Document & Email Management

Today, organizations in legal, accounting, finance and other industries are facing new forms of security threats that require innovative technology that protects sensitive information. iManage Threat Manager meets the needs of CIOs, CSOs and compliance officers looking for advanced solutions to protect critical data. Using a combination of adaptive behavioral modeling and machine learning, iManage Threat Manager provides 24/7 continuous protection of sensitive data from internal and external threats from any device—anywhere.

iManage Security Policy Manager manages need-to-know access, content segregation and ethical walls at scale, required to meet today’s security challenges. Featuring an intuitive role based UI and anywhere, anytime access, iManage Security Policy Manager provides data protection without sacrificing user productivity and system performance.

iManage RAVN Insight takes enterprise search and knowledge management to the next level. Leveraging the RAVN AI technology, Insight finds, analyzes and identifies organization information buried in disparate systems, regardless of location. iManage RAVN Insight’s Knowledge Graph surfaces connections between people, expertise and knowledge to identify hidden experts, related projects and relevant clients. With iManage RAVN Insight, professionals work smarter and can build knowledge applications that solve high ROI problems across the enterprise.

iManage RAVN Extract, powered by the award-winning RAVN AI technology, automatically reads, extracts and interprets critical business information from large volumes of documents and unstructured data. With iManage RAVN Extract, you can increase organization productivity, reduce cost, save time and transform unmanageable projects into streamlined and profitable processes.

Explore iManage RAVN Extract solutions for solving common business problems:

iManage M & A Contracts Due Diligence Robot

Automatically organize, analyze and extract key data from loan portfolios and other M & A documents.

Download iManage M&A Due Diligence Robot Datasheet

iManage Lease Term Extraction Robot

Automatically organize, analyze and extract key data from leases.

Download iManage Lease Term Extraction Robot Datasheet

iManage ISDA MA, CSA Robot

Simple and efficient automated review for repapering ISDAs.

Download iManage ISD MA, CSA Robot Datasheet

Professional organizations are dealing with exponentially expanding volumes of unstructured information stored in different locations including file shares, local hard drives and a variety of business applications throughout the company. Operational data could contain unidentified confidential and sensitive information and become a business or regulatory liability.

iManage RAVN Classify intelligently understands the nature of your organization’s content and can identify, analyze, categorize and tag your corporation’s data, turning it into a valuable and powerful business asset and an important component of your information governance initiatives.

iManage RAVN Insight takes enterprise search and knowledge management to the next level. Leveraging the RAVN AI technology, Insight finds, analyzes and identifies organization information buried in disparate systems, regardless of location. iManage RAVN Insight’s Knowledge Graph surfaces connections between people, expertise and knowledge to identify hidden experts, related projects and relevant clients. With iManage RAVN Insight, professionals work smarter and can build knowledge applications that solve high ROI problems across the enterprise.

iManage RAVN Extract, powered by the award-winning RAVN AI technology, automatically reads, extracts and interprets critical business information from large volumes of documents and unstructured data. With iManage RAVN Extract, you can increase organization productivity, reduce cost, save time and transform unmanageable projects into streamlined and profitable processes.

Explore iManage RAVN Extract solutions for solving common business problems:

iManage M & A Contracts Due Diligence Robot

Automatically organize, analyze and extract key data from loan portfolios and other M & A documents.

Download iManage M&A Due Diligence Robot Datasheet

iManage Lease Term Extraction Robot

Automatically organize, analyze and extract key data from leases.

Download iManage Lease Term Extraction Robot Datasheet

iManage ISDA MA, CSA Robot

Simple and efficient automated review for repapering ISDAs.

Download iManage ISD MA, CSA Robot Datasheet

iManage Records Manager, an industry leading product with over 500,000 users, provides a central interface with advanced capabilities to manage both physical and electronic records. Administrators can set governance policies, including trigger events, retention periods and disposition rules, as well monitor and enforce compliance on both records and non-records without introducing burden or overhead for today’s busy professional user.

Today, organizations in legal, accounting, finance and other industries are facing new forms of security threats that require innovative technology that protects sensitive information. iManage Threat Manager meets the needs of CIOs, CSOs and compliance officers looking for advanced solutions to protect critical data. Using a combination of adaptive behavioral modeling and machine learning, iManage Threat Manager provides 24/7 continuous protection of sensitive data from internal and external threats from any device—anywhere.

iManage Security Policy Manager manages need-to-know access, content segregation and ethical walls at scale, required to meet today’s security challenges. Featuring an intuitive role based UI and anywhere, anytime access, iManage Security Policy Manager provides data protection without sacrificing user productivity and system performance.

• Integrates with your workflows: Share, edit and collaborate on work product from within iManage Work.
• Share files from your Outlook email: Share files as secure links directly from Outlook.
• Secure, firm-branded web portal in a snap: Give your client access to their documents from a single responsive interface on phone, tablet or desktop, branded with your firm logo.
• Collaborate on the go: Share and securely collaborate with customers from your smartphone or tablet.
• Know what is shared and with whom: Monitor who is accessing your files and when.

Securely exchange work product with your clients, partner firms and outside consultants within tools that you are familiar with. iManage Share offers industry-leading security with seamless integration with iManage Work and Microsoft Outlook, so that secure file sharing is easy and convenient without sacrificing security and governance of your client’s files.

• Improve productivity
• Suggested email filing keeps you ahead of inbox overload
• Make better decisions
• Document timelines, dashboards and analytics cut through clutter enabling faster, better decisions
• Find everything
• Search across all work product (documents, emails, images) automatically tuned to your work style
• Be more responsive
• Secure mobile access means you can view and edit your work from anywhere
• Work smarter
• Integrates seamlessly with the applications you’re already using to save time
• Increase adoption
• User designed workflows, navigation and contextual help allow fast onboarding of new users
• Enhance Security
• Organization policies govern audited document access and sharing with delegated authorization
• Work from anywhere
• Mobile first design, in a single user experience on phone tablet and browser makes it easy to turn idle time into effective worktime

Access your work product from anywhere, on any device, in a single user experience. Designed by professionals for professionals, iManage Work 10 features dozens of new enhancements to make you more productive and makes it easier than ever to collaborate with your team and stakeholders in a secure and governed manner.

• Monitor for changes on the iManage repository
• Copy content, relevant metadata and security to the Auxiliary Cache repository
• Notifies administrators of important events related to data coming from iManage
• Ensures the Auxiliary Cache repository accurately represents content from the cloud
• Facilitates validation requests from administrators for ranges of documents
• Enables administrators to generate a range of reports about the content of the Auxiliary Cache respository

As organizations increase their participation in the iManage Cloud, questions arise regarding the need for auxiliary access to content for reporting, integration and alternate-use cases in emergency situations.

Transport – Auxiliary Cache (AC) enables a secure, on-premise or cloud-based repository to host a continuously updated copy of information from iManage Cloud or iManage on-premise repositories, providing for read-only direct access to facilitate operations not normally available. It can also act as an independent backup for additional assurance.

• Administrators can run a scheduled task to refile documents to the appropriate folder in the correct workspace
• Increase the speed to launch Microsoft Outlook for FileSite clients, if the user has a large number of shortcuts.
• Once documents have been refiled to their correct location, the metadata and security can be updated based on the workspace or folder where the document is located.
• Documents can be placed into folders using complex business rules or data in external systems.

Ensuring document integrity is a key initiative that allows organizations to get the most out of their iManage Work document management system. The ability to leverage content can be hindered if documents have been filed into the wrong workspaces or removed from their correct workspace, or if imported documents have not been assigned workspaces, or if documents do not have a complete profile or security list.

ReFiler allows administrators to quickly place documents into appropriate folders in the correct workspace, while updating the metadata and security that reflects the new folder where the documents reside.

Administrators can:

• Create standardized templates for distribution across the organization
• Simplify the initial folder structures delivered during workspace generation
• Control which users have access to add any set of folders
• Control those workspaces to which customized folders can be added
• Allow certain users to add custom folders to specified workspaces
• Limit access to custom folders to certain folder levels within the workspace structure

Consistency and control are important factors when it comes to maintaining workspaces in a document management system. Easy Folders reduces risk by allowing administrators to create and control standardized template packages.

The risks associated with allowing users to customize workspaces include human error in creating folders or selecting metadata and security, as well as the creation of unnecessary folders that will cause an organization’s document management system (DMS) to become cluttered.

With Easy Folders, these risks are reduced and users still have a degree of flexibility in customizing iManage Work workspaces by adding the folders that they want, when they want them.

• Provide users the ability to organize the shortcuts in their “My Matters” or “My Favourites” by selecting a pre-defined categorization method
• Increase the speed to launch Microsoft Outlook for FileSite clients, if the user has a large number of shortcuts. Shortcuts can be compressed and categorized for a quicker launch
• Develop dynamic templates to automatically create shortcuts to new workspaces and update a user’s workspace shortcuts list, based on specified metadata
• Push out specific workspaces to the shortcuts lists of designated staff to ensure that they have quick and consistent access to company content
• Backup, restore or purge shortcuts
• Notify users when new shortcuts have been added to their workspace shortcuts list

Shortcuts Management allows administrators to generate and manage shortcuts templates for company-wide distribution, improving user productivity through meaningful shortcuts’ organization and quick access to relevant content.

Once an administrator has created a set of approved shortcuts’ structures, users have a finite number of ways to set up their shortcuts; workspace shortcuts are organized in a similar manner for all users across the organization. This standardization helps to facilitate collaboration between users and makes the navigation of iManage Work to relevant workspaces much easier and quicker.

• Export to an external drive, with the option of including an ‘auto-run’ file and/or a Microsoft Word content file with hyperlinks
• Comprehensive export includes all documents or folders referenced within a structure
• Users can control the metadata to be included in the content or log file

Easy Export is a straightforward and powerful end-user tool that allows for the export of documents, folders or entire workspaces from iManage Work to any location while providing the option to create a linked index file of all exported content.  An export preview feature allows users to preview the content to be exported and to select the content to be included in the export.

With Easy Export, all documents or folders referenced by iManage Work shortcuts or search folders can be included in the export. Users can be confident that their exports include all referenced content and can see a list of each document and folder that is to be included before exporting.

Users have the option of controlling the type and amount of metadata to be included in the log file that is generated for each export. This allows users to include identifying information about the exported documents and assists in the reintegration of documents into another document management system.

• Export documents based on metadata or specific database queries
• Create custom folder structures based on metadata values
• Export the most recent document version only or export all document versions
• Overwrite previously exported documents that have been updated
• Search and replace the names of documents and folders

Export Management allows administrators to schedule and automate the mass export of documents from iManage Work. Exports can include the entire workspace and folder structure or a custom folder structure can be created.

The mass export of documents can take up a significant amount of time, which can have an impact on the allocation of IT resources. Export Management takes this load off of the IT department by allowing administrators to configure the scope of the export task and have it run at a specific time or on a scheduled basis.

• Allows users to ‘right-click’ individual documents, a series of documents or entire folders in the Microsoft Windows file system for import into iManage Work
• Automatically applies destination workspace metadata to documents during the import process
• Incorporates seamless profiling and allows users to maintain consistent document and folder organization within iManage Work

Easy Import is an easy-to-use tool that allows users to directly move or copy documents and/or folders from the Microsoft Windows file system into iManage Work. It allows:

• non-uniform structures to be easily imported into iManage Work by end-users;
• content to be migrated when needed, instead of relying on a larger administrator-managed import; and
• quick and easy import of content provided by clients or new staff.

Easy Import allows individual users to import their locally-saved documents to iManage Work.  To maintain consistent organization, Easy Import allows users to directly import a Microsoft Windows folder structure into iManage Work. In addition, documents imported into iManage Work with Easy Import will automatically be profiled with the metadata of the destination workspace and folder. With Easy Import, users simply have to ‘right-click’ the document or folder to be imported and:

• move or copy individual documents to iManage Work, with the option to add the document as a new version, new document or to overwrite an existing iManage Work document;
• simultaneously move or copy multiple documents and/or folders into iManage Work, or
• move or copy entire folder structures to iManage Work.

• Tag folders without having iManage Work pre-installed and configured
• Use variables to look up metadata in external systems
• Rename folders to indicate tagging information
• Move folders that have been tagged to a network location
• Store tagging metadata into a database table for later use
• Specific DMS locations can be selected while tagging when importing into existing iManage Work environments
• Easy Tag mode makes Import Management setup easy

Easy Tag is an RBRO WorkSite System Manager (WSM) snap-in/client tool that enables an administrator to setup specific metadata fields and values that are then applied to folders in a Windows file system using the Easy Tag client. Metadata fields and values may be derived from any database or an Excel worksheet.

Easy Tag snap-in includes functionality to:

• configure the selection of metadata fields and values that will be selected from using the client;
• define an import folder naming convention to facilitate the import of tagged folders;
• store tag information for retrieval in WSM database;
• designate path for folder relocation to facilitate import or to organize content; and
• designate iManage Work connections that determine which iManage Work libraries may be selected as a copy destination within the client.

The Easy Tag client component includes functionality to:

• simply right-click on a folder or mulitple folders in the file system and select Easy Tag from the ‘Sent To’ submenu;
• select metadata fields and values to apply to selected folders;
• view existing tags on individual folders;
• rename tagged folders with tag values and invoke the relocation process; and
• select an iManage Work location as the import destination of the folder contents.

• Option to maintain the original folder structure in iManage Work (Documents & Email)
• Import to existing workspaces or create new workspaces as required  (Documents & Email)
• Dynamically extract and map values during source collection (Documents & Email)
• Dynamically make mass or point changes in a staging area prior to import (Documents & Email)
• Extensive staging area viewing options for easy review and amendment (Documents & Email)
• Validate metadata values for easy correction (Documents & Email)
• View and modify security of items in the staging area (Documents & Email)
• View and modify destination folders of items in the staging area (Documents & Email)
• Exclude items in the collection from being imported (Documents & Email)
• Apply formulas and value maps to items in a collection (Documents)
• Import from Windows file systems including any existing DMS data (Documents)
• Recreate existing DMS folder structures (Documents)
• Import from Exchange mailboxes or PST files (Email)
• Import one or multiple mailboxes in one import job (Email)
• Import email, contacts, appointments and other mailbox items (Email)
• Filter import based on exchange classes (Email)

When setting up an organization’s iManage Work document management system, the initial import of content can be a time-consuming and difficult challenge. Import Management quickly imports documents and emails into Work, minimizing both risk and downtime.

Import Management is a leading migration tool that allows organizations to quickly migrate email and document content from any document management system (DMS) or folder/file system quickly.

Import Management – Documents automatically assigns metadata values to specific documents based on either the metadata associated with the document, or via a text file or query. Migrated documents are filed into the appropriate workspaces based on their metadata, or new workspaces can be created using imported metadata, ensuring that documents are not lost in ‘flat space’ during import. As with metadata, document security can be inherited when filing documents in Work, or default security and individual access permissions can be applied via data definitions.

Import Management – Email migrates email content from PST files, Exchange public folders and user inboxes into Work, while maintaining the same mail-based structure.

• Copying documents, folders and folder structures between libraries does not require the export of content outside of iManage Work.
• Supports legal hold and archiving/retention initiatives.
• Populate new workspaces with template documents.
• Select documents and folders and copy them to other connected iManage Work libraries or new libraries within the same server.

One of the most basic functions that firms perform within their iManage document management system (DMS) is copying of documents, folders and folder structures from one library location to another. This functionality is useful for pre-creating folders and document templates for new workspaces or preserving content at a point in time, while continuing to work on different copies of the documents.

Transport Quick Copy is an end-user migration tool that enables users to copy folders and documents to other iManage Work databases within DeskSite or FileSite (i.e., within their own iManage Work library).

• Allows designated end-users to provision the data that can be used to generate workspaces.
• End-users simply have to select metadata from an approved list and provide a workspace name. A separate workspace generation task can then be used to generate the workspace with the information chosen by the end-user.
• Can act as a matter or project management system for those organizations or firms that do not have central billing or management system, or wish to generate workspaces that are not based on standard fields, such as administrative or departmental workspaces.

Corporate File Manager provides users with the ability to create the metadata required to provision workspaces by making field selections from an approved list, and providing a name or description of the workspace. This information is stored in a database and can then be used to automatically generate workspaces, just as a matter or project management system would provide.

• Remotely checking-in iManage Work documents from a user’s PC
• Changing metadata and security of workspaces, folders and documents in bulk
• Advanced methods for searching for documents using metadata properties (such as documents that are checked out, in the flatspace or have private security)
• Identifying potential risks or analyzing reported issues with document usage (by searching for content based on iManage Work history activities such as “export”, “mail”, “last used by”, “check out/in ”, “delete”, etc.)
• Searching for workspaces, updating metadata and deleting folders
• Adding workspace shortcuts (to a selected user’s workspace shortcuts’ list)
• Checking-in or unlocking documents that users cannot access

Helpdesk Assistant enables helpdesk staff to perform advanced iManage Work functions without the need to have NRTAdmin access. All actions are performed securely across multiple databases with an effective logging mechanism that tracks activity.

Helpdesk Assistant allows the delegation of end-user support functions to helpdesk staff, without requiring NRTAdmin access. Because Helpdesk Assistant ensures that actions are performed securely and activity is tracked, organizations can be confident that helpdesk staff can assist individual end-users without gaining access to information beyond their permission level.

Authorize is composed of two sets of functionality: Ethical Walls and Team Management.

• Dynamic metadata-based security
• External security validation
• Multi-layered prioritized security
• Defined security exemptions
• Wall-team and user expiry

Ethical Walls

• Instant ethical verification
• Flexible conflict resolution options

Team Management

• Group-based security
• Teams based on specific iManage Work content
• Teams based on strategic groups or departments
• Delegated management
• Automatic team generation

Authorize is a complete system that provides peace of mind to organizations dealing with the issue of ethical wall security and security management. Authorize makes it easy to create security templates based on any combination of metadata values or to create dynamic teams and apply them to any content at any time.

Authorize: Team Management
This feature of Authorize provides the ability to create teams of users and match them to specific custom field values or to specific iManage Work items. A client component allows managers to apply teams to iManage Work items and to manage the users within a team.

Authorize: Ethical Walls
This feature of Authorize provides administrators the tools to create access and denial user lists for selected metadata. When a new document is saved into the DMS, ethical wall security is instantly applied based on the client or matter information. Changes to ethical walls are applied to documents by a task that may be automated to run periodically.

• Enforces organization-wide document standardization policies.
• Allows organizations to choose the information to be included in a Microsoft Word document footer, header or in the body of the text.
• Integration with Microsoft Word ribbon makes it easy to apply identification tag information.
• Can be configured to automatically apply identification information when a document is opened or saved.

Organizations often distinguish Microsoft Word documents by placing specific identification information within the footer, header or body of the document.

Easy ID is a customizable tool that enables organizations to stipulate and enforce the type of information to include in a Microsoft Word document, specify the location of the identification tag and apply the appropriate style settings.

With Easy ID, identification information and settings are easily applied to Microsoft Word documents that are saved to iManage Work. With the simple click of a button, Easy ID will populate Microsoft Word documents with the identification information specified. This allows organizations to enforce their document standardization policies by ensuring that all Microsoft Word documents contain the same identification information and are located in the same place within the document.

Administrators can:

• Search for and restore disposed content from all users
• Exclude specified classes of documents from being disposed
• Selectively purge disposed content based on simple or advanced rules (e.g., organization’s retention requirements on documents)
• Schedule purge tasks to recur on a regular basis
• Selectively export, purge and archive disposed content on-demand

Administrators can permit users to:

• dispose documents, which instantly moves disposed documents to a recycle bin, or
• delete documents, which allows for the permanent removal of documents from iManage Work, or
• locate their own disposed documents and restore them to their original location without needing the intervention of IT resources.

Safe Delete provides administrators and users with peace of mind, by maintaining a virtual recycle bin that stores disposed documents and allows for easy restoration of documents if required.

With Safe Delete, documents that are disposed by users are instantly removed from view and stored within a virtual recycle bin. If required, and depending on the configuration implemented, either administrators or users can retrieve disposed documents from the virtual recycle bin.

During the document disposal process, Safe Delete retains the original folder association, profile and security of the original document and automatically re-establishes this information to the document if it is restored. There is no information lost from the document in the process. The only way the document is changed during the dispose and restore process is by having history entries added for both actions.

• Provides automated tasks for copying folders and documents from one iManage Work library to another.
• Perform mass copies of folders and documents from one workspace to another, quickly and easily.
• Effortlessly merge multiple iManage Work libraries into one library.
• Migrate data into a new iManage Work library and/or partition existing libraries into two or more while mapping security and metadata appropriately.
• Move data between iManage Work libraries while considering data integrity, metadata, user shortcuts and NRL links.
• Archive targeted content from existing iManage Work databases into a designated Archive Library.
• Use Metadata Management tool (a separate snap-in tool developed by RBRO Solutions) task as a sub-task to copy missing metadata from the source library into the destination library while documents are being archived.

One of the most basic functions that firms perform within their iManage document mangement system (DMS) is copying of documents, folders and folder structures from one library location to another. This functionality is useful for pre-creating folders and document templates for new workspaces or preserving content at a point in time, while continuing to work on different copies of the documents.

Transport Administrative automates this process of moving content within the iManage Work infrastructure. Transport Administrative is quick, user-friendly, configurable, cost-effective, and allows firms to update their document library structure to meet ongoing needs. It also improves user search functionality by moving unnecessary content to an archive library on a scheduled basis, ensuring that only active content is visible to users.

The NRL Interceptor that comes as an add-on feature to Transport Administrative automatically re-directs shortcut links to the correct document, even if it has been moved to a new library.

Automatically generate and update workspaces in iManage Work from almost any data source. Easily apply changes to the templates and workspaces as needed.

• On a scheduled or adhoc basis, automatically generate new workspaces based on pre-configured data definitions and templates, or pulled from multiple external or internal sources
• Create new workspace templates based on existing templates or any existing workspace
• Associate existing workspaces with Workspace Management templates for easy updates
• Easily change or update workspace structures, security and metadata across multiple libraries
• Automatically move sub-folders and their files from one folder to another
• Maintain the structure, profile and security of workspaces so that they consistently match their assigned template
• Update metatdata and security on workspaces, folders and documents not associated with a template
• Easily merge duplicate workspaces based on specific criteria

Workspace Management allows for total administrative control of iManage Work workspace structures through an intuitive visual interface and ensures that workspaces maintain the same structure as their associated templates.

Workspace Management includes Metadata Management, a tool that allows administrators to view, edit and add custom values, document classes, applications and document types across all connected iManage Work libraries simultaneously.

• Automatically saves changes made to checked-out documents directly to iManage Work, without the need to close and check-in the document.
• Reduces the risk of lost work, saves time and improves user efficiency.
• Facilitates rapid-paced document collaboration by ensuring that users access the most up-to-date documents.

Sure Save is a tool that dramatically reduces risk and decreases the time involved in saving changed documents to iManage Work, by automatically uploading changes to Work without the need to close and check-in the document. It is a tool that extends the peace of mind and protection by ensuring that every save operation is captured within Work.

Sure Save helps users to easily engage in document collaboration by automatically saving and capturing changes within Work. As a result, users who access a document while it is checked-out will be able to view a read-only version of the latest edits. This valuable feature facilitates document collaboration by ensuring that users always have access to the most up-to-date documents.

• Reduces risk (by allowing non-integrated documents to be saved within iManage Work)
• Improves productivity and streamlines the e-filing process
• Allows users to save file types not supported within a standard iManage Work environment
• Directly uploads documents from the document management system (DMS) to websites and downloads documents from web browsers to the DMS—activity is automatically dated, tracked and detailed
• Administer from anywhere
• Centralized administration with iManage Control Centre

While users can save and open ‘integrated’ documents such as Microsoft® Word, Excel, PowerPoint and Adobe® Acrobat® files within the iManage Work environment, this is often not sufficient for today’s workplaces. With the increasing complexity and variety of work performed by many organizations, the use of programs outside of the accepted integrated suite of products is commonplace. As a result, the ability to effectively manage all documents within the document management system (DMS), regardless of file type, can be limited.

Link2DMS Intercept makes some of the most popular non-integrated applications into integrated applications. Link2DMS Intercept is a powerful and easy-to-use software tool that enables you to save and open documents created with non-native integrated applications directly within iManage Work. Use to integrate web browsers and web-based applications on the browser level or only on designated pages.

Link2DMS Conduit is a service component of Link2DMS that provides direct integration into iManage Work and robust linking within MS Excel documents to documents in iManage Work through standard Windows interfaces, allowing applications that use external links to operate within the iManage Work environment as they do in a file system.

• WCF web service
• Simple functions
• Abstracts low-levels calls
• Automatically handles common pitfalls and unexpected behaviour in the native iManage .NET SDK
• Ensures secondary checks and updates are handled correctly such as security and history events
• Allows documents to be automatically sent for delivery as part of a workflow
• Able to advance workflows based on activities performed against documents sent externally

Connect is a web service providing structured ‘requests’ to other systems; makes it possible to connect seamlessly. Integrates and enables easier automation and workflows.

Seamlessly integrate any application or code with iManage Work. Offer mobile connectivity to iManage Work through your applications while honoring all iManage Work protocols such as document history, iManage Work security (no need for an additional security layer), iManage Work technologies (take advantage of the robust IDOL search capabilities, right in your applications).

• Remotely checking-in iManage Work documents from a user’s PC
• Changing metadata and security of workspaces, folders and documents in bulk
• Advanced methods for searching for documents using metadata properties (such as documents that are checked out, in the flatspace or have private security)
• Identifying potential risks or analyzing reported issues with document usage (by searching for content based on iManage Work history activities such as “export”, “mail”, “last used by”, “check out/in ”, “delete”, etc.)
• Searching for workspaces, updating metadata and deleting folders
• Adding workspace shortcuts (to a selected user’s workspace shortcuts’ list)
• Checking-in or unlocking documents that users cannot access

Helpdesk Assistant enables helpdesk staff to perform advanced iManage Work functions without the need to have NRTAdmin access. All actions are performed securely across multiple databases with an effective logging mechanism that tracks activity.

Helpdesk Assistant allows the delegation of end-user support functions to helpdesk staff, without requiring NRTAdmin access. Because Helpdesk Assistant ensures that actions are performed securely and activity is tracked, organizations can be confident that helpdesk staff can assist individual end-users without gaining access to information beyond their permission level.

Administrators can:

• Search for and restore disposed content from all users
• Exclude specified classes of documents from being disposed
• Selectively purge disposed content based on simple or advanced rules (e.g., organization’s retention requirements on documents)
• Schedule purge tasks to recur on a regular basis
• Selectively export, purge and archive disposed content on-demand

Administrators can permit users to:

• dispose documents, which instantly moves disposed documents to a recycle bin, or
• delete documents, which allows for the permanent removal of documents from iManage Work, or
• locate their own disposed documents and restore them to their original location without needing the intervention of IT resources.

Safe Delete provides administrators and users with peace of mind, by maintaining a virtual recycle bin that stores disposed documents and allows for easy restoration of documents if required.

With Safe Delete, documents that are disposed by users are instantly removed from view and stored within a virtual recycle bin. If required, and depending on the configuration implemented, either administrators or users can retrieve disposed documents from the virtual recycle bin.

During the document disposal process, Safe Delete retains the original folder association, profile and security of the original document and automatically re-establishes this information to the document if it is restored. There is no information lost from the document in the process. The only way the document is changed during the dispose and restore process is by having history entries added for both actions.

• Automatically saves changes made to checked-out documents directly to iManage Work, without the need to close and check-in the document.
• Reduces the risk of lost work, saves time and improves user efficiency.
• Facilitates rapid-paced document collaboration by ensuring that users access the most up-to-date documents.

Sure Save is a tool that dramatically reduces risk and decreases the time involved in saving changed documents to iManage Work, by automatically uploading changes to Work without the need to close and check-in the document. It is a tool that extends the peace of mind and protection by ensuring that every save operation is captured within Work.

Sure Save helps users to easily engage in document collaboration by automatically saving and capturing changes within Work. As a result, users who access a document while it is checked-out will be able to view a read-only version of the latest edits. This valuable feature facilitates document collaboration by ensuring that users always have access to the most up-to-date documents.

• Reduces risk (by allowing non-integrated documents to be saved within iManage Work)
• Improves productivity and streamlines the e-filing process
• Allows users to save file types not supported within a standard iManage Work environment
• Directly uploads documents from the document management system (DMS) to websites and downloads documents from web browsers to the DMS—activity is automatically dated, tracked and detailed
• Administer from anywhere
• Centralized administration with iManage Control Centre

While users can save and open ‘integrated’ documents such as Microsoft® Word, Excel, PowerPoint and Adobe® Acrobat® files within the iManage Work environment, this is often not sufficient for today’s workplaces. With the increasing complexity and variety of work performed by many organizations, the use of programs outside of the accepted integrated suite of products is commonplace. As a result, the ability to effectively manage all documents within the document management system (DMS), regardless of file type, can be limited.

Link2DMS Intercept makes some of the most popular non-integrated applications into integrated applications. Link2DMS Intercept is a powerful and easy-to-use software tool that enables you to save and open documents created with non-native integrated applications directly within iManage Work. Use to integrate web browsers and web-based applications on the browser level or only on designated pages.

Link2DMS Conduit is a service component of Link2DMS that provides direct integration into iManage Work and robust linking within MS Excel documents to documents in iManage Work through standard Windows interfaces, allowing applications that use external links to operate within the iManage Work environment as they do in a file system.

• WCF web service
• Simple functions
• Abstracts low-levels calls
• Automatically handles common pitfalls and unexpected behaviour in the native iManage .NET SDK
• Ensures secondary checks and updates are handled correctly such as security and history events
• Allows documents to be automatically sent for delivery as part of a workflow
• Able to advance workflows based on activities performed against documents sent externally

Connect is a web service providing structured ‘requests’ to other systems; makes it possible to connect seamlessly. Integrates and enables easier automation and workflows.

Seamlessly integrate any application or code with iManage Work. Offer mobile connectivity to iManage Work through your applications while honoring all iManage Work protocols such as document history, iManage Work security (no need for an additional security layer), iManage Work technologies (take advantage of the robust IDOL search capabilities, right in your applications).

• Provide users the ability to organize the shortcuts in their “My Matters” or “My Favourites” by selecting a pre-defined categorization method
• Increase the speed to launch Microsoft Outlook for FileSite clients, if the user has a large number of shortcuts. Shortcuts can be compressed and categorized for a quicker launch
• Develop dynamic templates to automatically create shortcuts to new workspaces and update a user’s workspace shortcuts list, based on specified metadata
• Push out specific workspaces to the shortcuts lists of designated staff to ensure that they have quick and consistent access to company content
• Backup, restore or purge shortcuts
• Notify users when new shortcuts have been added to their workspace shortcuts list

Shortcuts Management allows administrators to generate and manage shortcuts templates for company-wide distribution, improving user productivity through meaningful shortcuts’ organization and quick access to relevant content.

Once an administrator has created a set of approved shortcuts’ structures, users have a finite number of ways to set up their shortcuts; workspace shortcuts are organized in a similar manner for all users across the organization. This standardization helps to facilitate collaboration between users and makes the navigation of iManage Work to relevant workspaces much easier and quicker.

• Allows designated end-users to provision the data that can be used to generate workspaces.
• End-users simply have to select metadata from an approved list and provide a workspace name. A separate workspace generation task can then be used to generate the workspace with the information chosen by the end-user.
• Can act as a matter or project management system for those organizations or firms that do not have central billing or management system, or wish to generate workspaces that are not based on standard fields, such as administrative or departmental workspaces.

Corporate File Manager provides users with the ability to create the metadata required to provision workspaces by making field selections from an approved list, and providing a name or description of the workspace. This information is stored in a database and can then be used to automatically generate workspaces, just as a matter or project management system would provide.

Authorize is composed of two sets of functionality: Ethical Walls and Team Management.

• Dynamic metadata-based security
• External security validation
• Multi-layered prioritized security
• Defined security exemptions
• Wall-team and user expiry

Ethical Walls

• Instant ethical verification
• Flexible conflict resolution options

Team Management

• Group-based security
• Teams based on specific iManage Work content
• Teams based on strategic groups or departments
• Delegated management
• Automatic team generation

Authorize is a complete system that provides peace of mind to organizations dealing with the issue of ethical wall security and security management. Authorize makes it easy to create security templates based on any combination of metadata values or to create dynamic teams and apply them to any content at any time.

Authorize: Team Management
This feature of Authorize provides the ability to create teams of users and match them to specific custom field values or to specific iManage Work items. A client component allows managers to apply teams to iManage Work items and to manage the users within a team.

Authorize: Ethical Walls
This feature of Authorize provides administrators the tools to create access and denial user lists for selected metadata. When a new document is saved into the DMS, ethical wall security is instantly applied based on the client or matter information. Changes to ethical walls are applied to documents by a task that may be automated to run periodically.

Automatically generate and update workspaces in iManage Work from almost any data source. Easily apply changes to the templates and workspaces as needed.

• On a scheduled or adhoc basis, automatically generate new workspaces based on pre-configured data definitions and templates, or pulled from multiple external or internal sources
• Create new workspace templates based on existing templates or any existing workspace
• Associate existing workspaces with Workspace Management templates for easy updates
• Easily change or update workspace structures, security and metadata across multiple libraries
• Automatically move sub-folders and their files from one folder to another
• Maintain the structure, profile and security of workspaces so that they consistently match their assigned template
• Update metatdata and security on workspaces, folders and documents not associated with a template
• Easily merge duplicate workspaces based on specific criteria

Workspace Management allows for total administrative control of iManage Work workspace structures through an intuitive visual interface and ensures that workspaces maintain the same structure as their associated templates.

Workspace Management includes Metadata Management, a tool that allows administrators to view, edit and add custom values, document classes, applications and document types across all connected iManage Work libraries simultaneously.

• Monitor for changes on the iManage repository
• Copy content, relevant metadata and security to the Auxiliary Cache repository
• Notifies administrators of important events related to data coming from iManage
• Ensures the Auxiliary Cache repository accurately represents content from the cloud
• Facilitates validation requests from administrators for ranges of documents
• Enables administrators to generate a range of reports about the content of the Auxiliary Cache respository

As organizations increase their participation in the iManage Cloud, questions arise regarding the need for auxiliary access to content for reporting, integration and alternate-use cases in emergency situations.

Transport – Auxiliary Cache (AC) enables a secure, on-premise or cloud-based repository to host a continuously updated copy of information from iManage Cloud or iManage on-premise repositories, providing for read-only direct access to facilitate operations not normally available. It can also act as an independent backup for additional assurance.

• Export to an external drive, with the option of including an ‘auto-run’ file and/or a Microsoft Word content file with hyperlinks
• Comprehensive export includes all documents or folders referenced within a structure
• Users can control the metadata to be included in the content or log file

Easy Export is a straightforward and powerful end-user tool that allows for the export of documents, folders or entire workspaces from iManage Work to any location while providing the option to create a linked index file of all exported content.  An export preview feature allows users to preview the content to be exported and to select the content to be included in the export.

With Easy Export, all documents or folders referenced by iManage Work shortcuts or search folders can be included in the export. Users can be confident that their exports include all referenced content and can see a list of each document and folder that is to be included before exporting.

Users have the option of controlling the type and amount of metadata to be included in the log file that is generated for each export. This allows users to include identifying information about the exported documents and assists in the reintegration of documents into another document management system.

• Export documents based on metadata or specific database queries
• Create custom folder structures based on metadata values
• Export the most recent document version only or export all document versions
• Overwrite previously exported documents that have been updated
• Search and replace the names of documents and folders

Export Management allows administrators to schedule and automate the mass export of documents from iManage Work. Exports can include the entire workspace and folder structure or a custom folder structure can be created.

The mass export of documents can take up a significant amount of time, which can have an impact on the allocation of IT resources. Export Management takes this load off of the IT department by allowing administrators to configure the scope of the export task and have it run at a specific time or on a scheduled basis.

• Allows users to ‘right-click’ individual documents, a series of documents or entire folders in the Microsoft Windows file system for import into iManage Work
• Automatically applies destination workspace metadata to documents during the import process
• Incorporates seamless profiling and allows users to maintain consistent document and folder organization within iManage Work

Easy Import is an easy-to-use tool that allows users to directly move or copy documents and/or folders from the Microsoft Windows file system into iManage Work. It allows:

• non-uniform structures to be easily imported into iManage Work by end-users;
• content to be migrated when needed, instead of relying on a larger administrator-managed import; and
• quick and easy import of content provided by clients or new staff.

Easy Import allows individual users to import their locally-saved documents to iManage Work.  To maintain consistent organization, Easy Import allows users to directly import a Microsoft Windows folder structure into iManage Work. In addition, documents imported into iManage Work with Easy Import will automatically be profiled with the metadata of the destination workspace and folder. With Easy Import, users simply have to ‘right-click’ the document or folder to be imported and:

• move or copy individual documents to iManage Work, with the option to add the document as a new version, new document or to overwrite an existing iManage Work document;
• simultaneously move or copy multiple documents and/or folders into iManage Work, or
• move or copy entire folder structures to iManage Work.

• Tag folders without having iManage Work pre-installed and configured
• Use variables to look up metadata in external systems
• Rename folders to indicate tagging information
• Move folders that have been tagged to a network location
• Store tagging metadata into a database table for later use
• Specific DMS locations can be selected while tagging when importing into existing iManage Work environments
• Easy Tag mode makes Import Management setup easy

Easy Tag is an RBRO WorkSite System Manager (WSM) snap-in/client tool that enables an administrator to setup specific metadata fields and values that are then applied to folders in a Windows file system using the Easy Tag client. Metadata fields and values may be derived from any database or an Excel worksheet.

Easy Tag snap-in includes functionality to:

• configure the selection of metadata fields and values that will be selected from using the client;
• define an import folder naming convention to facilitate the import of tagged folders;
• store tag information for retrieval in WSM database;
• designate path for folder relocation to facilitate import or to organize content; and
• designate iManage Work connections that determine which iManage Work libraries may be selected as a copy destination within the client.

The Easy Tag client component includes functionality to:

• simply right-click on a folder or mulitple folders in the file system and select Easy Tag from the ‘Sent To’ submenu;
• select metadata fields and values to apply to selected folders;
• view existing tags on individual folders;
• rename tagged folders with tag values and invoke the relocation process; and
• select an iManage Work location as the import destination of the folder contents.

• Option to maintain the original folder structure in iManage Work (Documents & Email)
• Import to existing workspaces or create new workspaces as required  (Documents & Email)
• Dynamically extract and map values during source collection (Documents & Email)
• Dynamically make mass or point changes in a staging area prior to import (Documents & Email)
• Extensive staging area viewing options for easy review and amendment (Documents & Email)
• Validate metadata values for easy correction (Documents & Email)
• View and modify security of items in the staging area (Documents & Email)
• View and modify destination folders of items in the staging area (Documents & Email)
• Exclude items in the collection from being imported (Documents & Email)
• Apply formulas and value maps to items in a collection (Documents)
• Import from Windows file systems including any existing DMS data (Documents)
• Recreate existing DMS folder structures (Documents)
• Import from Exchange mailboxes or PST files (Email)
• Import one or multiple mailboxes in one import job (Email)
• Import email, contacts, appointments and other mailbox items (Email)
• Filter import based on exchange classes (Email)

When setting up an organization’s iManage Work document management system, the initial import of content can be a time-consuming and difficult challenge. Import Management quickly imports documents and emails into Work, minimizing both risk and downtime.

Import Management is a leading migration tool that allows organizations to quickly migrate email and document content from any document management system (DMS) or folder/file system quickly.

Import Management – Documents automatically assigns metadata values to specific documents based on either the metadata associated with the document, or via a text file or query. Migrated documents are filed into the appropriate workspaces based on their metadata, or new workspaces can be created using imported metadata, ensuring that documents are not lost in ‘flat space’ during import. As with metadata, document security can be inherited when filing documents in Work, or default security and individual access permissions can be applied via data definitions.

Import Management – Email migrates email content from PST files, Exchange public folders and user inboxes into Work, while maintaining the same mail-based structure.

• Copying documents, folders and folder structures between libraries does not require the export of content outside of iManage Work.
• Supports legal hold and archiving/retention initiatives.
• Populate new workspaces with template documents.
• Select documents and folders and copy them to other connected iManage Work libraries or new libraries within the same server.

One of the most basic functions that firms perform within their iManage document management system (DMS) is copying of documents, folders and folder structures from one library location to another. This functionality is useful for pre-creating folders and document templates for new workspaces or preserving content at a point in time, while continuing to work on different copies of the documents.

Transport Quick Copy is an end-user migration tool that enables users to copy folders and documents to other iManage Work databases within DeskSite or FileSite (i.e., within their own iManage Work library).

• Provides automated tasks for copying folders and documents from one iManage Work library to another.
• Perform mass copies of folders and documents from one workspace to another, quickly and easily.
• Effortlessly merge multiple iManage Work libraries into one library.
• Migrate data into a new iManage Work library and/or partition existing libraries into two or more while mapping security and metadata appropriately.
• Move data between iManage Work libraries while considering data integrity, metadata, user shortcuts and NRL links.
• Archive targeted content from existing iManage Work databases into a designated Archive Library.
• Use Metadata Management tool (a separate snap-in tool developed by RBRO Solutions) task as a sub-task to copy missing metadata from the source library into the destination library while documents are being archived.

One of the most basic functions that firms perform within their iManage document mangement system (DMS) is copying of documents, folders and folder structures from one library location to another. This functionality is useful for pre-creating folders and document templates for new workspaces or preserving content at a point in time, while continuing to work on different copies of the documents.

Transport Administrative automates this process of moving content within the iManage Work infrastructure. Transport Administrative is quick, user-friendly, configurable, cost-effective, and allows firms to update their document library structure to meet ongoing needs. It also improves user search functionality by moving unnecessary content to an archive library on a scheduled basis, ensuring that only active content is visible to users.

The NRL Interceptor that comes as an add-on feature to Transport Administrative automatically re-directs shortcut links to the correct document, even if it has been moved to a new library.