Overview
ShareDo provides integration with iManage as a DMS via the iManage REST services.
The connection is made using an OAuth client credentials flow where ShareDo requests an access token from iManage using a client Id and Client Secret configured in an iManage “Application”.
At a high level, the steps required to enable iManage integration are:
- Create a ShareDo user account in iManage
- Create a new “Application” in iManage for ShareDo
- Configure required workspaces in iManage
- Configure the iManage Linked Service in ShareDo
The following pages describe how to establish integration between ShareDo and your iManage instance in more detail.
Pre-requisites
ShareDo needs to be able to see your iManage REST API
There are a couple of options for this.
- If you are on Cloud iManage and do not have any IP whitelist/blacklist on access to this instance, then ShareDo will be able to see the iManage REST API.
- If you have an on-premise iManage installation then:
- The server component needs to be at least iManage 10.2
- The REST API needs to be either exposed to the internet with appropriate IP whitelist/blacklist
- OR
- an Azure Site-to-Site VPN can be created between your ShareDo instance and you on-premise iManage servers (note there is an additional operating cost for this VPN).
ShareDo needs to use your iManage workspaces to store its own documents
ShareDo provides some areas of functionality where it requires access to document storage. While a different DMS can be used to store these documents, it is often best to use the same DMS for all documents.
For the below, it is possible to configure a single workspace for all of these functional areas, one workspace for each functional area or any combination of these. We have provided a structure that is commonly used.
| Area / Repository | Function | Suggested structure |
|---|---|---|
| Document Templates |
Used to store and manage the document templates, email templates and notification templates used in ShareDo. Required if: you are using ShareDo to generate documents |
Workspace: Shared Administration Folder: Document Templates |
| Data Uploads |
Used to store any CSV data uploads while they are being processed into ShareDo Required if: you need to upload CSV data into ShareDo using the Excel/CSV data upload feature |
Workspace: ShareDo Administration Folder: Data Uploads |
| Inbound Email |
Used to temporarily store the attachments of inbound emails prior to them being filed against existing matters Required if: you plan to use ShareDo to monitor team email addresses and process inbound email |
Workspace: ShareDo Inbound Email Folder: Attachments |
| Instructions |
Used to store documents relating to instructions (aka Enquiries / Leads) prior to them being converted to matters. Required if: you plan to use ShareDo to process instructions work types |
Workspace: ShareDo Instructions Folder: Documents |
| Service Requests |
Service Requests are commonly used in ShareDo client portal implementations, providing a mechanism for client users to request action. Required if: you plan on using client portal service requests and wish to have documents associated with these. |
Workspace: ShareDo Service Requests Folder: Documents |
| Scanning |
Enterprise scanning systems can target storing scanned documents in a DMS. ShareDo can be configured to look at the location for scanned document, allowing users the ability to. [Similar functionality can be enabled for inbound post] Required if: you want to use ShareDo to file scanned documents in the DMS to existing cases. |
Workspace: ShareDo Inbound Scanning Folder: Documents |
| Client Documents |
ShareDo client portal implementations often require a general area where documents can be provided for specific clients. These may be terms of reference, usage guides etc. Rquired if: you plan on having an area in your ShareDo client portal where client users can access general documents. |
Workspace: ShareDo Administration Folder: Client Documents |
ShareDo needs to understand your iManage configuration
ShareDo provides a view of the iManage Workspace that it is configured to locate.
There are two main mechanisms that ShareDo uses to locate an iManage workspace. These mechanisms are configurable by repository and work type.
Default Search
In this mode, ShareDo will search for the workspace using the name it resolves from its configuration. e.g.
workspaceResolverConfig: “ShareDo Document Templates”This will search iManage for a workspace with a Title = “ShareDo Document Templates”
- The first workspace that matches will be used
- The contents of the workspace will be seen in ShareDo.
workspaceResolverConfig: “[workitem.title]”You can use ShareDo datacomposer queries in this configuration.
If we have a work item with a title of “CASE101: John Smith vs. Jane Doe” then ShareDo will resolve this title and search for a workspace matching this in iManage.
- The first workspace that matches will be used
- The contents of the workspace will be seen in ShareDo
- If no matches are found, ShareDo will show an error.
Advanced Search
In many instances, searching for a matching title isn't practical. This works for general workspaces that ShareDo might use for document templates, or storing inbound email attachments but when we are looking for matters it is often more complex.
Advanced Search lets you configure several matching tags to search on.
We commonly see configurations like this;
workspaceResolverConfig: “custom1=[workitem.client.reference], custom2=[workitem.reference]”This corresponds to the common approach of using custom1 and custom2 in iManage to denote the “Client Reference” and “Matter Reference”, which are often seen combined - i.e. 12345.00001
ShareDo needs to be able to encrypt your tokens
OAuth tokens consist of Access Tokens (AT) and Refresh Tokens (RT). In iManage you will configure the lifetime of these tokens.
When you ‘link’ a user account to iManage, ShareDo will receive a response containing the AT and the RT.
ShareDo will encrypt and store these tokens. This is done using certificate encryption, combined with a system admin provided ‘seed’. The seed is a passphrase of over 100 characters, which is provided in system setup.
You should ensure that the encryption feature is enabled and configured in ShareDo. To do this:
Go to /admin – Features – Global Features
Search for “Encryption” and toggle on Include Advanced.
If the Encryption feature card has a red border, you must configure the feature. Please provide a passphrase or discuss this with your ShareDo implementing team.
Configure that by adding a key phrase, which is then used to encrypt the linked service data. Give it a nice long Key phrase and ensure that it is not changed once it is added.
Once configured, the feature should look like the below image:
