RBRO Products

• 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.

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 repository

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.

• 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.