WORKSITE INTEGRATION INSTALLATION MANUAL 1 … · FILESURF 7.5 SR3/WORKSITE INTEGRATION INSTALLATION MANUAL 2 Doc ... If the Viewer is not installed then the field must contain the

FILESURF 7.5 SR3/WORKSITE INTEGRATION INSTALLATION MANUAL

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PRELIMINARIES..................................................................................................3

Prerequisites .......................................................................................................................................... 3

The FILESURFAdmin User Domain Account Required.................................................... 3

STEP 1 - PLAN THE FIELD MAPPING ...............................................................3

Plan Which WorkSite Fields Will Carry FileSurf Meta-Data ........................................ 4

STEP 2 - WORKSITE CONFIGURATION............................................................5

Use the WorkSite DB Management to create the WorkSite account..................... 5

WorkSite Trusted Logins Required............................................................................................ 6

Profile Form Configuration................................................................ Error! Bookmark not defined.

Modify Profile Dialogues.................................................................................................................. 7

The FileSurf Corporate Hierarchy Integration.................................................................. 10

STEP 3- FILESURF WORKSITE INTEGRATION – FILESURF SERVER INSTALL.............................................................................................................10

WorkSite Integration must be installed during the Server installation............ 10

STEP 4 – REGISTER FILESURF DATABASE, ENROLL IMANAGE REPOSITORIES.................................................................................................11

STEP 5 – FILESURF CLIENT – IMANAGE INTEGRATION INSTALL..............12

STEP 6 - FILESURF ADMINISTRATOR SETUP..............................................13

FileSurf Main Client Administrator - IManage Configuration .................................. 13

The FileSurf Fields............................................................................................................................. 16

STEP 7 - SET UP FIELD MAPPING ..................................................................16

The Scripts ............................................................................................................................................. 17

Set the DMS Matrix ........................................................................................................................... 18


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STEP 8 - FILESURF SERVER CONFIGURATION - IMANAGE SEARCH SERVICES..........................................................................................................19

FileSurf Server Configuration - Install IManage Search Services Application...................................................................................................................................................................... 19

Install iManage Search Services Components.................................................................. 20

Set the iManage Search Services Properties..................................................................... 20

Schedule Interwoven Synchronization Tasks................................................................... 21

APPENDIX .........................................................................................................25

The Field Mapping ............................................................................................................................. 25

The FileSurf Fields............................................................................................................................. 26

The Mapping Syntax......................................................................................................................... 27

Field Mapping and Implicit Linking ......................................................................................... 28


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Preliminaries The installation consists of the following steps:

1. Field Mapping Design 2. IManage Server Configuration that supports the FileSurf Field Mapping. 3. Installation of FileSurf Server that supports iManage integration. 4. Registration of iManage repositories with FileSurf database. 5. FileSurf Client Install that supports iManage integration. 6. The FileSurf Administrator Configuration. 7. Field Mapping setup. 8. The FileSurf Server Configuration iManage Integration Search Services setup.

Prerequisites

FileSurf 7.5 SR3 Server WorkSite Server 8.0 FileSurf 7.5 SR3 Client with DeskSite 8.0 and/or MailSite 8.0

The FILESURFAdmin User Domain Account Required

The FILESURFAdmin Domain account should be used throughout the installation process. The FileSurf account requirements are described in the FileSurf SR3 Installation and Upgrade Guide. The FILESURFAdmin domain user account, under which identity all FileSurf services and repositories are managed, governs the actions of the FileSurf/iManage integration. The FILESURFAdmin account must be a valid iManage user and be a member of the NTRADMIN group. FILESURFadmin account has to be set for explicit login into WorkSite database with the same password as the password used for the network login for this account Note: It is essential that the integration user’s database and network passwords coincide. STEP 1 - Plan the Field Mapping It is extremely important do design beforehand the Field Mapping between WorkSite and FileSurf according to each client’s specifications. It has to be decided beforehand what WorkSite lookup tables will be reserved for FileSurf, e.g. FileSurf Lookup Button, Cont_Id, Record, etc. It is important to define the structure of the Category mapping in case of the Corporate FileSurf Hierarchy, there are several options available. The installation must be consistent throughout on the Server Management side, on the Main Client Administrator, and during the FileSurf Client installation. WorkSite Document Profile may be configured to show the FileSurf profile values.


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Plan Which WorkSite Fields Will Carry FileSurf Meta-Data Certain FileSurf fields must populate the WorkSite custom fields during the record declaration. This allows displaying FileSurf Profile information in WorkSite. In this case the Field Mapping specifies where to within WorkSite Field Plan the Filesurf Profile data will be written. The Administrator must decide beforehand which WorkSite fields will be reserved for FileSurf use. Note: Before the integration is installed it is essential to make sure that these fields are not used by any other application and that they are empty of data. We list these fields below.

Parent ID. The FileSurf internal ID representing the unique parent assignment in FileSurf for an WorkSite document of record. The parent of a document record in FileSurf is either a unique folder id, matter id or category id. Type: Not Validated Recommended: nrCustom17 Recommended caption: FS Parent ID Options: nrCustom 13, 14, 15, 16, 17, 18, 19 or 20 Parent Type. The parent type for the parent id referenced above will take a value of 1 for File, 2 for Matter or 3 for Category. These values may be stored as text or obtained from validated fields. Type: Not Validated String Field, or Integer Field, or Validated Fields Recommended: nrCustom7 Recommended caption: FS Parent Type Options: nrCustom 13 through 20 or validated fields 3 through 12 If a validated field is used, then values have to be set in DBAdmin as Aliases. Database Code. A text constant that matches the FileSurf database alias of the database governing the document record. These values may be stored as text or obtained from validated fields. Type: Not Validated String Field or Validated Fields Recommended: Custom 8 Recommended caption: FileSurf DB Options: nrCustom 13 through 16 or validated fields 3 through 12 If a validated field is used, then values have to be set in DBAdmin as Aliases. Cont_ID. The unique document ID within FileSurf of a record. Type: Not Validated Long Field Recommended: nrCustom18 Recommended caption: FS DOC ID Options: nrCustom 17, 18, 19 or 20 Record. A Boolean field that indicates if a document in WorkSite is a declared FileSurf Record. The value is ‘Y’ if it is a record. Type: Not Validated Boolean Field Recommended: nrCustom26


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Options: nrCustom 25, 26, 27, or 28 FileSurf Lookup Button. A field reserved for use by FileSurf so that a lookup trigger to the FileSurf system can be embedded on WorkSite templates. (OPTIONAL) Type: Validated Profile Field Recommended: nrCustom4 Recommended caption: FileSurf Options: nrCustom 3 to nrCustom12 Note: It is recommended to use this field even when FileSurf lookup Button is not set on profile – it is only one way to display LINKED documents on the WorkSite profile. Category ID. CATEGORY HIERARCHICAL MODEL ONLY. The FileSurf internal ID representing the category assignment of the record. Type: 1) Validated Profile Field, or 2) a combination of two Validated Fields Recommended: Depends on the mapping (Custom 5 for type 1) Options: nrCustom3 to nrCustom12

STEP 2 - WorkSite Configuration

Use the WorkSite DB Management to create the WorkSite account • Run the WorkSite Database Administration utility. • Expand the relevant Database entry. Click User. • Select Add… from the context menu and import the FileSurfAdmin domain user

• Import filesurfadmin user from NT/AD, set its explicit login password to be the

same as its network login.


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• Go to Group Management and include FileSurfAdmin account into NRTADMIN group.

WorkSite Trusted Logins Required

FileSurf/WorkSite integration requires that each user to be a network user. WorkSite must have trusted logins enabled.


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FileSurf relies on the network user name during the logon. That is why virtual WorkSite users can exist, but they cannot access FileSurf. Set Captions in WorkSite Run the WorkSite Dialog Editor utility. Select the Database > Set Captions menu.

It is recommended to set the captions for the WorkSite fields according to the FileSurf fields in the mapping.

Click Edit and enter the captions in the Modify Captions window. Note: For any additional custom attributes mapped to FileSurf fields repeat the same steps and assign the appropriate custom caption.

Modify Profile Dialogues


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Each profile dialogue may be modified to include any necessary FileSurf related data elements. In such a case the modifications must be made to each of the following:

• Search Dialog • New Profile Dialog • New version Dialog • Edit Profile Dialog

If you need to put a FileSurf Lookup button on any of WorkSite form, open corresponding dialog and place the following fields on a single line of the form:

• Static text label ‘FileSurf’ associated with the FileSurf Lookup Button.


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• Edit Box with Lookup associated with the FileSurf Lookup Button.

Note: In order to hide the Edit field for the Lookup Button if it is not supposed to be used, move it over the edge of the form. Open WorkSite Database Management utility. Select the new Filesurf field from the tree and click the ‘Add’ button, or right click and select the ‘Add’ option, in order to add two values: ‘LINKED’ and ‘RECORD’. NOTE: For every validated WorkSite field reserved for FileSurf use by the Field Mapping one must add every FileSurf value defined by the mapping rules.


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See the Field Mapping section or the APPENDIX in this manual.

The FileSurf Corporate Hierarchy Integration

When FileSurf database has Corporate hierarchy the Category Code(s) must be imported into WorkSite, see APPENDIX for the options available to synchronize FileSurf and WorkSite Folder Plans. For example, when the FileSurf’s category full_code is used, the WorkSite Field that has been named Category will receive all the FileSurf’s category full_codes as values. In the WorkSite Database Administration Utility select the table(s) mapped to the categories, click ‘Add’, then add the values of each FileSurf category.

STEP 3- FileSurf WorkSite Integration – FileSurf Server Install

WorkSite Integration must be installed during the Server installation The installation is described in detail in the FileSurf 7.5 Installation and Upgrade Guide. During the installation be sure to check the Interwoven Integration check box.

Note: In order to add the WorkSite Integration to the existing FileSurf Server Configuration Management run Modify option from the Setup CD.


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If neither the WorkSite Server nor Client is installed on the same server with FileSurf, copy the iManage.dll and iManAdmin.dll files from your WorkSite environment to the C:\FileSurf\BIN folder on the server and register it. iManAdmin.dll and iManAdmin.dll will be provided by MDY Tech Support. STEP 4 – Register FileSurf database, enroll iManage repositories Register FileSurf database using FileSurf Server Configuration Management Utility. The process is described in the FileSurf SR3 Installation and Upgrade Guide. From the Server Configuration Utility, highlight and expand the FileSurf Repositories key. Highlight the database alias, right-click and choose Add New Repository. This will launch a series of dialogue windows that will step you through the enrollment of each of the individual components of the FileSurf Repository.

As per the instructions in the FileSurf SR3 Installation and Upgrade Guide, enroll each WorkSite database as a separate Repository with the following parameter responses: Repository Type: iManage Repository Description: <arbitrary description> Repository Status: Place IManage DMS Server: WorkSite Server name. IManage Database: ODBC data source on the Worksite Server Office: <may be left blank or chosen from the drop down list> View Location: <blank if Interwoven Viewer is installed on the Client side> Note: If the Viewer is not installed then the field must contain the URL to the Web Desksite. However, the URL will not work if the Viewer is installed, the field. Context Location: <FileSurf Server Name where iManSearch is located>


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STEP 5 – FileSurf Client – iManage Integration Install During the FileSurf Client Install from the CD make sure that the Interwoven Worksite integration is included in the installation. The Interwoven should be checked in the resulting tree.

The Setup will ask where to place the FileSurf Lookup Button link for the WorkSite Desk Site Profile.


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The default location for it is 4 (i.e. Custom 4 table). If this setting is left empty the button can not be used in the WorkSite Profile. See the Field Mapping Setup section below for the other possible Lookup Button locations. NOTE: The above setup procedure alters the IManage Registry so that the FileSurf Profile Lookup is activated when the button is clicked in the WorkSite Profile displayed below.

NOTE: The same FileSurf Lookup Button location must be set for every client. This location must be set in the FSCom Setup, see the next section. NOTE: In order to install WorkSite integration on the existing FileSurf Client run Modify option from the existing Installation CD. This action may also be used to make the registry change if different Custom field will be used for lookup. STEP 6 - FileSurf Administrator Setup

FileSurf Main Client Administrator - IManage Configuration

Using FileSurf Main Client Administrator, go to Configuration > Documents, click FSCom Setup button, choose the DMS Integration tab. Select iManage from the drop down list and click ‘Add New’ button to add iManage to the Configured DMS list.


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NOTE: AFTER THE IMANAGE INTEGRATION HAS BEEN SET CLICK THE ‘Refresh FSCom’ BUTTON TO APPLY THE SETTINGS. Click the Edit button A click on the button allows setting up the DMS server connection. If the ‘Full rights needed to declare a document’ box is checked only a user with the full rights to a WorkSite document will be able to declare the document to FileSurf. Allow to Create a Folder gives the integration the authority to create a FileSurf folder when necessary. If a WorkSite document is declared as a record and is mapped to a specific folder type and a folder of that type does not exist or is unavailable, then a new volume of that folder type will be created automatically. Overwrite DMS Profile specifies a FileSurf priority for profile values when filing WorkSite documents as a version or rendition of an existing FileSurf document. When checked the FileSurf profile will take precedence and overwrite values in the WorkSite profile according to the mapping in place. This parameter is only used during bulk filing. Use Matrix for DMS Folders activates a configuration mode where WorkSite document types can be mapped to FileSurf file types. This mapping is used in auto-profiling operations. If a document type is mapped to a single folder type, the profiling procedure between FileSurf and WorkSite can be transparent to the end user. Allow Filing to a Different Parent controls if the user can file a document to a different matter or category than that on the WorkSite profile. File Versions as a Single Document will cause an WorkSite version set to be filed as a FileSurf version set. Otherwise, each WorkSite version in a version set will be an independent document of record in FileSurf.


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Note: If a WorkSite Document contains several versions and only some of them are declared to FileSurf then only the declared versions are locked in the WorkSite for editing. The remaining versions may be edited and conceivably new versions may be created off them. Show Profile controls if the FileSurf profile will be shown during filing process if all required information is being auto-populated. This parameter is controllable by FileSurf application privilege group. The Field Mapping When iManage documents are declared as FileSurf records, iManage document profile attributes are captured and recorded to the FileSurf document profile according to the specific requirements. Also, certain fields in the WorkSite Profile will carry FileSurf meta-data and settings. (Note: In the Field Mapping interface these fields are enclosed in brackets). Formal definition for these requirements is called Field Mapping. Click on the Fields Mapping button to open the mapping setup.

In order to setup the field mapping the administrator sets the following items:

• Registered iManage database with which the synchronization will occur. The pick list at the top left of the pane contains the registered WorkSite databases. Each database may possess a separate Field Mapping.

• The proper fields mapping setup. The mapping must specify the Filesurf fields

to be mapped to. For each Filesurf field used the mapping must specify the WorkSite field and the way the data is to be imported. For example, the mapping may be set to remove first four zeroes from the data during the synchronization, see the APPENDIX.


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Note: The administrator has the option to synchronize WorkSite profile fields with their FileSurf counterparts by checking the ‘synchronize back’ check box. When this option is not applicable the box cannot be checked.

The FileSurf Fields

The FileSurf fields displayed in the pane fall into three basic types: • The fields that define the location within the FileSurf Folder Plan. These fields

are client, matter, and category. Once the fields mapping for these fields is set the documents may be automatically mapped to the corresponding FileSurf Folder Plan location when these fields are populated on document profile in WorkSite.

• The FileSurf Document Profile fields such as Author, Date Created, or Subject. The Fields Mapping allows automatically populating the FileSurf Document Profile during the Record Declaration.

• The FileSurf fields that populate the WorkSite custom fields during the record declaration. This allows displaying FileSurf Profile information in WorkSite. In this case the Field Mapping specifies where to within WorkSite the Filesurf Profile data will be written.

STEP 7 - Set Up Field Mapping In order to edit the existing field mapping the following actions may be taken.

• After a Filesurf field is selected in the left pane a click on the ‘Clear’ button clears the mapping for this field.

• ‘Clear All’ button clears all the fields’ mapping. • The ‘Copy’ and ‘Paste’ buttons allow applying the same fields’ mapping to

different WorkSite databases. The copy and paste will transfer the mapping of all the fields.

• ‘Reset’ button reverts the mapping to the original setting if the mapping has not yet been saved.

• ‘Close’ button exits the Fields Mapping interface.

Once a FileSurf field is selected the iManage pane on the right displays the list of all possible WorkSite fields that the mapping may use. On the bottom under the iManage pane the available data mapping syntax is displayed. In order to set up the mapping of the selected FileSurf field the following actions must be undertaken:

• The ‘Current Field Mapping’ text box has to be filled according to the mapping syntax. The text box may be filled by selecting the WorkSite fields and the syntax parameters and clicking the ‘Add’ button. It may also be filled manually.

• Once the ‘Current Field Mapping’ text box is filled the ‘Apply’ button is clicked. The mapping syntax is displayed next to the FileSurf field in the left text box. If a syntax error has been made the error message is displayed.

• After the every field mapping has been set the ‘Save’ button is

clicked.


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Note: It is not necessary to set the mapping for every FileSurf field. Note: Please, be sure not to map FileSurf fields (those displayed in < > on the interface) to WorkSite fields that are not populated by the Worksite implementation. In order to edit the existing field mapping the following actions may be taken.

• After a FileSurf field is selected in the left pane a click on the ‘Clear’ button clears the mapping for this field.

• ‘Clear All’ button clears all the fields’ mapping. • The ‘Copy’ and ‘Paste’ buttons allow applying the same fields’ mapping to

different iManage databases. The copy and paste will transfer the mapping of all the fields.

• ‘Reset’ button reverts the mapping to the original setting if the mapping has not yet been saved.

• ‘Close’ button exits the Fields Mapping interface.

NOTE: FOR THE COMPLETE FIELD MAPPING DESCRIPTION CONSULT THE APPENDIX.

The Scripts

Click the ‘Scripts’ button to generate the iManage trigger scripts that service the FileSurf reserved fields in iManage. The scripts are saved in the Client’s FILESURF folder under the names <iManage database name>_NewProf.nrs and <iManage database name>_NewVers.nrs.

After the scripts are generated they must be saved in the Program Files/iManage/Scripts folder on every PC where WorkSite client installed. Note: If the folder already contains the NewProf.nrs and NewVers.nrs scripts for another iManage database the new scripts have to be incorporated into the existing ones. An iManage engineer must be consulted.


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Set the DMS Matrix

Click the ‘DMS Matrix’ button in the FSCom Setup/DMS Integration tab. Set up the mapping between the FileSurf Folder Types and the WorkSite Document Types. Ideally these should be in one-to-one correspondence, but any type of mapping is accepted. NOTE: A SEPARTE FIELD MAPPING AND DMS MATRIX MAY BE SET FOR EACH REGISTERED WORKSITE DATABASE.

The mapping may be displayed either in the Matrix form shown on the left or in the List form shown on the right. In order to switch between the forms select from the View panel the desired DMS presentation and click the ‘Retrieve’ button. One may limit the retrieve to the WorkSite document types starting with a certain letter combination by typing the combination in the ‘Document Type Starts with’ text field and clicking the ‘Retrieve’ button. A check establishes the allowed mapping between the WorkSite Document Type and the corresponding FileSurf Folder Type. The buttons ‘Select All’, ‘Select None’, ‘Invert Selection’ allow for automatic selection. After the matrix has been set the ‘Save’ button must be clicked otherwise the new setting will be lost. A message box is generated to advise that the save has succeeded. NOTE: AFTER THE IMANAGE INTEGRATION HAS BEEN SET CLICK THE ‘Refresh FSCom’ BUTTON TO APPLY THE SETTINGS.


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STEP 8 - FileSurf Server Configuration - iManage Search Services

FileSurf Server Configuration - Install IManage Search Services Application

From the FileSurf Server Configuration Utility, install the iManage Search COM+ Application and load its Components.

Right-click on FileSurf COM Server > Data Services item and select Install Application.

Note: Be sure to select the Domain account not the local server account. The account (FILESURFADMIN) must have the administrative privileges described in the FileSurf Server Installation Manual.


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Once the application is installed the icon design changes to:

Install iManage Search Services Components

Once the application has been installed right click the application to install the components.

The process allows registering the FsImSearch.dll generally found in the FileSurf\Bin\ folder location.

The DLL Path may be entered manually or through the Windows Browser by clicking the button on the right. Once the path to the DLL has been selected, click the ‘OK’ button. If the path is correct the following message is displayed:

The application’s icon design changes to:

Set the iManage Search Services Properties


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The IManage Search Services Properties setup allows scanning the registered IManage repositories. The utility must identify those WorkSite documents that are the FileSurf Records and then identify the record by its cont_id. The Properies setup writes to the Registry which WorkSite field is reserved to be the Record flag, and which field is reserved to contain the FileSurf f_contents.cont_id. Right click the application and select ‘Properties’.

Next, click the ‘Search’ tab in the Properties’ interface, select the FileSurf database(s) to be integrated with the registered IManage repositories displayed in the ‘Registered IManage Databases’ pane, and click the ‘Synchronize’ button.

The created Registry keys will be displayed in the ‘Registered IManage Databases’ pane.

Schedule Interwoven Synchronization Tasks

The Document Profile Synchronization job is performed by Interwoven Document Synchronization. Any change in FileSurf Document Profile, including individual users’ and groups’ rights to the document, will be imported into WorkSite Document Profile. When a WorkSite Document is initially declared to FileSurf only the user who declares it retains the rights to it in WorkSite (as per DOD requirements). Document Synchronization places users from FileSurf ACL on WorkSite ACL list for this document and allows these users to view the Document in the WorkSite. Note: It is recommended to run Document Synchronization at least once an hour. The Interwoven Meta Data Synchronization allows synchronizing FileSurf Super Users. A group of Super Users is created in the WorkSite and synchronized with the


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Super Users in FileSurf. A super user has a right to every document in Worksite. Running this utility is optional. Schedule a new synchronization job for Interwoven Document Synchronization and for Interwoven Meta Data Synchronization. These jobs will be set in the Windows Scheduler; however, they must be managed from the Server Configuration Management. In order to create a new job right click the desired Synchronization folder and choose ‘Add Job’. In order to edit or delete the existing job right click the job and select the appropriate action from the menu. One may also add a new job by clicking ‘Add Scheduled Job’ button at the top of the console.

Both adding a new job and editing the existing job follow the same procedure. The following interface allows creating a new job or editing the existing one. New Job/Edit Job interface contains the three tabs that will be described below. Job Tab

• The Tab contains the following fields.

• Job Name – Job Name is a required field. The utility does not allow renaming an existing job.


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• Comments – A way to describe the job’s function.

• Run As – The domain and the user must be entered. The button

allows browsing the domains and their users with the administrative rights.

Note: The user must be a Domain user with local Administrative rights. Password – Enter the password by clicking the ‘Password’ button. Schedule Tab The tab allows scheduling how frequently and at what time the job will be run. FileSurf Tab The tab allows choosing FileSurf database that is going to be the synchronization source, and in the case of Interwoven Document Synchronization the time that is going to be the starting point for the next synchronization. The reason for this field is to insure that no Document Profile change would be skipped during synchronization. Interwoven Meta Synchronization, on the other hand, depends only on the current user status, so the interface will be lacking this time field.


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Database Select the FileSurf database that is going to be

synchronization source.

Time that will be used as the staring point for next synchronization

This field is designed to insure that no Profile Changes are lost. Each utility run updates this field. During the initial installation the current date/time is set by default. The date/time in this field are written into the Registry under the name ‘LastRun’. The next run will update Document Profiles from the ‘LastRun’ date/time till the date/time set in Schedule tab. Once the job is run, the date/time of the most recent job run replaces the previous ‘LastRun’ date/time in the Registry. If no starting point for next synchronization is set, or equivalently if the date/time in Figure 8 is unchecked, the utility will update all the Profiles on the next Job run. Note: Interwoven Meta Synchronization Job Interface does not possess this setting.

Log Level The Log Level varies from Errors Only to the Extreme that logs every step.

The Logs


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The Log for each job is contained in FileSurf\Temp folder under the name FSImanSync_JobName.log for Interwoven Document Synchronization job, and under the name FSImanMetaSync_JobName.log for Interwoven Meta Synchronization job.

APPENDIX

The Field Mapping

When WorkSite documents are declared as FileSurf records, WorkSite document profile attributes are captured and recorded to the FileSurf document profile according to the specific requirements. Formal definition for these requirements is called Field Mapping.

In order to setup the fields mapping the administrator sets the following items:

• Registered iManage database with which the synchronization will occur. The pick list at the top left of the Field Mapping interface contains the registered WorkSite databases. Each database may possess a separate Field Mapping.


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• The proper fields mapping setup. The mapping must specify the Filesurf fields

to be mapped to. For each such Filesurf field the mapping must specify the i WorkSite field and the way the data is to be imported. For example, the mapping may be set to remove first four zeroes from the data during the synchronization. The various mapping options are discussed below.

Note: The administrator has the option to synchronize WorkSite profile fields with their FileSurf counterparts by checking the ‘synchronize back’ check box. When this option is not applicable the box is disabled.

The FileSurf Fields

The FileSurf fields displayed in the interface’s pane fall into three basic types:

• The fields that define the location within the FileSurf Folder Plan. These fields are client, matter, and category. Once the fields mapping for these fields is set the documents may be automatically mapped to the corresponding FileSurf Folder Plan location.

• The FileSurf Document Profile fields such as Author, Date Created, or Subject. The Fields Mapping allows automatically populating the Filesurf Document Profile during the Record Declaration.

• The Filesurf fields that populate the WorkSite custom fields during the record declaration. This allows displaying FileSurf Profile information in WorkSite. In this case the Fields Mapping specifies where to within WorkSite the FileSurf Profile data will be written. We list these fields below. Parent ID. The FileSurf internal ID representing the unique parent assignment in FileSurf for an WorkSite document of record. The parent of a document record in FileSurf is either a unique folder id, matter id or category id. Type: Not Validated Recommended: nrCustom17 Options: nrCustom 13, 14, 15, 16, 17, 18, 19 or 20 Parent Type. The parent type for the parent id referenced above will take a value of 1 for File, 2 for Matter or 3 for Category. These values may be stored as text or obtained from validated fields. Type: Not Validated String Field, or Integer Field, or Validated Fields Recommended: nrCustom7 Options: nrCustom 13 through 20 or validated fields 3 through 12 Database Code. A text constant that matches the FileSurf database alias of the database governing the document record. These values may be stored as text or obtained from validated fields. Type: Not Validated String Field or Validated Fields Recommended: Custom 8 Options: nrCustom 13 through 16 or validated fields 3 through 12


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Cont_ID. The unique document ID within FileSurf of a record. Type: Not Validated Long Field Recommended: nrCustom18 Options: nrCustom 17, 18, 19 or 20 Record. A Boolean field that indicates if a document in WorkSite is a declared FileSurf Record. The value is ‘Y’ if it is a record. Type: Not Validated Boolean Field Recommended: nrCustom26 Options: nrCustom 25, 26, 27, or 28 FileSurf Lookup Button. A field reserved for use by FileSurf so that a lookup trigger to the FileSurf system can be embedded on WorkSite templates. (OPTIONAL) Type: Validated Profile Field Recommended: nrCustom4 Options: nrCustom 3 to nrCustom12 Category ID. CATEGORY HIERARCHICAL MODEL ONLY. The FileSurf internal ID representing the category assignment of the record. Type: 1) Validated Profile Field, or 2) a combination of two Validated Fields Recommended: Depends on the mapping (Custom 5 for type 1) Options: nrCustom3 to nrCustom12

The Mapping Syntax The syntax for the field mapping is described in the following table.

Element Description Example

<attr> iManage profile attribute @nrCustom1

@+n Number of characters of the FileSurf field value, iManage value adjusted by adding leading zeros.

@+6

@-n Number of characters of the iManage field value, FileSurf value adjusted by stripping leading zeros.

@-5

@C<Literal> Sequence of alphanumeric characters and delimiters @CMDY

@F iManage value corresponds to f_category.full_code (XF only) Category = @F@CMDY


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Field Mapping and Implicit Linking Client/Matter Mapping Client/Matter mapping is used for legal hierarchies (CMF or MF). If <client> and <matter> are included in the mapping, it enforces the implicit linking. It means that when a client and a matter are assigned to the document profile this document is already linked to FileSurf. No explicit linking is further required unless it should be linked to a specific folder under the same matter. The following syntax is used for client/matter mapping: client::= <prefix><attr1><suffix> matter:: = <prefix><attr2><suffix> <prefix>::= [@+n | @-n | @C<Literal>@+n | @C<Literal>@-n | @C<Literal>] <suffix>::= [@C<Literal>] <attr1>:: = [@nrCustom1 | @nrCustom29] <attr2>:: = [@nrCustom2 | @nrCustom30] Example: <client> =@CMDY@+5@nrCustom1@CCL, <matter> =@CMDY@+6@nrCustom2@CMT Note: Explicit linking always overrides the implicit linking defined by the mapping. Category Category mapping is used for corporate hierarchy (XF). If <category> is included into the mapping, then the implicit mapping is enforced and when category is assigned to the document profile, the document is already linked to FileSurf. Category in FileSuf is a hierarchical field and can have an unlimited number of levels. WorkSite does not provide unlimited nesting, the official maximum it allows is 2 levels and it is possible with some tricks to use 3 levels. There are 2 options how we can map categories between WorkSite and FileSurf. The first option is based on the fact that each category in FileSurf has a code that is unique only within its immediate parent and it has a full_code that is unique across all the categories. The full_code builds by concatenating the codes from all the parent categories in the tree and using a delimiter character specified in f_parameters (#59, Type of Law Level Separators). By mapping a value found in the single WorkSite field of the profile to the FileSurf full_code, we can establish a match of categories located at any level in FileSurf. WorkSite custom table linked to the mapped field should contain categories with concatenated names. It will use the same delimiter as specified by FileSurf. The second option allows mapping FileSurf categories located on the first, second or third levels by matching just category codes. In this case all the categories below the last mapped level are mapped to the same category in WorkSite. The following syntax is used for category mapping: category = [<expr>;<expr>;<expr> | <expr>;<expr> | <expr> | @F<expr> ] <expr> = <prefix><attr><suffix> <prefix>::= [@+n | @-n | @C<Literal> |@C<Literal>@+n | @C<Literal>@-n] <suffix>::= [@C<Literal>]. <attr>:: = [@nrCustom1 | @nrCustom2 | …| @nrCustm12 | @custom29 | @custom30 | @custom31]


29 Doc # 63890

@F means that WorkSite value corresponds to the f_category.full_code. Only single WorkSite attribute can be used with @F. nrCustom2 or nrCustom30 can be used only on the second or third level with nrCustom1 or nrCustom29 specified for the previous level and should be filtered by parent. Example: category =@CMDY@+5@nrCustom29@CL1;@CMDY@+6@nrCustom30@CL2 category =@F@CMDY@+5@nrCustom3