Table of Contents
- What is a Workspace?
- Favorite Workspaces
- Recent Workspaces
- Using Workspaces
- Workspace Options
- Access & Sharing
Cabinet Administrators can get Help on configuring workspaces for the Cabinet here.
Administrators should also watch this 20-minute tutorial video to get help when first setting up workspaces.
What is a Workspace?
NetDocuments has the ability to provide shared workspaces that are based on a specific table-based Profile attribute. For example, in a law firm, this could be a Matter-based view of documents, emails, etc. Another type of organization might choose to base their workspaces on Accounts, Projects, or Properties. For example, if you are using this as a law firm, the Cabinet Administrator would setup workspaces to be based on a Matter profile attribute. You could then go to a Workspace for any Matter that you choose. The Matter Workspace will provide one view of all of the documents, messages, folders, categories, etc. for that specific Matter which are seen by all users who view that Matter. Any changes made by anyone to a Workspace, affects the view of the Workspace for all users accessing it. This feature is also referred to as a Matter-centric view or approach to managing your documents.
If you select a cabinet in the navigation pane and it has workspaces enabled, it will default to that view. By clicking the small icon to the right of the word workspaces, you can see the cabinet folders for that cabinet.
Once a cabinet which has workspaces is selected, it will show the Recent Matters and Favorite Matters (Workspaces) in the navigation pane:
Favorite Matters (Workspaces)
There are two primary reasons for using Favorite Matters (Workspaces).
1. Easy Access to Workspaces – Favorite Matters provides easy access to matters (workspaces) you use frequently.
2. Usage with EMS – Favorite Matters (Workspaces) is available in Outlook using the optional EMS service.
If you have a Workspace (Matter) option on your Navigation pane as highlighted below, you have workspaces enabled for your cabinet.
You can click the lookup ellipses and a small dialog will be displayed as shown below. This is where you search for pre-defined Client (or Matter) numbers (Keys) or names (Descriptions). You can change the default search option by clicking the "Make this my default" link next to the radio buttons.
Adding to your Favorite Matters list
You have an option to add a Workspace to the Favorite Matters (Workspace) list by clicking the blue star next to the workspace name to turn it yellow. You would add a Workspace to Favorite Matters primarily if you wanted to subsequently access it. That Workspace will now be displayed under the Favorite Matters list (this list will be named based on the Profile attribute that was defined by the Administrator) and can be accessed by clicking the name of the Workspace. For a law firm it would typically say Favorite Matters. You can add more Workspaces (or Matters) to the Favorite Matters list for other workspaces that you will access most often. The maximum list in Favorite Matters for each person is 350 matters at any one time. When you are no longer using a specific Workspace (Matter), you can remove it from the list by clicking the yellow star to turn it blue again. It can always be added back to Favorite Workspaces if you want to use it again.
NOTE: Under Settings > Application Settings, you can define whether to default the display to Favorite Workspaces or Recent Workspaces.
NOTE: Your NetDocuments Administrator has the ability, if chosen, to upload a table to automatically populate the Favorite Matters list for users. The Administrator could base this table on Matters that a user has billed time against, or Matters where you may be the working attorney, or any other criteria. If this upload table is used, then this list will already be populated for you. You can still add other Matters or remove any that are on your list.
Recent Matters (Workspaces)
Recent Workspaces contains a list of the last 40 Matters (Workspaces) that you have accessed most recently, with the most recent at the top. You cannot manually add to this list; workspaces will be added to it as you open them. You can select a Workspace from the Favorite Matters list and it will be added to the Recently Selected list because it was recently accessed. When you create a new document, the Workspace that the document is assigned to will be automatically added to the Recent Matters list.
NOTE: Your Recent Matters list is different than your Recently Selected list that appears in the profile selection dialog window.
Using a Workspace
Selecting a workspace in the left-hand navigation pane will open that workspace. The workspace is a view shared by all who access it. If the workspace has not been accessed previously by anyone, it will contain a basic default setup as defined initially by the Cabinet Administrator. A user who has VESA rights to the workspace can also adjust the workspace by adding more folders or Saved Searches or editing any existing folders or Saved Searches as well as adjusting the workspace description, logo, and name. That user can also re-arrange items on the workspace by dragging and dropping items or sections.
A sample workspace is listed below. A user must have E and S rights to add folders and Saved Searches to the workspaces.
On the workspace page you will have the following features:
Navigation options which are the same as on other NetDocuments pages.
Below the workspace name in the navigation pane, you will have three pre-defined searches related to that specific workspace.
Recently added will show all documents in this workspace created in the last 7 days. The default sort is by created date.
Recently edited will show all documents in this workspace modified in the last 7 days. The default sort order is by modified date.
My email will show all of the emails To or From the user. The default sort is by modified date.
Right Click Options are available for documents and emails in the workspace summary view as shown:
Adding Documents is the same as on other NetDocuments pages. When adding documents, you are presented with a list of the folders and filters in the Workspace. You also have the option to create a new folder in which to file the document. You can also "file" a document into a Workspace without putting it into a folder, unless you have set at the cabinet level to force filing in a folder. To "file" a document into a Workspace, without putting it into a folder, you must complete the profile values to match those of the Workspace. It will then be included in an existing folder with the same Document Type or other attribute or a folder that matches that attribute value will be created.
When adding documents to a Workspace, if you are using folders based on Document Types, and you have created your Profile templates for static information such as Author and Office, then filing a document into a Workspace will require no manual profiling of documents. All profile data will be applied using the filing process.
Workspaces have both a summary view and a list view. The summary view displays all filters, folders, Saved Searches, and ShareSpaces on the workspace. The list view will show all documents and emails in the workspace.
Click "Switch to list view" to display the list view of all the workspace's documents and emails. Click "Switch to summary view" to switch back to the summary view.
On the summary view, click "collapsed" to collapse the containers. Click "Expanded" to display a preview of the container's contents.
In the top right-hand corner of the workspace, you will see Workspace Options. These options apply to the workspace level, and not to any subfolders or documents. The Workspace Options are described below:
Add Folder - Click Add Folder. Enter the Name of the Folder. Set the number of documents or items to show on the Workspace View without clicking "more." Learn more about Workspace Folders.
NOTE: You can enter 0 items and only the header will show in the Workspace. You can click the header to show the items. Check the columns that you want to show on this folder. They will show in the order they are listed on this dialog. You can drag to re-order them. Profile values can also be set for the folder. Documents will inherit these profile values when placed into the folder.
Add Saved Search - Click Add Saved Search and continue the process the same as a folder. You will also need to go to a separate browser and define a Search Criteria that you will copy and paste into this Saved Search criteria field or you can copy the syntax shown below. Learn more about Workspace Saved Searches.
For example, if you wanted to create a Saved Search that would capture all email messages that have been assigned to a specific Client/Matter, you would do the following:
Do a search by selecting All Cabinets then enter into the search criteria the Application Type msg. Next click the Search button. Go to the top of the Search Results page and Copy the Search Criteria and Paste it into the Search Criteria field of the Workspace Saved Search that you are defining. The syntax will look like the following: (examples of syntax are provided under the Examples link. Just click it to select from the list.) =11( msg ) If you wanted to create a category as shown below to capture just documents assigned to a specific Client/Matter, you would do a search similar to the msg example above to generate the search syntax. The syntax would look like the following: NOT =11( msg OR ndsq OR ndfld ) When creating the Saved Searches, copy the above syntax into the search criteria field as shown below.
Note that the above syntax for documents will include files such as Word, Excel, Powerpoint, PDF, and NetDocuments Discussions. For example, you could make a separate Saved Search to just include PDF or Word documents if you wanted to. Learn more about Saved Searches.
Search within a Workspace - When you have accessed a Workspace, you can do a search within that workspace by using the Simple Search box at the top the page. The search will automatically filter your search for the Client/Matter workspace you are currently in and also include any words that you have entered into the search. For example if I wanted to find emails related to me, I would enter into the search field msg and John. That would search for any document that had John and also had msg related to it. So in this case, it would find emails related to John. You could also find the name of a document, by entering the name in quotes, such as "Motion to cease".
Add Web page - allows you to embed an external web page onto the workspace summary view.
Customize workspace - used to change the Workspace name, description, or logo, and to organize the layout of the workspace.
Delete – Delete the Workspace if needed. "A" rights are required. Remember, when working with documents on a workspace, remember to use the right click menu.
Edit profile/tags – used to change the Profile values for the Workspace itself. Profile values such as Client and Matter will be applied.
Email Workspace link - used to send someone a link directly to the Workspace. The person receiving the link must have at least V rights to view it.
External View – used to show what an External user generally sees in the Workspace. If there is more than one external user, with different levels of access to the same location, this option may not show everything each user will see.
Modify Access - used to change the rights to the Workspace. A workspace's access list is set by default to be the Cabinet Membership list (Cabinet Default list) plus any profile-based security.
Refresh – If you have E rights to a Workspace, you have the option to Refresh the workspace which can be done after the template has changed. This will update the workspace to show any changes made to Workspace template setup in the Cabinet Administration page. Any folders which have been manually added since the workspace was created will be preserved. If you have set in the Cabinet Administration page to base filters on a specific Custom Profile, such as Document Type, then when the workspace is restored, filters will be created for existing documents based on those document types and the existing documents will be organized into those filters. We recommend that you use this option instead of the delete option if the workspace is to be used again. Using the Refresh option will retain any links users have placed on their home pages. Any ShareSpaces which have been created and associated directly with the workspace will not be removed when the workspace is re-organized.
Access Rights for a Workspace
Accessing the External View option
If the workspace has been shared with External users, you will have an option to show an External View. This view looks like the following and provides a view similar to what External users will see. This is a generic view and depending on the rights each external user has been given, they may not have all of the options available to them.
If you have defined an External Group with rights to a Workspace, those rights are not defaulted to folders or Saved Searches or documents created in that workspace. If you want to share a folder with an external group, that group needs to be added manually to the Folder.
See our Knowledgebase for more information about giving access to External Users.
External Users and Groups added by the Cabinet Administrator
If the Cabinet Administrator has been given the right to create External Users, the Cabinet Administrator can create external groups and users on the Cabinet Administration page. They can also select existing External groups which have been created by the Repository Administrator.
Go to the Cabinet Security section and if the Repository Administrator has already created the groups, select the group(s) you want to share and give them “No Default Access”. If the Cabinet Administrator is allowed to create external users, the Administrator can click the link that says “Create Group” and add new external users to that group. The group will show up on the right side and MUST be given “No Default Access” as the rights. The group name will show an asterisk after the group name.
Define External Users Access to a specific Workspace
Now that the external users and groups have been created, open the workspace you want to share with an external user or group. Select the Modify Access option under the workspace menu. Click the Modify Access button and select the external group on the left side to add it to the workspace. Give the group the appropriate access rights (View (V) rights, for example) to the workspace.
Next give the external group access to a new folder which you will share with the External group. We suggest it be named something like Client Collaboration or Client Portal. When you profile the folder, remember that documents added to that folder inherit the profile values, so you may not want to complete any profiles that are not appropriate such as Author, if documents will be added by multiple users. You can add any documents to these folders that you want the External users to view. You can also create any subfolders you want under this folder to organize the documents you are sharing.
Sharing with a ShareSpace in a Workspace
A much easier and preferred way to share with users who are not members of your account is to use a Sharespace. If you want the external user to Add documents in addition to just viewing documents, we suggest you create a Sharespace in the folder and drag the documents into that Sharespace. The reason for using the Sharespace is that it simplifies the access definition for sharing documents. There is no need for Administrators to create External Cabinet Users and groups at all. The user creating the Sharespace can just create the external Sharespace users they want to share the Sharespace with. The External Sharespace user will receive just access to the Sharespace in the folder in the workspace. To add the Sharespace, open the folder or workspace, click the Folder or Workspace Options button, and select Add ShareSpace. You will be asked to name the new Sharespace. After clicking OK, you will see the ShareSpace as shown below.
Click the 'Sharing with X external people' link as shown above to add External Groups, users or personal ShareSpace contacts. If you are adding View (V) only documents directly in the folder, then set the rights to the ShareSpace to be View/Edit (VE) so the external users can edit the documents as well as add new documents. After adding the External Group/Users, close the ShareSpace by clicking the red X at the top right. You will now see the ShareSpace in the folder. Close the folder by clicking the in the top right of the folder and you will be back to the Workspace. Now you can drag any document from the Workspace into the ShareSpace.
NOTE: The profiles of these documents will not change when moving them to the ShareSpace. If you have shared more than one workspace with the external user, both workspaces would be listed on their Home page for the user to pick from. If the external user wants to add a document, the user should click on the Sharespace name in the folder and when prompted to complete the profile click "Continue" and "OK" to continue past that page and not complete the profile information. In the workspace description you may want to include information instructing the external user to click the Sharespace links to access the documents. Also, if the external user needs to add a document, have them first click the folder and then select the Upload or New buttons. It may be helpful also to place an email address in the text for the external user to contact you for assistance.