Identifying different functions on the Workspace page

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NetDocuments may use different terminology than your previous DMS causing some confusion when discussing NetDocuments functions and how to find features. This is a visual aid to help users better understand what functions are behind their actions in NetDocuments.

You can also use this as a reference guide when submitting a support case so you may better understand the questions Technical Support Engineers are asking.  

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  1. Cabinet Selector: Indicates which Cabinet is selected for navigating Workspaces or Folders

  2. Workspace Selector: By typing in this box or clicking the ellipsis, users can search for Workspaces in the Cabinet selected (1). If you have 2 search bars here you have a Parent/Child relationship with Client/Matter or other naming convention your organization is using. If one box appears here then there is not a Parent/Child relationship.

  3. Favorite Document: When the star is clicked, the document will appear on Home Page for quick access.

  4. Simple Search box: When using this box from a Workspace the search scope will be limited to the specific Client/Matter. 

  5. Workspace Organizing Container (Filter) - this container is created to contain documents related to each attribute.

  6. Workspace Name - the name is generally a combination of the Client/Matter (Parent/Child) names.

  7. Workspace Custom Saved Search: Saved Searches are typically profiled with the Workspace attributes, but can also be modified. This customization can cause confusion when using Saved Searches on Workspaces. Workspace Filters (5) are recommended when deploying the use of Workspaces.  Saved Searches are used for special searches such as documents created by one person.

  8. Workspace Custom Folder: Folders are typically profiled with the Workspace attributes, but can also be modified. This customization can cause confusion when using Folders on Workspaces and is not advised. Workspace Filters (5) are recommended when deploying the use of Workspaces.

  9. Switch Workspace View: Shows the items either in a List View format or a Summary format. List view can be used to view all Documents/Email in the Workspace in one list. 

  10. Workspace Options Menu - various options are available such as emailing a link to a workspace.

  11. Customize Workspace: Options to change the layout of the Workspace, the Workspace Name, or add a description.

  12. Delete the Workspace: All containers will be deleted with this action; Filters, Saved Searches, ShareSpace, and Folders. Items which are contained within these top-level containers will not be deleted as they are profiled with the Client/Matter information. All Organizing Containers (5) which are part of the Workspace Template and attributes that exist on documents for this Workspace will recreate when the Workspace is navigated to again. This is one reason we advise against the use of Folders on Workspaces.

  13. Email Workspace Link: This provides a quick email link to users to allow them to easily navigate to a Workspace.

  14. Refresh the Workspace: This will refresh the workspace to include any changes to the workspace template. All custom-created Saved Searches (7) and Folders (8) and ShareSpaces will be preserved. All filters will be deleted and re-created based on the template settings. Any new items from the template will be added to the workspace. 

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