Cabinet Administration Overview

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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, that user will see the Cabinet and all documents he or she has access to within the Cabinet, either through a search, workspaces, or folders. 

Use of Cabinets 

NetDocuments Basic account includes one shared Cabinet by default.  Customers may purchase the Professional Edition and have ability to create additional shared Cabinets as necessary from the Repository Administration page.  Cabinets can be used to securely manage different types of documents in a firm.  There may be a Client Documents Cabinet, a Management or Admin 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. 

My Cabinet

Each user has their own personal cabinet called "My Cabinet". Learn more about My Cabinet.  

Cabinet Administration Page

This page contains all of the available settings for a cabinet, to be defined by the Cabinet Administrator(s). Each section is described as follows:

Cabinet_Admin_page.png

Cabinet Name, Logo, and Description    

The Cabinet name and logo are the identities of your organization's Cabinet.  Both the name and logo can be changed at any time by a Cabinet Administrator.  If a Repository logo has been loaded previously by the Repository Administrator, the Cabinet Administrator can select to display the default repository logo by simply checking Display cabinet logo.  If the Cabinet will be used for such purposes as a client extranet, your firm may wish to upload a logo specific to the Cabinet.  A Cabinet logo appears throughout all folder navigation pages of the Cabinet.

The Cabinet Description is a text that appears at the top of the Cabinet Page.  It is created and managed by the Cabinet Administrator and is visible for all users who have access to the Cabinet.  It could be used as a description of the cabinet or instructions to users on how to use the cabinet or what types of documents to put in the cabinet or its purpose.  Any URLs, email addresses, or UNC paths entered will become clickable links.   

Calculating Cabinet Storage and Archival Cabinets 

Cabinet Types - Each Cabinet created can be either a standard "Active" cabinet or an "Archival" cabinet.  The Repository Administrator can define a new cabinet as Editable or Archival. The default is Editable. The differences are as follows:

Editable Cabinet - 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.

Archival Cabinet - 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.  This feature provides non-rewriteable, non-erasable storage as required by SEC rule 17a-4.

On the Cabinet Administration page of an existing archival cabinet, the cabinet’s storage type cannot be changed.

Archive_Cabinet.png

When an existing cabinet’s storage type is changed from Editable to Archival and the user clicks the Submit button, an on-page dialog displays with an entry field, OK and Cancel buttons, and the following text: 

Confirm conversion of this cabinet to archival storage by typing the word “archive” below and clicking the OK button.  This will make all documents in the cabinet non-editable and non-deletable except via the repository’s document retention policies.

If the Administrator enters “archive” (case-insensitive) into the entry field and clicks OK the changes are saved to the cabinet configuration including the storage type change.  This confirmation procedure is not necessary when a new cabinet is designated as an archival cabinet.

Documents in archival cabinets can NOT be edited regardless of their access.  When opened, they open in read-only mode in the application.  Places that display the reasons a document is read-only (such as the Info dialog) will indicate that the document is read-only because it has been archived (similar to archived documents in regular cabinets).

Documents in Archival cabinets can NOT be checked out, renamed, moved to another cabinet, moved to a ShareSpace, or moved from a ShareSpace, even by cabinet administrators.  They can NOT appear as the source or destination for an Append Versions operation.  They can NOT have versions added or removed, and the official version can NOT be changed. 

Documents in Archival cabinets can NOT be deleted except via repository document retention policies.  These restrictions do not apply to folders and Saved Searches in Archival cabinets, meaning folders and Saved Searches CAN be deleted, but their contents cannot be deleted.

When editing profiles of existing documents in archival cabinets, notes-type fields are editable by anyone with E rights.  Other fields can be modified if they are empty but not if they already contain a value.  During the process of importing or creating a new document profile values inherited from folders or profile templates can be changed.

Documents in archival cabinets can have their access changed.

Cabinet Storage – click on “Calculate” to display all storage capacity used in the Cabinet. NetDocuments also tracks this amount for billing purposes.

Deleting a Cabinet  - Learn about Deleting Cabinets.

Cabinet Security and Access

Learn about the Cabinet Access and security options.

Designating Cabinet Administrators

Learn about Cabinet Administrators and other Admin options.

Configurable Document Profile Attributes

If custom document Profile attributes are defined at the Repository Administration level, these attributes will appear in this section. By default, they are inactive for the Cabinet. The Cabinet Administrator can designate any or all of the Custom Profile Attributes to be active for this cabinet.  Only those Custom Attributes checked will appear in documents in this cabinet. The remaining Custom Attributes will not exist in this cabinet.

Default Profiling for Documents and setting for the multi-document Profile Edit option 

Profile defaulting – A Cabinet Administrator can turn on the default profiling option so that users do not need to re-key redundant information when profiling documents. A Cabinet Administrator can optionally select one key field, from which the other fields will default.   

For example, suppose there are four custom fields in a Cabinet: Author, Client, Matter, Office, and Author is used as the key defaulting field. Now suppose "John Doe" is selected from the Author lookup field.  That now becomes the key defaulting value. The next time that "John Doe" is selected from the Author field, the other fields automatically complete with the information used for the previous document where "John Doe" was the Author.

However, this often leads users to be careless in how they profile documents. To default only one value from another, rather than the entire profile card, it is better to configure profile defaulting on the attribute level. 

Force Users to Profile – you can choose a setting to either Always force Internal Users with A rights to profile documents or just have them profile new documents or not force them at all.  To set it on only new documents is generally used after a conversion from an existing document structure where not all of the Required Profile values were entered during the conversion.  Note that External Users are not required to complete profile values. 

Define Workspace Template(s)

This option is found at the top-left of the Cabinet Admin page. In order to set up workspaces, a workspace template needs to be created. Learn more about Workspace Templates.  

Designating Echo Settings for Cabinets

Learn how to configure Echoing at the cabinet level.  

EMS (Email Management Service)

Learn more about configuring a cabinet for EMS.  

Local Document Service

Here you will enter the IP address of the server hosting your Local Document Service. You should install and configure the Local Document Service software before entering the server address here. Learn more about our Local Document Service

Email Settings

Cabinet Administrators have several options to manage incoming and outgoing emails. 

cabinet_email.png

Incoming email

The following settings are available:

Allow anyone to email documents into this cabinet
Allow external and internal cabinet members to email into this cabinet
Allow internal cabinet members to email into this cabinet
Allow no one to email into this cabinet 

Outgoing email

These settings apply to all emails leaving the cabinet, for example when documents are sent via the Email Link or Email Copy options. 

Email Footer - If your firm would like a legal disclaimer or any other information to be appended to emails generated from a Cabinet, such as Notifications and Alerts, or emailing copies of documents, you can enter that information in this area. 

Example of a legal disclaimer  This message is sent by a law firm and may contain information that is privileged or confidential. If you received this transmission in error, please notify the sender by reply e-mail and delete the message and any attachments. For additional information, please visit our website at www.xyzcorp.com.

Attachment naming pattern - This will determine how the document name appears when it is emailed as an attachment. You can choose the name, ID, or version number.  

Foldering and Filing options

These options determine how documents and emails are organized and filed, using either workspaces or folder. Learn more about Cabinet Filing Options

Other

This section contains miscellaneous settings. 

Document Versions that are editable – You can define for this cabinet if you want users to be able to edit previous versions of a document or preclude them from being edited.

Modify Official Versions – you can set this flag to allow users with Edit rights to a document to be able to change the official version and descriptions.  By checking Admin, only users with A rights to a document will be able to designate an official version and change the description.

Document comparisons – If you use Workshare (DeltaView), you can define for this cabinet if you want the redline comparisons to be stored as a document attached to the source document or if you want the Comparison document to be created as an independent linked to the source document.    If you choose the Attachment method, you can only retain one comparison per document.  When a new comparison is created, it will automatically overwrite the first attachment.  If you use the Linked documents option, you can retain as many redline comparisons as you choose.

Allow Microsoft Office Online - Cabinet Administrators can enable or disable the Online Editor (Office Online). If disabled, users will not see the Open In > Microsoft Online option for documents residing in that cabinet. Learn more about the Microsoft Office 365 for NetDocuments

ACL Freeze - Allows users to set a flag on a document or email that freezes the item's access list from implicit changes. Learn more about ACL Freeze.

Immediately purge documents - If set to "immediately" then when a document is purged, all metadata and snapshots of that document are immediately purged.  (This is used for protective orders which require document destruction within a specified time frame).

When set to "after 30 days" (the default option) document snapshots are kept for 30 days after being purged. Purged items can only be recovered from the Rollback page, using the Document ID. 

NOTE: Deleting a cabinet will not respect this flag. If an administrator wishes to purge all items immediately, then the items should be deleted first, prior to deleting the cabinet.  

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