators and by others who have been delegated the authority to create Cabinets. Only Repository Administrators can delegate authority to create Cabinets. This is done by creating a Security Group at the Repository level and designating that group as people who can create Cabinets. For any user who belongs to that group, an Admin link appears at the top right of their Home Page.
To navigate among the various folders and cabinets, you will use the Navigation pane, as shown here:
If you also have workspaces configured on the same cabinet, you will see a "Switch to Workspaces" icon that allows you to toggle between cabinet folders and workspaces.
If you have multiple cabinets, you can navigate between cabinets by using the drop down menu at the top of the Navigation pane. To go to the Cabinet Page of the cabinet you have selected, click "Cabinet" to the left of the name. The Cabinet Page is similar to a user's Home Page, only it is configured by the Cabinet Administrator and is visible to all users in that cabinet.
Each folder in NetDocuments has a set of options available. These are found at the top right under Folder Options. Depending on what level of access is granted, users may not be able to use every option. Learn more about Modifying Access.
Adding folders and subfolders
To add a new top-level folder in the cabinet, go to Cabinet Options on the Cabinet Page, and select Add Folder. Or, at the bottom of the folder list, you will see an option to Add folder in the Navigation pane. This will be a top-level folder. To add a new subfolder for an existing folder, navigate to that folder and select Folder Options and then select Add Subfolder. You will be prompted to create a name for the new folder.
NetDocuments allows you to enable certain profile attributes that offers a more powerful search capability. These profiles can be applied to documents, folders, and workspaces. While profile attributes are most commonly used when using workspaces, cabinet folders may also have profiles. Learn more about enabling profile attributes or learn how to profile folders.