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NDOffice Default Profile Fields

I'd like to be able to set some profile fields to a default value per user. Author being the obvious one but many of our non-legal teams save the same matter consistently and it would be great if they did not have to touch their profile fields.

 

Obviously these default entries could be overwritten by manually typing into the field.

Status: Completed

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Default profile templates will be added to the 18.2 release of NetDocuments, allowing users to set a default profile template for each Cabinet that would apply when uploading or saving documents in the web. With that enhancement in place, we'll be updating ndOffice in the 2.3 release later this year to make those default profile setting apply in ndOffice as well. 

We know this is a highly requested feature and looking forward to making it available in these upcoming releases!

Dan Hauck
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I (and all of the NetDocuments customers with whom I've worked) heartily agree with this suggestion. It would be great if, within the ndOffice Activity Center, there was a way to default profile fields (specifically, Author). I don't believe that this should be autofilled with whoever is currently logged in, but a specific value that could be defaulted if the user wished. iManage and eDocs have had this capability for years - iManage does it through a feature called "New Document Default," and often the only field defaulted is Author.

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Have you tried to use "profile templates" where you can access 1) previous profile used or 2) create your own templates for profile defaulting? You can create profile templates in the ND web interface and then ndOffice presents them to the user when completing profiling.

Leonard Johnson 0 votes
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Yes, we have tried using profile templates. However, this requires additional clicks and, more importantly, requires that the user remember to apply the appropriate template. 

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The biggest issue with Profile Templates as I see it is that they are not easy to create through ND Office and require the user to open the ND Web UI in order to create one.

The big difference between the profiles and defaults is that defaults would apply automatically and can be overwritten as needed while profile templates require (admittedly little) effort to apply.

Most of my lawyers think in clicks, as in "how many clicks does this take me to accomplish" so having information filled out automatically is preferable to having to apply information manually.

2 votes
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Has anything been done with this yet?  I agree with everyone that it would be great to have profile fields to default.  I come from a law firm that used iManage and the profile default fields saved many clicks.

1 vote
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Yes, this is very important. For most emails to known senders/recipients, we will get most fields completed. It would be a single click from there to save, except the pesky "Author" field that always needs manual selection. I join the chorus in suggesting that a user should be allowed to choose a default Author that always auto-populates anywhere/anytime it is needed in the program, if desired. Also agree that a template with only the Author field selected is not the answer. I have an Author only template (2 clicks) vs. Author selection (1 click, down arrow, 1 click).

2 votes
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Yes, our users have advocated for this change as well. Having a default profile template is important so they don't have to fill out or click extra clicks just for saving.

1 vote
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It seems to me a simple programming change (a few lines of code) would fix the problem. It would save me hundreds of clicks per day.

1 vote
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Yes agree! Can we expedite this? It just seems like we should be able to select a %CU% type choice in the "default from" drop down when setting up the Author attributes. Or alternatively, maybe ND can pop an item into the user's Personal Info or Application Setting that allows them to select a Default Author.

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2.1 doesn't have the ability to specify a specific author. This feature will be implemented on the web and ndOffice will utilize it.

What we do have in 2.1 is the ability to remember ALL the non-workspace attributes saved for a particular email.

  1. Using registry settings you can elect to keep the behavior the way it works now "DoNotRetain" (the default) where the Suggested Location only knows about wherever it was explicitly saved -- be it a workspace or a filter or folder.
  2. You can change the RetainProfileAttributes value to "SaveAndShow" where the attributes applied last time (which appear in a hover tip) will be applied, but the dialog will be opened in case you want to override this. Since we save and dismiss the dialog as a background task there is no penalty in terms of having to wait for the dialog to close. It happens immediately.
  3. You can change the RetainProfileAttributes registry value to "SilentSave" and whatever attributes are associated with that email, which are displayed in the hover tip, will be automatically saved along with the workspace attributes.

Don

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Well, I'm fairly "tech savvy" and understood almost nothing you said. This appears to be the same as I read previously, in the upgrade release notes. I will seek clarification below.

2.1 doesn't have the ability to specify a specific author. This feature will be implemented on the web and ndOffice will utilize it. "This feature" meaning the ability to set a default author? So under 2.1, a default author can be set for all non-email (Word, for example) document saves, correct?

What we do have in 2.1 is the ability to remember ALL the non-workspace attributes saved for a particular email. Meaning, the system can be set such that if I select myself as Author for one email save, I will appear as the Author of all future email saves on my account unless I choose to change it?

  1. Using registry settings you can elect to keep the behavior the way it works now "DoNotRetain" (the default) where the Suggested Location only knows about wherever it was explicitly saved -- be it a workspace or a filter or folder. Windows registry settings or something in your program? This is the setting currently in effect with 2.0 which requires us to select the author every time we save an email, correct?
  2. You can change the RetainProfileAttributes value to "SaveAndShow" where the attributes applied last time (which appear in a hover tip) will be applied, but the dialog will be opened in case you want to override this. Since we save and dismiss the dialog as a background task there is no penalty in terms of having to wait for the dialog to close. It happens immediately. So, with this registry value, we get the same dialog boxes as we have now in 2.0, but they default to the last value selected, including Author. Is that correct?
  3. You can change the RetainProfileAttributes registry value to "SilentSave" and whatever attributes are associated with that email, which are displayed in the hover tip, will be automatically saved along with the workspace attributes. Unclear on how this is different from "Save and Show." It seems we still get a dialog for a given attribute/field (to hover over). Is the difference that we are not allowed to change the attribute when SilentSave is selected?
  4. Also, can the RetainProfileAttributes values be selected per field (such as only setting Author field to "SilentSave") or must every workspace attribute/field have the same setting? Regardless of the answer, can the RetainProfileAttributes values be set differently in different user accounts or must the changes be globally identical for all users in the firm?
  5. Thank you. Wayne
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Wayne:

I'm sorry I haven't made this very clear. I will attempt to make it clearer. Let me start by answering your specific questions:

2.1 doesn't have the ability to specify a specific author. This feature will be implemented on the web and ndOffice will utilize it. "This feature" meaning the ability to set a default author? So under 2.1, a default author can be set for all non-email (Word, for example) document saves, correct?

Neither ndOffice nor NetDocuments currently has this feature, other than the static setting you can put in cabinet settings that works for EMS and ndOffice.

What we do have in 2.1 is the ability to remember ALL the non-workspace attributes saved for a particular email. Meaning, the system can be set such that if I select myself as Author for one email save, I will appear as the Author of all future email saves on my account unless I choose to change it?

Yes, but not only that field -- it will remember every non-workspace attribute you save it with. So, if your firm had Author, Practice Area, and Notes and you saved an email from person A to workspace ABC, then the next time you chose that particular suggested location it would apply ALL of those attributes to the save.

  1. Using registry settings you can elect to keep the behavior the way it works now "DoNotRetain" (the default) where the Suggested Location only knows about wherever it was explicitly saved -- be it a workspace or a filter or folder. Windows registry settings or something in your program? This is the setting currently in effect with 2.0 which requires us to select the author every time we save an email, correct?

I'm talking about the Windows registry key:

HKEY_CURRENT_USER\SOFTWARE\NetVoyage\NetDocuments

 

  1. You can change the RetainProfileAttributes value to "SaveAndShow" where the attributes applied last time (which appear in a hover tip) will be applied, but the dialog will be opened in case you want to override this. Since we save and dismiss the dialog as a background task there is no penalty in terms of having to wait for the dialog to close. It happens immediately. So, with this registry value, we get the same dialog boxes as we have now in 2.0, but they default to the last value selected, including Author. Is that correct?

yes. You will get a preview in the hover tip when you hover above the suggested location before you click it.

  1. You can change the RetainProfileAttributes registry value to "SilentSave" and whatever attributes are associated with that email, which are displayed in the hover tip, will be automatically saved along with the workspace attributes. Unclear on how this is different from "Save and Show." It seems we still get a dialog for a given attribute/field (to hover over). Is the difference that we are not allowed to change the attribute when SilentSave is selected?

If Silent Save is on, then clicking the suggested location will save it with all the attributes without having to open your dialog. Your only warning for this setting is the tip that appears when you hover over the suggested location in the dialog.

 

  1. Also, can the RetainProfileAttributes values be selected per field (such as only setting Author field to "SilentSave") or must every workspace attribute/field have the same setting?

Unfortunately, no. It's all or nothing for this registry setting. I hope to have much more granularity in the future. And as I've said, ND is working on a solution for defaulting author that ndOffice would simply automatically receive and apply.

 

  1. Regardless of the answer, can the RetainProfileAttributes values be set differently in different user accounts or must the changes be globally identical for all users in the firm?

You can set it for specific users (even if several use the machine) or you can set it for all users of the machine and not let them override it. You can push either setting out through group policy.

Wayne, and any others, I'm happy to show you this or provide you a beta copy. 

 

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Reading through the last couple of comments and I'm trying to decipher them, but thought it better I just ask directly. 

Not having anything to do with saving Emails, can you set a default author so that every Word, Excel, Powerpoint, etc., document that is saved comes up with the Author field already filled out without using Profile templates?  I'm guessing from this thread that you cannot, but I wanted to be sure. 

Thanks.

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I have had my attorneys asking for this for quite some time - to be able to set themselves as the Author, as they don't ever save a document or email as anyone else.  It would be most appreciated if this could be developed soon!

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I'm following up on the comment by Janice Heinemann--when can we set the default author? This has been a long-standing request and it seems simple enough to implement.Why as it not been done?

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