NetDocuments FAQs

Table of Contents

AddMailSyncNetDocumentsCategory

AddToRecent

AutoResync

ContainerCheck

CopyExistingEmails

DelegateFiling

EnableLogging

ExcludedFilingTypes

FolderCustomIcon

FolderSuffix

FolderSuffixAdd

ForceMapOnFolderCreate

LatestVersionUpgraded

PromptIntervalOnFolderCreate

PromptOnFolderCreate

UploadMethod

Registry location:Computer\HKEY_CURRENT_USER\Software\NetDocuments\ndMail\Folder Mapping

OR

Computer\HKEY_LOCAL_MACHINE\Software\NetDocuments\ndMail\Folder Mapping

Note:Settings on administration level prevail over user-level settings.

Registry Names

Value: Meaning

AddMailSyncNetDocumentsCategory

True: Add Category “Filed to ND” to emails while filing to NetDocuments (default)

False: Does not add a category to emails while filing to NetDocuments.

AddToRecent

True: Emails will be added to the recent items in the NetDocuments (default)

False: Emails will NOT be added to the recent items in the NetDocuments

AutoResync

0:Emails are not resynced in mapped folders when users start Outlook (default)

1: All emails not copied previously are resynced in all user's mapped folders after Outlook start and the value is reset to0 after that startup

2:All emails are resynced in all user's mapped folders after Outlook start and the value is reset to0 after that startup

3:All emails not copied previously are resynced in all user's mapped folders after Outlook start and will keep the value set to3after that start so that it resyncs on every Outlook startup (instead of just one)

4:Users get a promptafter Outlook start to resync all of their mapped folders. They can sync all items or just sync items that were not previously copied to NetDocuments. Then, the value is reset back to0

The feature is disabled by default.

ContainerCheck

String to check folder or workspace when mapping Outlook folder to NetDocuments folders.

Empty by default.

CopyExistingEmails

Allows administrators to set the default values for theCopy pre-existing emails too check box when mapping a folder or to remove the option.

True:Select the check box by default for all new mappings.

False:Clear the check box by default for all new mappings.

HideAndTrue: Hide the check box and always copy pre-existing emails in the mapped folder.

HideAndFalse:Hide the check box and never copy pre-existing emails in the mapped folder.

DelegateFiling

Enables mapping folders in a delegated or shared mailbox.

True: Map a folder in a mailbox owned by another user if you have the appropriate delegate/shared access to it.

False: Map a folder in your own mailbox only.

EnableLogging

True: Enable logging.

False: Disable logging (default)

ExcludedFilingTypes

Disable filing for specified Outlook items in Predictive Filing.

NOTE:Separate multiple values by semicolons (;).

For possible values, see Item Types & Message Classes.

FolderCustomIcon

True: Show custom folder icons in Outlook for your users' mapped folders.

False:Do not load custom folder icons.

The default is no value which behaves the same asFalse.This registry setting is only available in HKCU.

Note:Custom folder icons can slow down Outlook startup in some environments.

FolderSuffix

String value. You can add your own custom tag to the end of names of folders that are linked to NetDocuments.

FolderSuffixAdd

True: Add/Remove (nd) customized tag to the end of folder names linked/unlinked to NetDocuments (default)

False: Does not add/remove (nd) customized tag to the end of folder names linked/unlinked to NetDocuments.

ForceMapOnFolderCreate

True: Force users to map new Outlook folders after creation (default)

False:Do not force users to map new Outlook folders.

LatestVersionUpgraded

Number: <Software Major Version number>.0 e.g. 1.0

PromptIntervalOnFolderCreate

Note: This registry is only for users who have Outlook open on multiple computers and are usingPromptOnFolderCreateregistry set toTrue.

Values: Any integer value.The default is0.

Determine the amount of time difference (in seconds) between the folder creation time and the folder modification time.On the computer where the folder was created, these two values will be the same.On another computer, there will be some amount of time difference between the two depending on how quickly Exchange/Outlook creates that new folder on the second computer.When set to 0, the user is only prompted to map the folder on the first computer where the folder is created if multiple machines are actively running Outlook. If prompting on all machines is desired, a recommended value is 60, in which 60 seconds account for Exchange/Outlook delay in creating that new folder and would, therefore, prompt the user on all computers to map the folder.

PromptOnFolderCreate

True:Prompt users to map new Outlook folders to NetDocuments

False: Disable the automatic prompt to map a newly created Outlook folder to NetDocuments

UploadMethod

Values: 1or2(default)

1: Use the same upload process as ndOffice (direct upload); this is the method used by Folder Mapping versions which shipped with ndMail 1.0 and 1.1. Messages are filed directly from Outlook and are stored as msg files.

2 (default): Use the same Exchange-based filing process as predictive filing and allow the same Access options, including the Participants option. Messages are filed from Exchange and are stored as .eml files.

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OneClickFilingEnabled registry

PromptToFileOnSendEnabledregistry

PromptToFileOnSendAlwaysregistry

RankingBarEnabledregistry

AllowAccessOptionMeregistry

ExcludedPromptingTypes and ExcludedFilingTypesregistries

ShowOutlookPanelsregistry

ShowSuccessfulToastNotification registry

IsUpdateEnabledregistry

IsShortcutForFocusEnabled registry

IsPanelAutoMoveEnabledregistry

ExplorerPanelHeightregistry

IsAutoUpdateEnabledregistry

FilingOperationType registry

TracingEnabled registry

RestTracingEnabled registry

PredictionCacheTimeInMinutes registry

FullPathCacheTimeInMinutes registry

AlternativeUpdateUrl registry

IsAlternativeUpdateUrlEnabledregistry

ConversationFilingregistry

MoveItemsOnFilingToFolderWithEntryId registry

Below you can see the list of the registry keys, their descriptions, and supported values available with the latest release.

Note: By default, ndMail uses the registry settings from ndOffice (if applicable to ndMail).

Default Location:Computer\HKEY_CURRENT_USER\Software\NetDocuments\ndMail

OR

Computer\HKEY_LOCAL_MACHINE\Software\NetDocuments\ndMail

Note:Settings on administration level prevail over user-level settings.

PromptToFileOnSendEnabledregistry

Values

Set the appropriate value to see or not to see a prompt to select the location when sending an item. You can also specify it on thendMailSettingsdialog box > thePrompt to file outgoing messagescheck box.

True

False (default)

PromptToFileOnSendAlwaysregistry

Values

Set the appropriate value to see or not to be forced to select the location every time when sending an item. The userMUST select an item to file. This item is not configurable in the user interface.

True

False (default)

RankingBarEnabledregistry

Values

Set the appropriate value to see or not to see the relevancy ranking for predictions. You can also specify it on the ndMail Settings dialog box > theShow relevancyrank for predictionscheck box.

True

False (default)

AllowAccessOptionMeregistry

Values

Set the appropriate value to allow all access options & combinations or to prevent users from filing with Me onlyaccess selected.

True (default)

False

ExcludedPromptingTypes and ExcludedFilingTypesregistries

Values

Set the appropriate value to disable or enable prompting or filing, respectively, for specified Outlook items in Predictive Filing.

Note:Separate multiple values by semicolons (;).

For possible values, see Item Types & Message Classes.

Default: None

ShowOutlookPanelsregistry

Values

Set the appropriate value to enable or disablethe Outlook Panels feature.

Note: This feature requires ndOffice 2.3.

True

False (default)

ShowSuccessfulToastNotification registry

Values

Set the appropriate value to show all toast notifications, including successful filings ones or to hide toast notifications for successful filings.Note: Toast notifications for failed filing appear always.

True (default)

False

IsUpdateEnabledregistry

Values

Set the appropriate value to allow users to select theCheck for Updates option or to prevent users from checking for updates.

True (default)

False

IsShortcutForFocusEnabled registry

Values

Set the appropriate value to put the focus on the prediction panel with a keyboard shortcut.After the focus is on the panel, other keyboard shortcuts continue to work regardless of this setting.The default value is False.

Note:TheTruesetting can impact performance/speed in Outlook.

True

False (default)

IsPanelAutoMoveEnabledregistry

Values

Set the appropriate value to move the ndMail panel automatically to the bottom of the items list if the reading pane is turned off.

If set to False, ndMail panel is not displayed.

True (default)

False

ExplorerPanelHeightregistry

Values

Defines theinitialsizeof the Predictions Panel:

height (if the panel is at the top/bottom)

or

width (if the panel is vertical on the right/left of the Reading Pane)

Integer values between 130 and 460.

The value is in pixels.

Default: 0

IsAutoUpdateEnabledregistry

Values

Notify that a new version is available andusers can upgrade to it.

True (default)

False

FilingOperationType registry

Values

Set the default filing action.

File (default)

FileAndMove

TracingEnabled registry

Values

Enable logs tracing that will provide detailed information about problems users might encounter during their work with ndMail. The Logs folder is located at the following path: C:\Users\[username]\AppData\Local\NetDocuments\Logs.The default value is False.

True

False (default)

RestTracingEnabled registry

Values

EnablendMail REST API calls tracing.The default value is False.

True

False (false)

PredictionCacheTimeInMinutes registry

Values

Set a time interval to refresh predictions. The default value is 15 (minutes).

Any integer value

Default: 15 (minutes)

FullPathCacheTimeInMinutes registry

Values

Set a time interval to refresh the full path of location.The default value is 43200 (minutes).

Any integer value

Default:43200 (minutes)

AlternativeUpdateUrl registry

Values

URL for an alternative update source.

For example, https://somelocation.com/AppVersions.xml

Default: None

IsAlternativeUpdateUrlEnabledregistry

Values

Enable/disable usage ofAlternativeUpdateUrlsetting.

True

False (default)

ConversationFilingregistry

Values

Enable/disable the conversation filing feature. If no value data is present or if the value itself does not exist, then the default behavior is to disable conversation filing. The value in HKCU prevails for this feature if there is a difference between HKLM and HKCU values. This value has no default state (the feature is disabled).

True

False (default)

MoveItemsOnFilingToFolderWithEntryId registry

Values

Move items to the location after filing. When a user selects the folder for File&Move in Settings, the folder ID is automatically added in Value. Note that it only works with Conversation Filing disabled.

Default: None

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The ExplorerPanelExpanded Registry

The InspectorPanelExpanded Registry

The ExplorerPanelLocation Registry

The InspectorPanelLocation Registry

With these registry keys, either collapse or expand the ndMail Predictions Panel or click theicon.

For more details, refer to tables below.

The ExplorerPanelExpanded Registry

Description

Value Data

In HKEY_CURRENT_USER (HKCU) hive, set the appropriate value to collapse the expanded predictions panel on the Outlook Reading Pane.

ndMail remembers user changes.

Note: Value from the HKLM hive has a higher priority.

True (this value is default)

Predictions panel expands in the default or inspector view in Outlook.

False

Predictions panel collapses in the default or inspector view in Outlook.

The InspectorPanelExpanded Registry

Description

Value Data

Set the appropriate valueunder Software\NetDocuments\ndMail root in either HKEY_CURRENT_USER or HKEY_LOCAL_MACHINE.

True (this value is default)

Predictions panel expands in the inspector view in Outlook.

False

Predictions panel collapses in the inspector view in Outlook.

Also, customize the location of the ndMail predictions panel by dragging it to the top, bottom, left, or right side of the Outlook reading pane. Similarly, you can set the InspectorPanelLocation registry value (the inspector view) or ExplorerPanelLocation registry value (the main Outlook view) in the HKCU hive. For more information, refer to tables below.

The ExplorerPanelLocation Registry

Description

Value Data

In HKCU hive, set the appropriate value to change the location of the predictions panel on the main Outlook view.

This is a setting for the default value. ndMail remembers user activities. The user can move the ndMail prediction panel to the needed location.

10 TopReadingPane(this value is default)

11 BottomReadingPane

12 LeftReadingPane

13 RightReadingPane

1 TopSubpane

2 BottomSubpane

The InspectorPanelLocation Registry

Description

Value Data

In HKCU hive, set the appropriate value to change the location of the predictions panel in the inspector Outlook view.

This is a setting for the default value. User changes are remembered. You can move the panel by clicking the ndMail top row and dragging it to other location.

1 INSPECTOR_TOP_SUBPANE(this value is default)

2 INSPECTOR_BOTTOM_SUBPANE

3 INSPECTOR_RIGHT_SUBPANE

4 INSPECTOR_LEFT_SUBPANE

[email protected]

The NetDocumentsndThread award-winning collaboration technology brings together key activities conversations, documents, and more into a unified, topic-based solution.

Discover how ndThread’s technology drives productivity and enhances the workflow of teams.

Product Information and Announcements

ndThread Update Notes

Datasheet

Whitepaper

Admin Topics

ndThread Administration

User Topics

User Requirements, Download, and Access

ndThread Interface Overview and Navigation

How to Use ndThread

Support and Feedback

The following information is intended for end users.

User Requirements, Download, and Access

Requirements

Download ndThread

ndThread for Desktop - Windows and Mac

ndThread for Mobile - iOS and Android

Access ndThread

Requirements

ndThread is available in the browser, as a desktop application, and through native mobile apps.ndThread supports the following platforms:

Operating System: Windows 7, 8, & 10 or MacOS X

Browser:Chrome, Edge, Firefox, Safari, IE

Devices: iOS and Android

Download ndThread

ndThread is an add-into NetDocuments purchased separately. Please contact NetDocuments Sales for information to add this product to your subscription.

If your firm has not licensed ndThread, you will not be able to take advantage of the application. In this case,after logging in, the following message appears:

ndThreadforDesktop - Windows and Mac

Download the ndThread installer from the links below and follow the instructions:

ndThread for Windows (32- and 64-bit): https://apps.netdocuments.com/apps/ndThread/ndThread.exe

ndThread for Mac/OSX(support for the most recent two versions of OS X): https://apps.netdocuments.com/apps/ndThread/ndThread.dmg

Silent installation is available for 1.0.38 and higher when using this command:ndThread-#.#.##.exe /S (for example,ndThread-1.0.38.exe /s). A list of the desktop registry settings is attached.

ndThreadforMobile - iOSand Android

Download the ndThread mobile application from the links below:

ndThread for iOS: Download from iTunes

ndThread for Android: Download from the Google Play store

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Access ndThread

Apart fromthe browser,ndThreadis also available for Windows and Mac as a desktop application and for iOS and Android as a mobile application.

If you prefer using your browser, click one of the links below, depending on the NetDocuments service you connect to:

US (Vault): https://ndthread-us.netdocuments.com

EU: https://ndthread-eu.netdocuments.com

AU: https://ndthread-au.netdocuments.com

Alternatively, on the NetDocuments corporate website ( https://www.netdocuments.com/en-us/ ), go to the menuin the upper-right corner, select theSign Inoption, and then under ndThread, select the host service.

ndThread supports the latest versions of the most popular browsers (Chrome, Edge, Firefox, Safari, IE).

If you are logged in to NetDocuments in the same browser, then you do not need to log in to ndThread.

The first time you accessndThread, a message prompt asks you to allowndThreadto access your NetDocuments account. SelectAllow and proceed. You need to do this only one time.

In NetDocuments, the Threads tab appears for workspaces. You are able to access the thread for a particular workspace without going directly to ndThread.

When you first access the Threads tab, the following message appears. Select Allowand proceed with using the workspace threads.

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ndThread Interface Overview and Navigation

Table of Contents

Overview

ndThreadDesktop and Mobile Overview

Workspaces Tab

Direct Messages

Documents Page

The ProfileMenu

Overview

ndThreadis an add-in to NetDocuments that unifies conversations, documents, and other activities into a single solution.ndThreadprovides two levels of communication:

Workspace-level threads

Direct messages to other users

ndThread also allows adding comments to documents or to specific document parts.

Main ndThread terms:

Repository This represents the place in NetDocumentswhere your firm stores all the documents and other created content. Each NetDocuments client has their own repository. Each repository typically consists of one or more cabinets.

Note: The repository selector in ndThread prompts you when you have unread messages in other repositories (besides the currently selected repository).

Internal and External Members A member (or a user) is anyone who has a NetDocuments account.

An internal member is a user who works for a firm that licensed a NetDocuments repository. For example, an attorney at a NetDocuments law firm client. Every person who works for a NetDocuments client is an internal member with access to that client’s repository.

An external member is a user given access to a specific repository but who does not work for the client that licensed that repository. For example, the General Counsel at a company that is a client of a law firm that licenses NetDocuments.

If external users are members of the cabinet where direct messages are stored, then internal users are able to initiate direct messages that include external users.

If external users have access to a NetDocuments workspace, you are able to invite them to the ndThread workspace and allow to participate in threads.

Note:External users get access to workspaces and threads only after an invitation of an internal user; they are not able to self-join. External users also have access to document annotations. Internal users get a warning when external users have access to content.

Threads shared externally include theicon in the list of threads. This indicator also appears for documents shared externally.

The same user can be an internal member of one repository and an external member of another.

Workspace A NetDocuments workspace is a storage area associated with a specific matter or project.

A NetDocuments workspace has these key attributes:

A unique association with a matter or project, like a client/matter number.

The users and groups with access to the workspace, and the access rights.

The structure of the workspace (filters, folders, etc.) and the content stored there.

Access the same workspace through ndThread to allow members of the workspace to participate in conversations about the associated matter. However, members who have access to the NetDocuments workspace need to affirmatively choose to participate (or accept an invitation to participate) in those workspace conversations that are available via ndThread.

Initially, only internal members of a repository may participate in those workspace conversations available through ndThread.

Thread A thread is a single, ongoing conversation related to a specific workspace. Although a workspace can have multiple threads, a Team thread appears by default with every workspace.Within conversations, you can highlight documents for review. There are two types of threads:

Public Every internal member of the workspace has access to a public thread associated with that workspace.

Private Limited to specific internal members of a workspace invited by the creator of the private thread.

Direct Message A direct message is an instant conversation between two or more internal members (up to 9 in total) that is not directly associated with a workspace.

Message A message is a discrete addition to a thread or direct message created by a user.

Conversation - A conversation starts when you reply to the message in a thread or direct message. Multiple conversations can take place in the same thread. The list of conversations appears in the right pane of a thread or direct message.

@mention An @mention is the text you can add to a message by typing an @ followed by the user’s name. (You are able to @mention only the users who are participating in a specific conversation.) Use an @mention for two reasons: to call attention to someone specific, but also to trigger sending a notification to the user with the content of the message.

Notification A notification is a way to alert you about new messages in ndThread that you have access to, consistent with any notifications settings you configured.

Comment A comment is a note associated with a document stored in NetDocuments by a member who can view the document (limited to internal members). These comments do not change the document directly and relate to a specific version of the document. There are two types of comments:

Global comments are relating to the document as a whole.

Contextual comments are relating to a specific part of the document, like a highlighted sentence.

On the left side, find the main Navigation Bar where you can toggle between Workspaces and Direct Messages.

In case you have access to multiple NetDocuments repositories that have ndThread enabled, a repository selector appears above the main Navigation Bar. It allows you tolimit the content of the threads and direct messages to a single repository.All workspace and user searches that you perform are limited to the selected repository.

In the repository selector, choose the needed repository from the drop-down list. ndThread highlights the repository selector with the orange color to indicate that you have unread messages in other repositories (besides the currently selected repository).

Note: On narrow screens (like a smartphone screen), the Navigation Bar is hidden by default.

Workspace threads provide the ability to create and join threaded conversations within a specific workspace.Your threads are sorted alphabetically (except for the default Team thread, which always comes first).

Both in a workspace thread and in adirect message, typeyourtext in the typing area on the bottom of the page and press Enter to send it.

(On a smartphone, click a paper airplane icon to send the message.)

Select theicon on the left side of the message pane to access the following options:

Mention Someone - Mention other users who are members of the same thread (or direct message).

Link to a Document - Add a link to an existing document (in the workspace thread).

Upload Document - Add a new document.

A document uploaded to a workspace thread or to a direct message appears as a link with metadata.

In case you lose an internet connection, ndThread informs you with a corresponding message. To prevent any loss of data, ndThread blocks the access until the connection is restored.

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ndThread Desktop and Mobile Overview

The best ways to access ndThread are from the desktop application and the mobile app:

The desktop application provides robust notifications when new messages appear (compared to accessing ndThread in a browser). When you are at your computer, the desktop app is the ideal way to access ndThread.

The mobile app provides access to ndThread on the go and includes push notifications about new messages.

ndThread for Desktop Windows and Mac

The ndThread desktop application is available for both Windows and Mac.

For downloading, see Download links

The first time you access the ndThread desktop application, select your NetDocuments service:

Next, a message prompt asks you to allowndThreadto access your NetDocuments account. SelectAllow and proceed. You need to do this only one time.

The desktop application has an additionalndThreadMenu that contains several options:

About ndThread- Redirect to the support page.

Check for Updates - Update the current version of the desktop application to the latest one.

Note: You also receive notifications about updates available.

Change Service- Log in to a different NetDocuments service.

Reload - Reload in case there are any issues with the desktop application.

Note: If reloading does not fix the issue, select Quit, and then relaunch the application.

Quit - Exit the desktop application.

If you click theicon in the upper-right corner of your screen, the application disappears from the taskbar but it is available in the system tray. That means desktop notifications still appear. In this case, you receive a corresponding notification.

ndThread sends you the notification about relevant information and important activity.

Make sure to sign up to receive notifications. By default, you receive desktop, mobile, and email notifications, but only when someone sends you a direct message or @mentions you in a message.

To change notification settings, select your avatar in the lower-left corner, and select Preferences.

To mute notifications and unread indicators, select the check box at the top of Preferences.

Note: Unread indicators will still appear for @mentions and direct messages.

Choose desired notifications preferences, then selectSave Preferences.

A desktop notification includes the message, the profile picture of the user, and the content.

Email notifications sent by ndThread use consistent headers to enhance your search. Additionally, you get one email that includes information about several actions (received messages) instead of one email per action.

Below Notifications, configure how unread messages appear in Conversations.

By default, ndThread always highlights conversations with unread messages.

You are participating in a conversation if you created the original message or added a reply to the conversation.

Note: Unread conversations in a direct message are always highlighted.

Conversation preference settings are disabled when you mute unread indicators.

You can configure awareness preferences for specific workspaces and threads, not only for the whole account.

After setting preferences for an account,hover over the workspace or thread name, select theicon, and then selectPreferences.

Select the Override account preferences check box, and then change preferences.

If you set preferences for a particular workspace, they will apply by default to every thread in the workspace.

ndThread for Mobile Android vs iOS

You have an opportunity to work on the go withndThreadmobile application. The ndThread mobile application is available for both Android and iOS. For downloading, see Download links.

The first time you access the ndThread mobile application, you need to select your host service (United States, Europe, or Australia). If you have not done this previously, a message prompt may appear asking you to allowndThreadto access your NetDocuments account. SelectAllow and proceed.

In ndThread mobile application, the main Navigation Bar is hidden. To access it, tap theicon in the upper left corner of your screen.

Then, main Navigation Bar appears. The look-and-feel is the same as for the desktop application.

ndThreadsends you notifications about an important activity.

To configure in what way you receive the notifications, go to the Profile menu and selectPreferences.

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Workspaces Tab

ndThread workspaces are metacentric locations for conversations. They are related to NetDocuments workspaces. So, if you have access rights to the workspace in NetDocuments, you will be able to join it in ndThread.For each workspace in NetDocuments, there are either one or several threads.

To access the workspace threads, from the Navigation Bar, select theWorkspaces icon.

The Workspaces tab provides access to the workspace threads and access to thedocument annotation feature. On the bottom of the Workspaces tab, there is a Workspace List.

Workspaces with messages you have not yet read appear in their own UNREAD section. Unread Workspaces appear at the top of the list with an orange color.

Favorites Workspaces appear at the top of the list, above the unread ones.

If you select a workspace in the list, all the threads for the selected workspace appear above it as well as a link to browse the documents in that workspace.

Each selected ndThread workspace includes two key features:

A default Team thread, apart from other threads added after creation of the workspace.

A link to documents.

If you are the first user to access the workspace Team thread, then a single message appears in the thread, indicating that you joined the workspace. (Every time a user joins or leaves a workspace, a message appears in the Team thread for that workspace.)

The following message appears when you invite a user to join a thread. This message cannot be edited or deleted.

You see existing messages if other users joined before. The number of users in the thread appears at the top:

The first number indicates how many members are online, and the second number is the total number of the thread members.

Hover over theicon at the top of any threadpage or the Documents page to view information about the document.

To search, in the upper right corner of thepage, selecttheicon,typethe search terms, and then press Enter. The results are split between matching messages and matching workspace documents (matching only on document names).

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Direct Messages

Direct messages provide the ability to communicate with other users individually or in groups, up to 9 people in total. You can interact directly with any user of NetDocuments.

To access the direct messages, select theDirect Messages icon on the Navigation Bar.

Your 20 most recent direct messages appear in the left pane of the Direct Messages tab.

When you switch between workspaces and direct messages, ndThreadremembers the last workspace and direct message you selected.

You receive notifications about getting new direct messages in desktop and mobile applications. Additionally, the taskbariconindicates the number of unread messages in desktop application. The Direct Messages icon also shows the number of unread direct messages.

Unread Direct Messagesappear in an orange color.

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Documents Page (for Workspace)

You can find theDocuments page under the list of all a workspace's threads.

The Documents page shows all filters, folders and saved searches in the workspace, similar to the workspace summary page in NetDocuments. You can preview PDF, Word, and PowerPoint documents. Samely you can upload and view email messages.

You can sort documents in different orders. Select the needed option from the drop-down list, sorting documents by name, ID or update date.

To add a new document to the page, click Add.

If you hover over a document name, theicon appears. Select it to view the link to the document.

To open the document, select the needed one from the list. The document view looks as follows:

In the upper right corner, there is a document version indicated. If you view an unofficial version, a corresponding indicator appears. Your comments are unique per each version.

To download the document locally, select theicon.

To open the document in NetDocuments, select theicon.

On the right of the document, there is a list of comments. Your comments can be global (referring to the document in general) or point (highlighting one specific piece of text).

Click Reply to answer a comment.

Below each point comment, there is a navigation number, e.g..Select the number to go directly to the text it refers to.

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The Profile Menu

Select the User Avatar icon at the bottom of the Navigation Bar to open the Profile menu.

The Profile menu provides the following options:

Profile -Access your user profile.

Preferences - Change notification settings.

Start App Tour - Launch the application tour in case you want to revisit it.

Help - Redirect to the support page.

Logout - Log out of the application.

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How to Use ndThread

User Topics

First-Time User Tour

Create and Join Workspace Threads

Rename and Delete Threads

Leave Threads

Invite Other Users to a Workspace

Favorite and Leave Workspaces

Direct Messages

Documents in a Thread

Edit, Deleteor Copy a Message

Markdown

Other Features

Log Out

Registry Settings

First-Time User Tour

When you accessndThread for the first time, a pop-up message appears offering to show a quick tour through the most important features.

To proceed with the tour, click Next. You can also clickSkip, and then come back to the tour later. To view the user tour later, go to the Profile menu and selectStart App Tour.

ndThread shows the pop-up message with the first-time user tour once per user.

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Create and Join Workspace Threads

Make sure to join ndThread workspaces that correspond to the NetDocuments workspaces in which you are actively involved.

On the Navigation Bar, selecttheiconto open the Workspaces tab.

Unless your colleagues invited you to a workspace, this message appears on the Workspaces tab:

Select the Join Workspaces button.

Alternatively, to join the workspace:

Go to the Workspaces tab andclick theicon.

In the search box, type search terms (client, matter, or matter number).

PressEnter.The NetDocuments workspaces you have access to appear as search results.

Select Joinnext to every workspace you want to access in ndThread so that you can participate in conversations about those workspaces.

SelectClose.

When you join a workspace, by default you have access to all the public threads in that workspace. Selectany of the workspaces you joined, and the selected workspace appears above the list of workspaces.

A public Team thread is created by default for all workspaces. Any internal user who has access to the workspace can access the Team thread too.

Select the “#/#” information at the top, and the list of users appears on the side, including the online and offline ones:

You can create new public or private threads inside the selected workspace by clicking the icon and selectingCreate a Thread.

To create a private thread, selectPrivate check box, then in a drop-down list select users who can access this thread and clickCreate.

Ifyou want to join or re-join the thread, click the icon to the right of your selected workspace, then select Join a Thread. Alist of the public threads in the workspace appear:

If you join a conversation that exists for some time, you are able to see the whole history of conversations no matter how big it is.

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Rename and Delete Threads

You are able to change the name of a thread in case you are a thread creator or a Cabinet Administrator.

Note: You are not able to rename the Team thread.

Hover over a thread, select theicon, and then select Rename:

You are able to delete a thread in case you are a thread creator or a Cabinet Administrator.

Note: The Team thread is impossible to delete.

Hover over a thread, select theicon, and then select Delete:

Leave Threads

For some workspaces, the number of available threads may grow quite large or there may be some threads that you do not want to participate in. For those situations, you are able to leave a thread that you don’t want to appear on your list or do not want to receive notifications. Hover over a thread, click theicon, and then click Leave Thread:

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Invite Other Users to a Workspace

If some of your team members did not join the workspace conversation, invite them by selecting the icon to the right of the selected workspace and selectInvite Users to Workspace.Then, choose users who have access to the NetDocuments workspace and add them to the ndThread workspace. You add them to every public thread in the workspace by default.

Alternatively, when searching the needed user, press the Up and Down arrow keys to move through the matches and press the Enter key to select a user.

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Favorite and Leave Workspaces

You usually access some workspaces more often than the others. In that case, you have the ability to mark a workspace as a favorite. Hover over the workspace name, click theicon, and then selectFavorite Workspace.Favorited workspaces always appear at the top of the workspaces list.

To remove a workspace from the favorite list later, hover over the workspace name, click the icon, and then selectUnfavorite Workspace.

If you do not want to participate in the workspace anymore,click the icon, and then clickLeave Workspace.The workspace no longer appears in your list of ndThread workspaces and you do not receive further notifications from of any of the threads in the workspace.

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Direct Messages

To start a conversation with another user, go to the Navigation Bar, select theDirect Messages icon, and thenselectthe icon. In the search box, type a user name, select the needed user, and then click OK.

Alternatively, when searching the needed user, press the Up and Down arrow keys to move through the matches and the Enter key to select a user.

To remove a direct message from the list, hover over the direct message and select the (x) button. You do not delete a direct message. It disappears from the list only. If you need to find that direct message later for any reason, select the Start a Direct Message button and then type in the name of another user who participated in that message.

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Documents in a Thread

Uploading a Document

If you want to upload a document to your conversation, there are two possible solutions.

In the typing area, click theicon, and then select Upload document. Select the needed document, and then click Open.

Alternatively, you can drag the needed document to the typing area.

In the Upload dialog box, type a document name, select one or several threads for referencing the document, and select the destination folder. Then click Save.

The uploaded document is saved directly to NetDocuments.

To access the documents, go to a workspace list and select the needed workspace. Then, selectDocumentsand click to open the document you need.

Sending NetDocuments Links

If you copy and paste a NetDocuments link into ndThread, a file component is displayed similarly to how it works for ndThread documents and document links.

Commenting on a Document

Select the document you need to preview.

Then, highlight the text you want to comment on by clicking it. In a pop-up dialog box, type your comment and click Post.

Select a comment in the document and then ndThread shows that comment in the right pane.

If you add comments to a document version, you have a possibility to lock the version of the document first to ensure that any comments added to specific parts of a document continue to point to the same location.

A locked version has a lock icon next to the document name on the Documents page, in a document link in a thread, and in the document preview.

Edit, Delete or Copy a Message

After adding a message, you can copy a link to the message, edit it, or delete it later by hovering over it and selecting the needed icon.

You are able to edit and delete only the messages you added. An edited message appears with an edited note.

A deleted message is replaced with [Deleted message].

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Markdown

ndThread allows formatting your text in messages to make it bold, italic, etc. See the guidelines below:

*italic* (or highlight the text and press Ctrl+ifor Windows/Command+ifor Mac)

**bold** (or highlight the text and press Ctrl+b for Windows/Command+b for Mac)

~strikethrough~

> multiline

> blockquote

`inline code`

```block code

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Other Features

To view a user's details, select the User Avataricon.

To upload a different profile picture, selectBrowse...and choose an image stored on your computer. If you do not upload your picture, the avatar is default.

To remove your avatar, select theicon and confirm your action.

To search for messages, click theicon in the upper-right corner and enter a keyword.Your search results are divided into messages and documents.

Note: The documents you search in a thread are limited to documents in the joined workspaces, and the search is limited to document name.

To edit the last message you sent, press the Up Arrow key on the keyboard.

To mention a user in a conversation, enter @and select the needed user from the list. Alternatively, go to theicon in the typing area, and select the Mention Someone button.

Enter@allto notify everyone in the thread.

To export a workspace thread or a direct message to CSV or PDF, select theicon in the upper-right corner. Selecting Export as CSV or Export as PDFdownloads the corresponding file to your computer.

To add a link to an existing document,go to theicon in the typing area, and select the Link to a Document button.

To add a new document, go to theicon in the typing area, and select the Upload Document button.

To add an emoticon, click theicon in the typing area and choose the needed one.

You can also paste a link to a website, and then ndThread shows some helpful context about the website:

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Log out

To log out of ndThread, go to the Profile menu and click Logout. The following message with two options appears:

To fully log out, select Click here to log out of NetDocuments.

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Registry Settings

Description

Value data

By default, Windows auto-runs ndThread application. To prevent it, add the setting via the registry (this only applies if used during the initial installation).

In Computer\HKEY_LOCAL_MACHINE\SOFTWARE\ WOW6432Node\NetDocuments\ndThread, add AutoRunas a32bit REG_DWORD.

0 - Prevent ndThread auto-run

1 - Keep ndThread in the Windows auto-run list

By default, Windows creates an ndThread shortcut. To prevent it, add the setting via the registry (this only applies if used during the initial installation).

In Computer\HKEY_LOCAL_MACHINE\SOFTWARE\ WOW6432Node\NetDocuments\ndThread, add CreateUserShortCut as a32bit REG_DWORD.

0 - Prevent the creation of ndThread shortcut

1 - Create an ndThread shortcut

Configure the default host that ndThread connects to (US/Vault, EU or AU)by adding the registry setting.

In Computer\HKEY_LOCAL_MACHINE\SOFTWARE\ WOW6432Node\NetDocuments\ndThread, add SelectedRegion as a32bit REG_DWORD.

Note: You can add the default host setting after installation of ndThread. If you logged in previously, you also need to select ndThread>Change Sevice, then quit the application and restart it.

United States

Europe

Australia

Support and Feedback

If you have any feedback, questions or report issues, please contact us ator call at the closest customer support center:

US customers, call801-226-6882or866-NETDOCS (638-3627).

EU customers, call+44(0) 2034.556770.

AU customers, call+61 2 8310 4319.

We thank you for your input and feedback and appreciate you using NetDocuments and associated product features. We value you as a customer.

The NetDocuments Team

In the table below, you can find the log name and its detailed description.

these logs appear under the \%localappdata\%\NetDocuments\ndMail\Logs\path by default.

Log

Description

ndMailApplication.log

Log exceptions that occur in the ndMail application. Includes exceptions’ stack traces. These logs are always system-created, and they do not depend on user’s settings.

ndMailOutlookAddIn.log

Log exceptions that occur in the ndMail Outlook add-in. Includes exceptions’ stack traces. These logs are always system-created, and they do not depend on user’s settings.

ndMailOutlookAddInTrace.log

Tracing logs in the ndMail Outlook add-in. These logs include time of execution, duration, and method parameters of the add-in. These logs depend on the TracingEnabled registry. (HKEY_CURRENT_USER\SOFTWARE\NetDocuments\ndMail). The default value is set to False. Users need to modify it to True.

ndMailApplicationTrace.log

Tracing logs in the ndMail application. These logs include time of execution, duration, and method parameters of Tray Application. These logs depend on the TracingEnabled registry. (HKEY_CURRENT_USER\SOFTWARE\NetDocuments\ ndMail). The default value is set to False. Users need to modify it to True.

ndMailApplicationRESTApiTrace.log

REST API trace logs interactions with REST API. Shows request, response, time, duration, and request parameters. These logs depend on the RestTracingEnabled registry. (HKEY_CURRENT_USER\SOFTWARE\NetDocuments\ndMail). The default value is set to False. Users need to modify it to True.

ndMailApplicationJournal.log

Logs that have information about the start/stop/connection lost/restored activities. Also, include key operations like: email filing started, email filing finished, and so on.

NetDocuments offers an additional variant of its iOS and Android mobile apps that can be used with any Enterprise Mobility Management (EMM) vendor’s management platform that supports the AppConfig standards, such as VMWare AirWatch, MobileIron and IBM Maas360.

The EMM version of the iOS app was initially released on 18 July 2017 and has been continually updated. Get it on the iTunes app store.

A single version of the Android app was initially released on 8 December 2017 that includes EMM features. Get it on Google Play. On 11 December 2018, versions of the Android app for MaaS360 and AirWatch were released.

What is AppConfig?

Historically, when a mobile app developer needed to create a version of its app to support a specific EMM platform, the developer needed to use the EMM vendor's proprietary SDK, which required the creation of a custom version of the mobile app for each EMM vendor, in addition to the need to test and maintain each version of the app separately (plus the need to maintain separate AppStore listings), even though each EMM version of the mobile app provided essentially the same features and restrictions.

The AppConfig Community was created to allow a mobile app developer to offer a single EMM version of its mobile app, using agreed-upon standards, that any EMM vendor could choose to support. Because the AppConfig standard has gained traction with leading EMM vendors, NetDocuments has determined to offer a version of its iOS and Android apps that supports AppConfig. NetDocuments also has joined the AppConfig community.

How it Works

To restrict a repository to use only the EMM version of the app, the firm must configure device settings so that only the EMM version of the app can connect to their repository. Learn More.

Any EMM platform that supports AppConfig can manage every AppConfig mobile app in specifically defined ways, like deployment and tunneling. (Other platforms that do not officially support AppConfig have also been used to manage the NetDocuments mobile apps, including Citrix XenMobile and Intune.) In addition, each mobile app vendor can choose to add other restrictions that are specific to its mobile app, which restrictions can be configured from the EMM platform.

Below are the settings that are applicable to the EMM version of both the iOS and Android app:

These settings are new in v2.4 of the iOS app and are not applicable to the Android app:

Configuration Key

Values

(Each has a name and its String or Integer value. Depending on the EMM platform, enter EITHER the name or the value, but not both.)

Description

kMDM_APP_HOST (alternatively, kMDM_HOST for iOS)

ACPHOST_US = “US” (this is the default if this key is not set)

ACPHOST_EU = “UK”

ACPHOST_AU = “AU”

ACPHOST_DE = "DE"

Set the default host location that the app will login to

kMDM_APP_LOGIN_VIEWER (or kMDM_LOGIN_VIEWER) (applicable to iOS only)

Classic = 0 (default)

New = 1

Use the New (1) setting to support certificates used as part of federated identity authentication, or for other, non-standard forms of authentication.

kMDM_APP_FEDERATED_IDENTITY

A string value

The repository ID of client's repository, which will allow

users to bypass the normal login page and go directly to

the organization login page. (For example: "CA-1AZ9MNOP".) This may not work for every client.

kMDM_APP_OPEN_IN_POLICY

OPENINPOLICY_UNAUTHORIZED = 0 (default)

OPENINPOLICY_AUTHORIZED = 1

OPENINPOLICY_WHITELIST = 2

Controls the Open In feature

kMDM_APP_OPEN_IN_WHITE_LIST

An array of bundle IDs. Learn how to find an app's bundle ID

This is a list of apps that can be used to open documents

kMDM_APP_PASTEBOARD_POLICY

PASTEBOARDPOLICY_UNAUTHORIZED = 0 (default)

PASTEBOARDPOLICY_AUTHORIZED = 1

PASTEBOARDPOLICY_SECURECOPY = 2 (Android only)

0 - Restricts copying from documents and pasting to other apps

1 - Allows users to use copy/paste

Note that the setting to allow copying and pasting to secured applications is no longer supported on iOS (value 2), because iOS cannot support it. 2 - Restricts copy/paste to only work between apps that are managed by their provider's profile.

kMDM_APP_OFFICE365_POLICY (alternatively, kMDM_OFFICE365_POLICY for iOS)

ACOFFICE365_HIDDEN = 0: hide the “Edit Using” button and do not allow the user to enable the setting

ACOFFICE365_DISPLAYED = 1: always show the “Edit Using” button and do not allow the user to disable the setting

ACOFFICE365_HIDDEN_DEFAULT = 2: show but uncheck the “Edit Using” button by default, but allow the user to change the setting to display it

ACOFFICE365_DISPLAY_DEFAULT = 3: by default Open in Office is enabled, but the user can disable it.

Whether to show the “Edit using Office” button

kMDM_APP_AUTOLOGIN_POLICY (alternatively, kMDM_AUTOLOGIN_POLICY for iOS)

ACAUTOLOGIN_AVAILABLE = 0: auto login is available (this is the default if this key is not set)

ACAUTOLOGIN_DISABLED = 1: auto login is disabled and cannot be enabled

ACAUTOLOGIN_ENABLED = 2: auto login is enabled by default but can be disabled

Whether auto login is available

kMDM_APP_PASSCODE_POLICY (alternatively, kMDM_PASSCODE_POLICY for iOS)

ACPASSCODE_OPTIONAL = 0: no passcode required (this is the default if this key is not set)

ACPASSCODE_REQUIRED = 1: passcode required

Whether the passcode is optional or required

kMDM_APP_PASSCODE_LENGTH (or kMDM_PASSCODE_LENGTH)

(Not yet available for Android)

An integer with a value of 4, 6 or 8 (the default is 4)

The required passcode length, which cannot be changed by the end user.

kMDM_APP_EMAIL_POLICY

EMAIL_POLICY_UNAUTHORIZED = 0: NO emails may be sent from the app. Neither the Email Link nor Email Copy options will be available in the Open In menu.

EMAIL_POLICY_DEFAULT_APP = 1: When emails are sent, use the default email app for the device (likely Mail for iOS). This is the default if this key is not set.

EMAIL_POLICY_MAAS360_SECURE_MAIL = 2 (iOS only): When emails are sent, the MaaS360 Secure Mail app will be used. If that app is not installed, no email will be sent.

EMAIL_POLICY_VMWARE_BOXER_MAIL = 3 (iOS only): When email links are sent, the VMWare AirWatch Boxer email app will be used. If that app is not installed, no email will be sent. When this setting is used, the email copy feature will be disabled, because Boxer cannot be used to send attachments from another app.

EMAIL_POLICY_OUTLOOK = 4 (Outlook).

Whether the app can send emails

kMDM_APP_EMAIL_LINK_POLICY

EMAIL_LINK_POLICY_UNAUTHORIZED = 0: NO Email Links may be sent from the app. In that case, the Email Link option will not be shown in the Open In menu.

EMAIL_LINK_POLICY_AUTHORIZED = 1: Email Links may be sent from the app (this is the default if this key is not set).

Whether the app can send Email Links

kMDM_APP_EMAIL_COPY_POLICY

EMAIL_COPY_POLICY_UNAUTHORIZED = 0: NO Email Copies may be sent from the app. In that case, the Email Copy option will not be shown in the Open In menu.

EMAIL_COPY_POLICY_AUTHORIZED = 1: Email Copies may be sent from the app (this is the default if this key is not set).

Whether the app can send Email Copies

kMDM_APP_SECURITY_CODE (alternatively,kMDM_SECURITY_CODE in iOS)

A string value of at least 8 characters and no more than 50 characters

An optional code that

must match the same

code entered on the

Device Management page

of the repository to allow the app to connect to

that repository.

kMDM_APP_WHATS_NEW (applicable to iOS only)

WHATS_NEW_ENABLED = 1 (default)

WHATS_NEW_DISABLED = 0

To disable the What's New dialog from appearing when a user installs a new version of the app.

Each EMM vendor has their own management console and method for configuring AppConfig apps.

For the iOS app, some vendors require an XML configuration file to be uploaded, whereas others may be able to pull this information from the AppConfig web site. Click here to View a Sample XML Configuration file that can be used for the iOS app. Here is a .plist version of the Configuration file. Here is a sample XML file that can be used for Intune for iOS. Note that different MDM platforms use different application configuration formats, so these samples may not work with every MDM platform.

In order to manage the Android app, use the following version of the app based on the MDM platform being used:

If using AirWatch MDM, install the NetDocuments for AirWatch version of the app.

If using MaaS360 MDM, install the NetDocuments for MaaS360 version of the app.

If using MobileIron AppConnect, install the regular version of the app and simply manage it using MobileIron.

For all other MDM platforms, the Android for Work container must be used, not the MDM vendor's native container.

Optional Security Code

A new, optional EMM setting has been added (kMDM_APP_SECURITY_CODE, alternatively, kMDM_SECURITY_CODE for iOS) to support a new security feature. This feature must to be used in conjunction with a new setting available on the NetDocuments web interface. This new feature can be used to limit the NetDocuments EMM mobile apps that can connect to a firm’s repository: only apps installed on devices managed by that firm.

To use this new feature, a Repository Administrator must enter a security code on the Repository Admin page. Then, using a supported EMM platform (such as AirWatch or MobileIron), an Administrator will push out the same security code to the NetDocuments apps managed by their firm (if the app is version 2.3 or later). Each managed EMM app will present this security code to the NetDocuments server on the next login. The security code presented by the EMM app must match the security code configured on the server. If there is no match, the EMM app will not be able to access the firm’s repository. (If the server has not been configured to use a security code, any security code presented by the EMM app will simply be ignored.)

Push the latest version of the app to all of your users to take advantage of this feature. When a security code is added or changed from an EMM platform and pushed it out to devices, all v2.3 iOS apps/v1.1 Android apps will be logged out and users will be forced to reauthenticate, to ensure that the new security code is presented to the server.

Here are the specific steps for configuring this new feature. Please note that these steps should be followed in this order and in a timely manner.

First, using your EMM platform, push out the latest version of the EMM app to all of your users or otherwise ensure that all of the apps are upgraded.

Second, on the “ndSync Policies and Device Management” page, configure your repository to limit access only to the EMM version of the NetDocuments mobile apps. A new “Security code” field will be shown when the “Only allow NetDocuments for EMM app” option is selected:

Enter a security code and submit the page. The security code must be between 8 and 50 characters.

Finally, using the new kMDM_APP_SECURITY_CODE setting from your EMM platform, push out the same security code to those apps. This final step should be completedas soon as possible after adding the security code on the server.

Do not set a security code on the server until you are ready to deploy it to your mobile apps.

After taking these steps, from the device management page, you can see if there are any mobile apps connected to your repository that are earlier than v2.3 for iOS and v1.1 for Android. If you cannot upgrade these devices from your EMM platform, then use the Device Management page to remove them.Some of them may be older apps that are no longer installed on any device.

support site

NetDocuments ndMail is the matter-based intelligent emailmanagement application a game changer with full cloud architecture built on the NetDocuments Trusted Cloud Platform integrated within Outlook.

NetDocuments in combination with ndMail provides key activities for busy law professionals, for filing emails and documents into a unified, matter-based solution.

Product Information and Announcements

ndMailUpdate Notes

A Quick Overview Video

Datasheet

Whitepaper

Admin Topics

Troubleshooting

ndMail Administration(Administration Help and Downloads)

User Topics

User Requirements, Download, and Setup

Three Tips to Use ndMail

ndMail Interface Overview and Navigation

How to Use ndMail

Support and Feedback

Attention: To use ndMail, it requires thatMicrosoft Exchange and ndOffice already set up and functioning in your office by an administrator. If you are an administrator, go to the ndMail Administration topic for administrative requirements and best practices in setting up, configuration, and distributing ndMail to each client endpoint.

The following information is intended for end users.

User Requirements, Download, and Setup

Setup prerequisites:

Microsoft Windows 10 and 7 (64-bit)

Microsoft Office Outlook 2013, 2016 (32-bit or 64-bit), including Microsoft Office 365 subscriptions

ndOffice application, version 2.2 and above

Microsoft Exchange2010 SP3, 2013, 2016, Online (Office 365)

Download for the client:

In most situations, ndMail is downloaded and installed by an administrator. If you need to install it, download the software:

https://apps.netdocuments.com/apps/ndMail/ndMailSetup.exe

Install ndMail on the client:

Before installing, repairing, or uninstalling the ndMail application, you need to close Outlook.

Ensure the account has administrative rights before installation.

Obtain thendMail Install from your administrator.

Double-click thendMailSetup.exe, then selectNext.

When theNetDocuments Terms of Usedialog box appears, read the license agreement, select that you accept the terms, and selectInstall.

In theCompleted the NetDocuments ndMail Setup Wizarddialog box, selectFinish.

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Three Tips to Use ndMail

Once either you or your administrator has set up ndMail, ndMail helps you quickly file emails to proper locations in NetDocuments.

Tip 1: File an Email to NetDocuments

Tip 2: "File and Move" an Email to NetDocuments

Tip 3: Link Outlook Folders to NetDocuments

For more topics using ndMail, go to How to Use ndMail.

Tip 1: File an Email to NetDocuments

After you installed ndMail, it automatically generates a list of predictive filing locations to save your email.

To File an Email to NetDocuments:

Select the check box next to the location name (you can choose more than one).

If you do not see your desired filing location in the predictions, use the Cabinet tabs to select a different cabinet and ensure you are looking in the correct Cabinet.

Use the Search box or Browse button to find it. Do not worry, predictions improve the more you use ndMail.

If you want to make the email private,only accessible to you, in NetDocuments, select the Access button >Me. Even people who have access to that filing location cannot see the email.

If you want to make the email only accessible to the internal sender and internal recipients, select the Access button > Participants.

Select File.

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Tip 2: File and Move an Email to NetDocuments

Filing your sent items is as important as filing what you receive.

Note: Configure theFile and Move option in ndMail Settings.

To File and Move an Email to NetDocuments:

When composing a message, select a filing location before sending.If needed, selectRefresh to get updated results based on the details of your message.

If you do not see your desired filing location in the predictions, use the Cabinet tabs to select a different cabinet and ensure you are looking in the correct Cabinet.

Use the Search box or Browse button to find it. Do not worry, predictions improve the more you use ndMail.

Privacy - If you want to limit access, select Access.

Select the pull-down and selectFile and Move.

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Tip 3: Link Outlook Folders to NetDocuments

If you prefer to save emails using your existing email folders, ndMail lets you do that as well. After linking a folder, any email you move to that folder will automatically be saved to NetDocuments.

Note: Install Folder Mapping as a separate component.

To link OutlookFolders to NetDocuments:

Right-click any Outlook folder and select Map Folder to ND.

Use the Browse button to browse to your desired filing location in NetDocuments.Ensure to complete any required profile fields marked in red.Then, select OK.

Copy pre-existing emails too is selected by default.If you want to file emails that are already in the folder to NetDocuments, leave selected. Otherwise, clear the checkbox.

SelectLink to finish. ndMail adds "(nd)" to the end of the folder name to show it is linked (including mobile devices).

Pro tip: If you want to link subfolders (that are not already mapped to NetDocuments) to the same filing location as the one you are currently setting, select Link (unmapped) subfolders too.

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ndMail Interface Overview and Navigation

Table of Contents

Overview

The ndMail Predictions Panel

Primary Strategies for Generating ndMail Filing Predictions

ndMail Settings

Outlook Panels

Relevancy Rank

The Cabinet Tabs

Global Filing Indicator

Collapse or Expand the ndMail Predictions Panel

ndMail Folder Mapping

Pause and Start

ndMail Monitor List

More

Settings

Notification Settings

Overview

NetDocuments is the document and email management in the cloud. With ndMail integrated into Microsoft Outlook, leverage web-scale predictive technologies to file email messages to the correct location seamlessly. For each email, NetDocuments analyzes its content, recipients, attachments, and so on, to predict a set of filing locations where others have previously filed other similar email messages at your organization or on your team. The diagram shows the main ndMail user workflow.

The ndMail User Workflow

ndMail provides an intelligent, firm-wide predictive filing based on key criteria such as To, From, Cc, subject, contents, attachment names, and so on.

Predicted locations are visually ranked, indicating the prediction accuracy to file the email to the best location based on similar emails and documents in your NetDocuments repository.

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The ndMail Predictions Panel Overview

After installing ndMail and launching Microsoft Outlook, the ndMail predictions panel appears. Also, collapse and expand and move and resize the ndMail predictions panel.

The ndMail Predictions Panel

1

Relevancy rank. See the prediction accuracy for the predicted locations.

2

Rename. Rename an item subject before filing.

3

Access. View or edit access to the item you want to file.

4

Refresh. Click to manually refresh the predicted filing locations.

5

Search. Search for more locations to file an item.

6

Settings.Specify ndMail settings to file an item.

Note: This option is available with 1.1 release.

7

Browse. Select other locations for filing. The newly-selected location remains at the top of other predictions on the panel.

8

Collapse/expand chevron icon. Show or hide the predictions panel.

9

The Cabinet tabs. Select the cabinet where you want to file an item.

10

File vs File&Move. Automatically move the filed item to the selected folder when filing.

Note: The File&Move option is available with 1.1 release.

To view the diagram that illustrates how ndMail predictions panel works, see ndMail diagram.

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Primary Strategies for Generating ndMail Filing Predictions

The Locations to which Emails participating in a Conversation are Filed

When generating predictions for a particular email, ndMail will identify other emails that have been filed which are participants in the conversation thread.ndMail will offer the locations of those emails as recommended filing locations.

The locations to which emails exchanged with a particular user are filed by any user in a cabinet

When an email is filed, ndMail identifies the email address with whom the filing user is interacting and manages a history of where emails related to the opposite party are filed. ndMail will then generate recommendations based on the cabinet users' collective filing history, which will suggest locations based on where emails exchanged with a particular email address have been recently filed.

The locations to which emails are filed for the filing user

When an email is filed, ndMail will manage each user's individual filing history. ndMail will make recommendations based on where a user has recently filed emails.

The locations in which similar documents to the current email are filed

ndMail will make recommendations by looking for filing locations with emails similar to the email for which predictions are being generated. Sender, recipients, attachment names, and subject are taken into consideration when generating predictions.

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ndMail Settings

With 1.1 release, there is a new Settingsbutton in the upper-right corner of the ndMail predictions panel. After selecting it, thendMail Settingsdialog box opens.

The following options are available:

Select Folder to set up File & Move. When filing, automatically move the filed item to the selected folder. For this, choose theSelectfolderlink, and in theSelectFolderdialog box, select the desired location. On the ndMail Predictions Panel, find theFileandFile & Move drop-down options. TheFile & Movebutton automatically moves the filed item out of the current folder and into the selected location.

Prompt to file outgoing messages. Select this check box to see a prompt for selecting the location when sending an item. The prompt only displays the first time the user selectsSendand shows up as a red line around the filing panel which blinks three times. After this first prompt, the user can still send the item without filing, if needed, by selectingSendagain.

Note: See the additional registry settings to continually prompt them (i.e. force them to file on send)

Conversation filing. Pre-select the filing location where other emails of the conversation are filed.

Enable one-click filing. After selecting a filing location, the current email will be filed automatically when the next email is selected.

Show relevancyrank for predictions. Select this check box to see the relevancy ranking for predictions on the Main and Inspector views of different Outlook items. Relevancy rank tooltip indicates the recent location. Note that in an effort to optimize space, the default in 1.1 is tonotshow the relevancy rankings.

Check for updates.View information about your current version and select Check for updates for a new ndMail version as soon as it becomes available. If no new version is available, the corresponding message appears. In case there is a new version, you receive a prompt for installation. Note that your administrator has a right to control version updates. Then, you receivea corresponding notification.

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Outlook Panels

Note: This feature requires ndOffice 2.5.

With the ndMail 1.2 release, NetDocuments panels with navigation tree, documents list, and preview appear in Outlook.

Note:Your administrator must enable the panels in the corresponding registry setting.

Select any folder to view the Documents List.

In the Documents List, you can right-click the filed items, and then select one of the following options:

Open

Open as read-only

Open as a new document

Open as a new version

Rename

Print

Copy link

Copy ID

Email link

Email copy

Profile details

Lock document

Reply

Reply all

Forward

Open a version

Versions and attachments

In case you disable ndMail add-in for your Outlook, the panels are still available.

Relevancy Rank

Next to filing locations, you can see the real prediction accuracy percentage for the location and have visibility on its relevance and make a proper decision on selecting the filing location.

No lines colored 0 percent and disabled ranking and also manually-added locations from the Select filing location dialog box or by using the quick search

One line 1-19 percent relevancy

Two lines colored 20-39 percent relevancy

Three lines colored 40-59 percent relevancy

Four lines 60-79 percent relevancy

Five lines ->=80 percent relevancy

Note: With 1.1 release, you can see the "Rank: 0 (Recently used location)" tooltip, in case prediction returned fromthe serverhas "0" relevancy rank.

The Cabinet Tabs

From the Cabinet tabs, select the cabinet to file an item. This cabinet remains selected for the next items to file until you select a new one from the Cabinet tabs. The filing is performed only per selected cabinet.

If you select a location in a particular cabinet but decide to navigate to another cabinet, then the selected location in the previous cabinet is lost.

If there are no cabinets available, the following message appears: The server cannot display filing locations without an active repository. Please contact your administrator.

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Global Filing Indicator

The global (firm-wide) filing indicator shows items in your mailbox that you or someone else at your organization filed.

Global filing indicator

With 1.6, the GFI process will check all cabinets that you have open as tabs on the ndMail predictions panel and will set the GFI for that item (if it is found to be filed in any of those cabinets). Additionally, if an item is filed in a cabinet that is not the active cabinet tab, a blue checkmark appears on the cabinet tab where the item is filed, as shown below.

Tip: You can leave the ndMail predictions panel collapsed and the GFI will continue to update.

With 1.7, an outlined checkmark appears to indicate the cabinet tabs where the filing location is automatically pre-selected by conversation filing.

When replying or forwarding an email, ndMail pre-selects the location automatically ifany emails in the conversation were filed by another NetDocuments user at your organization.

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Collapse or Expand the ndMail Predictions Panel

Either collapse or expand the ndMail predictions panel by selectingtheicon. Also, set the appropriate value in HKCU hive. Learn More

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ndMail Folder Mapping

ndMail folder mapping creates links between Outlook and NetDocuments folders. Any emails filed into a linked Outlook folder is automatically profiled to NetDocuments correctly, which means that you can leverage existing Outlook folders without changing the way you work.

On the Microsoft Outlook ribbon, you can see thendMailtab.

Note: With 1.6, administrators can force you to map new Outlook folders. In that case, when you create a new folder, the dialog box appears forcing you to map a folder.

Pause and Start

If syncing pauses, the existing items andthe items you have moved to this Outlook folder will be added to the queue and will not be uploaded to the NetDocuments Web Interface. Upon selectingStart,syncing will be started and all items will be uploaded to the NetDocuments Web Interface.

ndMail Monitor List

After selecting thendMail Monitor Listbutton, theLink to NetDocumentsdialog box opens.

The following options are available:

Edit -Click to change the Outlook folder to NetDocuments folder linking. Upon selecting this option, theLink Folder to NetDocumentsdialog box opens. You can either unlink the corresponding folder, re-sync it, or edit the previously specified settings by selecting the ellipsesbutton.Note: Select theellipsesbutton, to open the Select location in NetDocuments dialog box, where you can edit the needed location for folder mapping.

Unlink -Selectto unlink the Outlook folder. Emails from this folder will no longer be automatically copied to NetDocuments.

Re-Sync- Select to start copying items to NetDocuments from this folder. Two options are available:

Only emails that have not been copied previously

All emails (even if they were copied previously)

Failed Emails -Click this link to view error emails. You can find the information on the error itself, email address, subject, delivery date, and folder path in Outlook.

Note: Right-click the needed folder, and then selectEdit/Remove ND Folder Mappingto open the sameLink to NetDocumentsdialog box.

More

SelectMoreto get to the following options.

Settings

In theSettingsdialog box, you can see two tabs:General SettingandAdvanced.

After selecting theGeneral Settingtab, you can select the following options:

Add category "filed to ND" once the item has successfully been uploaded to NetDocuments.

Display notifications balloon (for errors) in system Tray

Add/Remove (nd) or customized tag to the end of names of folders linked/unlinked to NetDocuments

After selecting theAdvancedtab, you can select the following options:

Show "ndMail folder Mapping" Folder. The folder where ndMail Folder Mapping stores its settings is currently hidden. You can click this button to show the folder.

Enable troubleshooting logging- Select this check box to record the troubleshooting logs which you can view by clicking theView Log Folderbutton.

Clear Main Queue-Clear the items that are queued for copying to NetDocuments.

Clear Error List- Clear the error list that has been generated when copying emails to NetDocuments.

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Notification Settings

After ndMail files an item successfully, a system notification appears at the far right of the taskbar. Also, view warning messages about errors that might have occurred during the document upload or download.

After ndMail files an item successfully to a selected location, the following notification message appears. This message appears for 6 seconds. To view the filed item on the NetDocuments web interface, select View in ND.

If ndMail does not file an item successfully, the following notification message appears for 25 seconds.

If this message appears, check if you:

Are filing an item to the correct ndMail configured cabinet

Have properly configured the Exchange Web Service

Are filing Exchange account emails

Otherwise, contact your administrator, if the problem persists.Learn more to Customize Notification Settings.

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How to Use ndMail

User Topics

Rename a Subject before Filing an Email

Access a Filed Item

Refresh an Email

Use Outlook Panels

Search an Item

Browse for Filing Location

File an Email to NetDocuments

File a Conversation to NetDocuments

Send and File an Email to NetDocuments

Map ndMail Folders to NetDocuments

Customize Notification Settings

Rename a Subject before Filing an Email

Rename the subject before filing an item.

To rename an item subject before filing an item

Select an item to file, and then, in the ndMail predictions panel, selectRename.

In the edit field that appears, type the name for the selected item, and then selectApply. You can enter up to 200 characters in the edit field.

To file the item to the needed location,selectFile.

To revert changes, pressESC.

To cancel renaming, pressESCtwice, or pressESC, and then selectApplyto close the edit mode.

Note:These characters are not supported for renaming: "/\:*?""<>| "

Access a Filed Item

To edit access to the item that you want to file, click the Access option (appear as listed below), select the check box(es) > Apply.

Default Inherit access from the selected location. This setting is always selected for each next email to file.

Me Only you can access the filed item.

Participants - The internal sender and internal recipients (To and Cc fields) of the email have access to the filed item in NetDocuments.

Hover overParticipantsorMe, and theOnlybutton appears.To clear othercheck boxes, select Only. Note that your administrator may disable theMe onlyfiling option.

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Refresh an Item

An automatic refresh occurs after entering or changing the subject for a new email, adding recipients to To and Cc fields, or adding attachments.

Note: On automatic refresh, changes are not lost, except changing a recipient in the Bcc field, as Bcc recipients are not factored into predictions or access.

On the ndMail predictions panel, selectRefreshto manually refresh the predicted filing locations. After selectingRefresh, a notification message appears informing that the selected location, subject renaming, or the modified access reverts to default values.

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Use Outlook Panels

Note: This feature requires ndOffice 2.5.

Collapse, expand, and resize the Navigation Tree panel. Additionally, you can resize all Outlook panels.

To add a new folder, go to the Documents List and select theicon.

To go to Workspace, inthe Documents List,select theicon.

Above these icons, you can search documents within a chosen folder or cabinet.

Select theicon and choose the criteria for your search.

You can search documents by:

Document Name

Document ID

Created By

Modified By

Everything

Additionally,you can select the Advanced Search option.

To switch back from Folder View to your emails list, select theicon at the top of the panel.

To preview a document, select it in the Documents List of the Outlook panel.

To open a document, select the document name. Here you can also view a document version number and document ID on a document Reading Pane.

To switch back from theReading Paneto your email, select theicon at the top of the panel.

With ndMail 1.4,drag both email messages and their attachments to the Navigation Tree panel. After you drag the attachment to the Navigation Tree,thendOffice Savedialog box prompts you to fill in the required profile fields (if applicable to the location that you file to).

Search an Item

Search for the created filters, folders, and workspaces with keywords to find a location where you want to file a message, even if it is not shown on predictions panel by default. Search appears as an icon that expands after selecting. The cursor automatically pops into the search field when you open it. To delete the entered value, you can pressESC.

Note: Enter up to 200 characters in the search field.

Your Favorite and Recent workspaces appear immediately when you open the search field in a workspace-based cabinet.

Your recently used locations appear in a separate section below the search results.

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Browse to a Filing Location

From theCabinettabs, select the needed cabinet, which you can access.

SelectBrowse.

In theSelect filing locationdialog box, navigate to the needed folder >Select.

The Select Filing Location Dialog Box

Search for a filing location by:

Location Name

Location ID

Created By

Modified By

Everything

(optional)In theSelect filing locationdialog box, to create a new folder, selectAdd Folderor to find a workspace selectGo to Workspace>Select.

After filing an item, the predicted filing locations appears for the next item. Find the recent filing locations in the predictions panel for a new message so that you can later file this message to the needed location.

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File an Email to NetDocuments

To file an existing item, select a location and select theFilebutton. To save time, you can file multiple items at the same time to the same selected locations. You can file together with any items: emails, meetings, receipts (read, delivered), and meeting responses (accepted, declined, tentative).

Note: File up to 25 items at once.

To view the needed location on the NetDocuments web interface, right-click the selected location, and then selectGo to location in ND. Also, selectView in NDon the notification message that appears after you have successfully filed an item.

With 1.1 release, you can also view the full path of a location, right-click it, and then selectView full path. When you select this option, a background process runs to fetch the full path. You'll notice the ellipsis (...) scrolling while this happens, and then the path will be cached as a tooltip on your machine any time that location comes up as a prediction in the future.

Also, with 1.1 release, the prompt that appears asa red line around the filing panel that blinks three times. It displays the first time you selectSend.After this first prompt, selectSendagain if you still want to send the item without filing, if needed. To see this prompt, select thePrompt to file outgoing messagescheckbox in thendMail Settingsdialog box. For more information, see ndMail Interface Overview.

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File a Conversation to NetDocuments

With 1.7, after you file one email in the conversation, ndMail can automatically pre-select the same NetDocuments location for all items in this conversation.

Best Practice Note: Conversation filing automatically selects a filing location without any user interaction and, as such, we recommend it for power users or users who are trained on its functionality.

If one-click filing is disabled, then select the File button to file the pre-selected item.

If one-click filing isenabled, then after you move away from the email, ndMail files the email to the pre-selected location.

Send and File an Email to NetDocuments

ndMail provides one-click filing through machine learning by predicting the best filing locations. To file a new item, simply select a location and click Send. The item will be automatically filed when it is sent. Note, drafts can't be filed because they haven't been sent.

To Send and File a New Email

To write a new message,selectNew Email(orReplyorForwardan email).

Draft and review the email message, and then select a filing location.

SelectSend.

The email message is filed to the selected location.

Note: You can also send and file a meeting.

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Use ndMail to Map Outlook Folders to NetDocuments

ndMail Folder Mapping creates links between Outlook and NetDocuments folders, workspaces, and filters. Any item filed into a linked Outlook folder is automatically profiled to NetDocuments correctly, which means that you can leverage existing Outlook folders without changing the way you work.

How to Map Outlook Folders

Install the ndMail Folder Mapping by running the ndMail .exe installer, and open Microsoft Outlook.

If prompted, enter your NetDocuments username and password.

Right-click the needed folder in the Outlook, and then selectMap Folder to ND.

In theSelect location in NetDocumentsdialog box, select the folder you want to link to in NetDocuments, and then selectOK.

In theLink Folder to NetDocumentsdialog box, specify the following options, as needed:

Access Allows access to the items synced from this folder to NetDocuments.

Default Inherit access from the selected folder.

Me Only you can access the synced item.

Participants - The internal sender and internal recipients (To and Cc fields) of the email have access to the synced item in NetDocuments.

Delete emails from Outlook after successful upload - Deletes your emails from the mapped folder after successful upload to NetDocuments.

Link (unmapped) subfolders too Allows the syncing of all sub-folders to the mapped folder in NetDocuments.

Copy pre-existing emails too Copies all pre-existing items from the Outlook folder to NetDocuments.

After specifying the needed options, selectLink. The corresponding message appears notifying you about the successful mapping to the selected folder.

With ndMail 1.4, you can map folders from a delegate or shared account. The steps are the same as mapping your Outlook folders.Only the mapping creator can edit it.

Note: Both the mailbox owner and the delegate need Folder Mapping 1.0.7025(installed by default with ndMail 1.4 .exe).

ndMail 1.4 prompts you to map a new folder to NetDocuments after creation.This is optional and you can disable it via a registry setting.

When you create a folder in Outlook, the dialog box appears:

With ndMail 1.7, the Clean Mappings option appears. It helps you when troubleshooting issues or cleans up old mapped folders.

Go to ndMail tab >More > Folder Mapping Settings > Advanced > Clean Mappings. The process will run and will identify the following common scenarios if they exist among your mapped folders:

If your settings are set to append (nd) or some other value at the end of mapped folders' names, the Clean Mappings function will identify if any of the mapped folders have had that suffix removed or modified so you can add it back if desired.

If any unmapped folder has the (nd) suffix after it, the Clean Mappings function will identify it for you so you can fix it, if desired.

If a user has permanently deleted an Outlook folder that was previously mapped, Clean Mappings will identify it so you can remove/repair the mapping.

When you select Clean Mappings, the following dialog box appears:

Each row in the table corresponds to one Outlook folder where one of the above issues was identified. You can either go fix those issues or remove the row from this table if you do not want to fix the issue and don't want it identified as an issue in the future.

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Customize Notification Settings

After an item has been successfully filed, a system notification appears at the far right of the taskbar. You can also see warning messages about errors that might have occurred during the document upload or download.

After an item has been successfully filed to a selected location, the following notification message appears. This message is shown for 6 seconds. To view the filed item in NetDocuments, clickView in ND.

If an item has not been filed successfully, the following notification message appears. It is shown for 25 seconds.

You need to check whether:

You are filing an item to the correct cabinet that has been configured for ndMail.

You have properly configured the Exchange Web Service.

You are filing emails that are associated with your Exchange account.

Otherwise, you need to contact your administrator, if the problem persists.

In Windows 10, do the following to customize notification settings:

SelectStart, and then selectSettings.

SelectSystem, and then selectNotifications & actions.

UnderGet notifications from these senders, clickNetDocuments ndMail.

UnderNetDocuments ndMail, specify the following notification settings:

Notifications Turn on or off the ndMail notification messages.

Show notification banners Show or hide notification messages in the notification area.

Keep notifications private on the lock screen Show or hide notification messages when the screen is locked.

Show notifications in action center Turn on or off the notification messages in the action center.

Play a sound when a notification arrivesTurn on or off the notification message sound.

A number of notifications visible in actions center Specify how many notifications appear.

Priority of notifications visible in action center Set the priority of notifications from ndMail.

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Support and Feedback

If you have any feedback, questions, or issues, submit a request via our or call the closest customer support center:

US customers, call801-226-6882or866-NET DOCS (638-3627)

EU customers, call+44(0) 2034.55677

AU customers, call+61 2 8310 4319

We thank you for your input and feedback. We value you as a customer.

The NetDocuments Team

Issues addressed in 2020 web refreshes:

30 Jan 2020

Enhanced Functionality

CollabSpaces: Internal users can now view Recent Activity to determine when a CollabSpace and its content were last accessed or updated

CollabSpaces: Cabinet Admins can nowcontrol whether the Cabinet Default Access list is added to new CollabSpaces by default

Issues Addressed

Edit Profile:Resolved issue where an error message could be displayed when editing a workspace profile

Follow: Resolved issue where a follow alert was not triggered when a followed document was edited in Office Online

Administrative Enhancements

CollabSpaces: A Cabinet Administrator will now be prompted to fix an invalid value in the CollabSpace internal group field when saving the Cabinet Administration page

Administrative Issues Addressed

Document History and Consolidated Activity Logs: Previewing a document with SmartView (beta) will be recorded as a "View" instead of a "Download" in the Consolidated Activity Log and Document History

16 Jan 2020

Enhanced Functionality

CollabSpaces: Newly created cabinet external groups in CollabSpace-enabled cabinets may optionally be associated with a top-level workspace attribute value (for most customer, this would be the "Client" attribute)

Cover Sheet: Cover Sheet now contains the descriptions for all profile attributes associated with the document or container

Favorite Workspaces: When an external user is given access to a workspace, the workspace will be added to the user's Favorite Workspaces instead of to their Favorite Items

Issues Addressed

CollabSpaces:Resolved issue where a new document created in a CollabSpace could create a second version automatically

Groups: Resolved issue that affected groups with hidden membership

Saved Search:Resolved issue where a list of document IDs could not be saved as a Saved Search

Administrative Issues Addressed

Closed Matters: Resolved issue where setting a closed date in the future would close the matter immediately

NOTE: API changes can be found in the following Knowledgebase article: 2020 API Changes

This article lists direct links to our installed applications.

Always download and install the latest versions. We do not support previous versions so it might result in errors or data loss. Check our system requirements before installing any software.

ndOffice - 2.6

.zip

ndClick for Windows - 1.2

.zip

NetDocuments Chrome Extension

Add from the Chrome Store

ndClick for macOS - 1.1

.pkg

ndMail - 1.7.0

.exe

ndSync for Windows - 2.3

. exe

.msi (32-bit)

.msi (64-bit)

ndSync for macOS - 2.3

.pkg

ndThread for Windows - 1.0.41(32- and 64-bit)

.exe

ndThread for Mac/OSX - 1.0.36(support for the most recent two versions of OS X)

.dmg

ndThread for iOS - 1.12.0

Download from iTunes

ndThread for Android - 1.0.1241

Download from the Google Play store

ActiveX Control (Document Activation)

Learn more

newebcl.dll (NeRemoteDoc Class) -4.6.0.8

neCrypto.dll(Cryptography Module) - 2.0.5.1

.msi (US)

.msi (EU)

.msi (AU)

Desktop Scanner Connector -1.1.2.0

Learnmore

Folder Import Tool -3.9.5

Learn more

.msi (US)

.msi (EU)

.msi (AU)

Mass Import Utility - 2.0.2.3

Learn more

.exe (US)

.exe (EU)

.exe (AU)

ndLink

Learn more

.zip

ndMirror -1.5.2.3854

Learn more

.zip

Table of Contents

Folder View and List View

Bulk Downloads

Document Report

Contact List

Save to Original

Cannot Save to Original

Recent Activity

Other CollabSpace Actions

There are several actions that are unique to a CollabSpace that are meant to enhance collaboration by and with external users.

Folder View and List View

By default, the contents of a CollabSpace are shown in Folder view:

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However, it is possible to switch from the Folder view to the List view where all of the documents in the CollabSpace or any descendant folder of the CollabSpace are listed by selecting the List view icon:

You can switch back to the folder view by selecting the Folder view icon:

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Bulk Downloads

Often, content that you have shared externally will be organized into a complex folder structure. The external users with whom the content has been shared will want to access the content with that structure intact. Therefore, a new Download everything action is now available from the CollabSpace and from any folder inside the CollabSpace. It generates a .zip file that contains all the content of the CollabSpace (or CollabSpace folder) that are accessible to the user taking the action, with the full folder structure intact, except Saved Searches will be excluded. (Any user empowered to perform multi-document downloads will be able to take advantage of this feature, otherwise, a user will be blocked from taking this action.)

Select Download everythingand a dialog box appears showing the number of folders and documents that would be included in the .zip file:

To proceed, select Download, and the .zip file will be streamed to your computer and generated on the fly. The length of time it will take to fully generate the .zip file is a function of the amount of content to be included and your internet speed. After the download starts, it is possible to navigate away from the page, because the download will take place in a separate thread. The .zip file will be given the same name as the CollabSpace (or the CollabSpace folder).

Notice that the file structure of the .zip file matches the content of the CollabSpace in Folder view:

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Document Report

Document reportgenerates an Excel report of all of the content in the CollabSpace that is accessible to the user initiating the action. An Excel file will contain these columns:

Path

Name of the document (or an indication that the item is a folder)

ID

Whether the item is accessible to external users

The document report will be emailed to the requesting user.

If the user running the report is internal, then an extra setting will be made available: the ability to generate the document report from the perspective of a specific external group, in order to limit the items included in the report to the content that external group has access to:

In that case, the document report that is generated will be limited to the content that the selected external group has access to (assuming that the requesting user also has access), and the report will include an additional column, Access Rights, which shows the access rights the selected external group has to each item, such as V, VE, etc.:

In that case, the name of the document report will include the name of the group that the report is limited to.

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Contact List

Another unique CollabSpace feature is the ability to generate a contact list of all of the users who have been given access to the CollabSpace, which list will be directly downloaded to your computer. This action can be triggered by any internal user who has access to the CollabSpace or by any external user with VES rights to the CollabSpace. (The generated contact list will not include users who have access to the CollabSpace only through groups where the membership has been hidden unless the user generating the contact list can also manage the hidden group.)

The generated contact list will always include all of the required user fields: first name, last name and email address, and will also include the organization and phone number for any user who has chosen to include this information in their profile. In addition, the generated contact list will indicate for each user whether they are internal or external.

If the contact list is generated by an internal user, an extra column will be included, Membership, to indicate how the user has obtained access to the CollabSpace, whether via one or more groups (and the names of those groups) and/or individually:

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Save to Original

A common workflow is for the author of a document to choose to share a copy of that document externally rather than share the original, likely to obtain feedback from third parties or get their changes. After that feedback has been obtained, the author will want to ensure that all of that feedback is stored with the original document, but as a new version. This workflow is supported by a new action called Save to original.

To do so, when viewing the list of documents in a CollabSpace or CollabSpace folder, select an individual document that is a copy of another document and then select Save to original:

This dialog box appears:

offering the user the opportunity to save the official version of the copy as a new version of the original document. The user has the choice of saving the copy as an official or unofficial version. (If the user taking the action does not have edit rights to the original document or for any other reason the document cannot be edited, then a message to that effect will be shown.)

The feature is intelligent and looks at the status of both the original and copy to configure the settings of the Save as New Version of Original dialog box that will be selected when it is displayed. For example, if the copy has not been changed since it was first created, then there is no reason to save it back to the original and a message to that effect will be displayed. If the original has been modified since the copy was made, then by default the dialog will suggest that the copy be made into an unofficial version of the original so as not to risk losing any of the changes made to the original since the copy was made.

Once the copy is saved to the original, if the user taking the action has VESA rights to the copy, the user will be asked if they want to delete the copy, because the copy has likely served its purpose and is no longer required:

After the copy is deleted, the user will be navigated to the original document, which now has the new version added.

Cannot Save to Original

If the selected document is not a copy (or the user lacks sufficient access to the original or the original has been deleted), then a message will be shown, like this:

or this:

Recent Activity

An internal user can determine the last time any user accessed or updated a CollabSpace or any of the content in the CollabSpace. To so do, simply select the Recent activity action from the CollabSpace drop-down menu. (TheRecent activity action is disabled for external users.) Selecting that action will display the Recent Activity dialog for that CollabSpace:

The Recent Activity dialog includes 4 pieces of information, split across both categories of users:

Internal User Activity

External User Activity

For each category of user, the dialog will display:

The date the CollabSpace and its contents were last accessed (and by whom), and

The date the CollabSpace and its contents were last modified (and by whom).

The types of actions that a user can take that will cause the information shown in the Recent Activity dialog to be updated include:

Last Accessed. When a user visits the CollabSpace page or one of its folders (either from the web interface or by selecting its contents from an application that uses REST calls) or when a user accesses a document in a CollabSpace, such as by downloading or previewing the document (i.e., the type of document access action that would be logged to the Consolidated Activity Log).

Last Updated. When a user adds a document to the CollabSpace or modifies an existing document in the CollabSpace (i.e., the type of document update action that would be logged to the Consolidated Activity Log).

Note: Only actions that occur on or after the end of January 2020 will be included in recent activity.

The benefit of this new feature is the ability to determine whether a CollabSpace is still active or whether it is no longer being used and can safely be closed. In a typical external sharing situation, if no external user has accessed the CollabSpace for a given period of time (that period of time will vary from situation to situation), then that CollabSpace can be considered no longer in use.

In the future, Cabinet Administrators will be able to query recent activity information across all of the CollabSpaces in a cabinet, to allow the Cabinet Administrator to better manage all of a firm’s CollabSpaces.

Other CollabSpace Actions

Most of the actions commonly associated with folders are also available for a CollabSpace and can be accessed from the CollabSpace menu, including:

Favorite (add to home page)

Adding a folder

Adding a saved search

Sending an email link

Following

Accessing history (for internal users only)

Printing a cover sheet

Generating a print list

Syncing

Sending content via a unique email address

In the ndOffice Activity dialog box, you can see up to 100 documents. The documents are sorted by the last accessed date and time. Adobe .pdf files can be opened using ndOffice or from the NetDocuments website.

The ActivityCenteris a version-specific list and is unique for everyone. For example, two lawyers are working on different versions of the Residential Agreement.docx document. The first lawyer has introduced some edits to version 1 of the Residential Agreement.docx document, and the second lawyer has modified version 2 of the Residential Agreement.docx document. Thus, the first lawyer sees only the Residential Agreement.docx v.1 document in the activity list, whereas the second lawyer sees only the Residential Agreement.docx v.2 in the activity list.

The ndOffice Activity dialog box

With the Activity Center, you can use documents as templates for new documents or new versions of other documents. You can print, get a link to the document, and check the document in.

Edit Profile

Edit the profile of any document in the ndOfficeActivitydialog box. To edit the profile, hover over an item in the ndOfficeActivity,and then the Edit Profile icon appears to the right of the document name:

Select the Edit Profile icon to open the dialog boxand edit the document profile information:

The Profile panel includes:

Document name

Document ID

Version number and name

Created by/date

Modified by/date

File type

Created from which version

Official version

Ability to edit version description

Profile information (custom metadata)

You will see each version of each document you have been working on.

In the ndOffice Activity dialog box, right-click the name of the document, and then select one of the following options:

Open Open the document.

Note: Upon opening the unofficial document version, you will see a prompt. You can click Continue to work with the unofficial version or click Open Official.

Open as read-only Open the document in the read-only mode.

Open as a new document Create and open a new document with the same content.

Open as a new version Create and open a new version of the document.

Rename Change the document name.

Print Print out the document on any connected printer.

Copy link Copy the link to the document.

Copy ID Copy the document ID.

Email link Insert the document link to the email.

Email copy Download the document and attach it to a new email.

Profile details - Open the Edit Profile dialog box.

Reply - Reply to the message sender.

Reply all - Reply to the original sender and all other recipients on the To and Cc lines.

Forward -Send the message to someone, not on the To or Cc lines.

Versions and attachments View document versions as well as comparisons and attachments.In ndOffice 2.3, open PDFs from Versions and Attachments in the ndOffice Activity dialog box.

Select the icon to edit the information about the document.

Upon selecting the icon, you will be redirected to the login page of NetDocuments.

Select the icon to pin the ndOffice Activity dialog box and move it anywhere on the screen.

In ndOffice 2.3, any time you select the button in the upper right corner of the pinnedndOffice Activitydialog box, the ndOffice application remains displayed in the taskbar.

Select the icon to unpin the ndOffice Activity dialog box.

Additionally, drag a corner or a border of the ndOffice Activity dialog box to resize it.

After selecting the drop-down menu, the following options appear:

View Echo Folder

Settings

Help

About

Logout

Exit

View Echo Folder

The ndOffice Echo folder is a local cache of the most recent NetDocuments files you have accessed. These are local backup files that are checked in or checked out using ndOffice.

By default, the ndOffice Echo folder can be found at the following path: C:\Users\<username>\ND Office Echo\SERVICE-username. The location of the Echo folder can be changed via ndOffice settings or the registry.

If there is no Internet connection, you can still work on documents that are stored in the Echo folder. Once the connection is restored, offline edits will be uploaded. The ndOffice Activity dialog box shows documents available in an offline mode.

The ndOffice Echo folder contains the following subfolders:

The Backupsubfolder. If you are experiencing issues while opening, editing, or saving documents, you can recover them from the Backup subfolder of the ndOffice Echo folder.

Note: The Backup subfolder has a retention time period, which administrators can establish with the BackupRetention registry setting.You can put the number of days for the document to remain in this folder before deletion. The default value is 5.

The Attachmentssubfolder. It contains all the documents that you attached and sent via email.

The Comparisonssubfolder. It contains the compared documents.

For more information about the ndOffice Echo folder and its subfolders, see The Echo Folder.

Settings

After selectingSettings, view the information related to your account, specify the location of inserting the ID stamp to a document, set the default locations for opening or saving documents, and specify the number of documents to be displayed in the ndOffice Activity Center. For more information, see ndOffice Activity Center Settings.

Help

Help- Open ndOffice support page

Report a problem -If you encountered a problem with ndOffice, submit a support request or view log files.You may be asked to send log files or a screenshot of the error message upon submitting your support request

Refresh session- Use this option instead of logging out and logging back in after you applied changes or modifications

Export DB- Export a secure version ofthe ndOffice database for troubleshooting purposes

About

After selecting this option, view version details and licensing information.

Logout

After selecting this option, you are logged out of the application.

Exit

After selecting this option, the ndOffice application will close.

Due to the tremendous growth of the NetDocuments platform over the past several years, our partners and customers are building increasingly sophisticated and powerful integrations using NetDocuments to solve business challenges and improve workflows for their organizations. In evaluating our platform and future needs of our users and partners, NetDocuments has identified several areas to benefit from increasing the current limitations and allowing storage of larger amounts of data.

As a result, NetDocuments is making the following platform changes in August 2019:

Description

Current Limit

Increased Limit

Folder Name

100 characters

1000 characters

Document Name

200 characters

1000 characters

Profile Attribute Description

250 characters

1000 characters

The following platform improvement is currently planned for Q1 2020:

Description

Current Limit

Increased Limit

Document Size

1 GB

2GB

NetDocuments is committed to supporting the ongoing innovation of our partners and customers, and these changes ensure a valuable expansion of the platform’s capabilities. Please ensure that any applications or integrations that would be impacted by these increases are updated before this change.

We appreciate your support of NetDocuments.

We are pleased to announce the General Availability (GA) release of the NetDocuments iOS app v2.6.0 (build 4544), which includes the following enhancements.

"New" Login Viewer Updates

In an earlier version of the iOS app, a "new" login viewer was introduced, but with continued support for the “classic” login viewer. The new login viewer is aimed primarily at customers who authenticate to NetDocuments via Federated Identity and likely require that a second factor be validated during the login process. The new login viewer is better able to handle Federated Identity and multi-factor authentication than the classic login viewer. With v2.6.0, we have updated the components used by the new login viewer to match the version of iOS (iOS11 or earlier, iOS12 or iOS13) that is installed on a user’s device.

Choosing Outlook as the Email Client

Starting with v2.6.0, it is possible, using either the EMM version or the regular version of the iOS app, to select Outlook as the email client for sending all emails from the app. The manner in which this is configured for each version of the app is slightly different:

For the EMM app, a firm can use their MDM platform to set Outlook as the email client on all controlled devices by applying a value of 4 (EMAIL_POLICY_OUTLOOK) to the kMDM_APP_EMAIL_POLICY setting. If the email setting that is applied is 1 (EMAIL_POLICY_DEFAULT_APP), then the user will be able to manually configure Outlook as their email client from the Settings page.

On the regular version of the iOS app, from the Settings page, a user can select Outlook as the email client:

support site

For both versions of the app, if Outlook is configured as the email client but Outlook has not been installed on the device, attempting to send an email link will trigger this error message: “Outlook is not installed.” If Outlook is not installed and the user attempts to email a document as an attachment, the user will not be able to send the document via email.

When sending an email link from Outlook, a plain-text link to the document will be inserted into the email.

Selecting the Outlook App when Emailing a Copy

Due to restrictions imposed by Apple on the iOS operating system, when a user chooses to send a document as an attachment when Outlook has been configured as the email client, the user will be presented with an iOS dialog listing every app on the device that has been configured for emails:

This will include common email apps (like Outlook, Mail, Gmail, etc.) along with certain other apps that the user may have installed on the device. It is not possible for the NetDocuments iOS app to display only the Outlook app in this list. Indeed, the Outlook app may not be listed individually and may be listed only in the "More..." section of the dialog that appears.For the best experience, it is recommended that the first time a user attempts to send an email copy using Outlook, the user should modify the order of the apps in this list so that Outlook is shown first. (The order of the apps can be adjusted using settings commonly available on any iOS device.)

If a user selects a listed app other than Outlook to send the email copy, a document with the name “restricted” will be attached instead of the selected document. (The content of this "restricted" document is: “The NetDocuments document you selected cannot be opened by this app because of restrictions placed by your system administrator on the NetDocuments mobile app.”) This will make it impossible to send the attachment using any app besides Outlook.

All User-Facing Enhancements in v2.6.0

Enhancements that Apply Only to the EMM Version

A new EMM setting allows an administrator tochoose Outlook as the email client for emailing copies and links. The new value is kMDM_APP_EMAIL_POLICY=4 (EMAIL_POLICY_OUTLOOK), as described above.

Users can now copy links and email addresses when the EMM setting restricting copying is applied, because that content is not inside a document.

The Application Configuration Settings page indicates whether a Security Code has been set (but does not show the value of the security code).

The EMM printing control has been deprecated, because the printing app is no longer supported.

When a new security code is pushed out to the app, the user will be logged out.

Enhancements that Apply Only to the Regular Version

A new setting allows users to choose Outlook as their default email provider for emailing copies and links, as described above.

Both Versions of the App Include these Enhancements

Users can edit the name of a new document prior to uploading it.

Documents can be renamed up to 1,000 characters.

Version names and descriptions are shown on the versions list page.

Locked documents are shown with a "Locked" label and those documents cannot be deleted via the app.

The default logout period has been increased to 90 minutes to match the logout period in the NetDocuments web interface.

Users will be encouraged to enable TouchID/FaceID when enabling the passcode setting.

Better support for and integration with the default Files app.

Updated support for the New Login Viewer in different versions of iOS.

A warning is shown after 5 failed passcode attempts that the user will be logged out.

v2.6.0 also contains numerous bug fixes and code refactoring.

For more information on the new features and functionality, see the iOS Release Notes.

Find the download and general information for the iOS app.

Note: The information in this update are subject to change at any time based on customer feedback.

Support and Feedback

Please contact us with comments, questions, suggestions, and report issues.

Submit a request via ouror call the closest customer support center:

US customers, call801-226-6882or866-NET DOCS (638-3627)

EU customers, call+44(0) 2034.55677

AU customers, call+61 2 8310 4319

When reporting an issue, please provide as much information as possible including:

A fully detailed description of the issue, including exact error messages or screenshots.

Detailed steps to reproduce the issue.

Error logs, if any.

We thank you for all of your input and feedback, and we appreciate you using NetDocuments and associated product features. We value you as a customer.

The NetDocuments Team

Table of Contents

Introduction

Requirements

Download

General Overview

Web Administrative Dashboard

Installation and Configuration

Synchronization Service

SQL Database

Introduction

NetDocuments ndMirror is apaid add-in service connected to a customer’s repository. ndMirrorbacks updata and metadata to a local serveror network drive.Its primary purposes are for disaster recovery and to facilitate external searching. Metadataisstored in SQLdatabases, which offer access to metadata for queries.

The documents are stored on the customer’s file system in their native format, along with a SQL database that contains document profile data, such as document name, file format, creator, creation date, last modified user and date, the document ACL, and all other configuration attributes defined by the customer.

The documents are stored in the customer’s local file system using a scheme defined by the customer that dynamically folders the documents in a folder structure based on the documents’ profile attributes.

IntegratendMirrorwith an external searching application to provide a way of searching against the local storage system, hence the name mirror. It is a one-way synchronization service, it is simply a locally-stored reflection of the online data.

Note: ndMirror is designed as a replacement to the current Local Document Service, and is a paid add-on to your NetDocuments Service Subscription. Please contact NetDocuments Sales for more information.

What can ndMirror do for me?

Requirements

ndMirrorrequires the following software and hardware requirements.

Software Requirements

Microsoft Windows 7 SP1; Windows 10; Windows Server 2012 R2 64bit; Windows Server 2016 64bit.

Microsoft .NET 4.6+

SQL Server 2012 R2, SQL Server 2014, or SQL Server 2016

Minimum Hardware Requirements

CPU and Memory - Minimum required for the Windows OS you are using.

Sufficient disk space is required to store all documents locally from your online cabinets. As your online storage grows, your local storage space needs to also grow.

In order to install ndMirror, you need:

administration rights on the computer, the SQL Server, and to the file system

a NetDocuments repository administrator and have rights to the NetDocuments Cabinet (to mirror)

a server or data storage location

Note: ndMirroris a client-side agent that manages the storage location and related database.

Download ndMirror

ndMirror is a paid add-on. If you've already purchased ndMirror or LDS you can use this link to download and install. Otherwise, contact Sales to purchase to add this to your subscription.

We strongly recommend that you set up the full version of SQL and not the express version as the express version limits the amount of space.

Download ndMirror at https://apps.netdocuments.com/apps/ndMirror/ndMirrorSetup-1.5.2.3854.zip

NetDocuments recommends using ndClick application instead of ndOneClick for better performance and functionality. See ndClick.

Problem

Users are being presented with the following prompt on every page or document open.

https://cloud.google.com/docs/chrome-enterprise/policies/?policy=ExternalProtocolDialogShowAlwaysOpenCheckbox

Environment

Chrome Browser 77.0.3864+

ndOneClick protocol handler

Cause

Chrome 77.0.3864 removedthe “Always open these types of links in the associated app” checkbox and the update has removed the trust that users previously provided to ndOneClick.

Resolution

Where possible users should upgrade to ndClick as the browser integration software for the future.

At the time of writing ndClick is not supported in multi-user environments like Citrix or RDS though release of ndClick 1.3 with this support is expected soon.

For those multi users sites with ndOneClick it appears the best option is to utilise the exceptions added in a Chrome 79

Chrome 79 now has the option to restore the checkbox seen in previous versions which allowed users to set and forget the permission, discussed here.

Creating this key will restore the functionality with Chrome 79+

[HKEY_LOCAL_MACHINE\SOFTWARE\Policies\Google\Chrome]

"ExternalProtocolDialogShowAlwaysOpenCheckbox"=dword:00000001

Manually edit the user's Google Chrome Preferences file to restore the permissions. (see workaround)

Work around: (Not Recommended- See above Official Solution)

You can manually fix this issue in Chrome on a per user basis. It is not recommended as the above Google Solution is easier to deploy and better long term.

1. Close Chrome completely, you may need to check Task Manager to ensure it is not running.

2. Browse to\%localappdata\%\Google\Chrome\User Data\Default\ and open the Preferences file.

Please note the file has no extension, it will prompt you to choose an appropriate program to open it with and Notepad is fine for this.

3. Search for excluded_schemesby clicking CTRL + F or using the Edit, Find menu.

You should find that looks similar to the following example

update the entry

"protocol_handler":{"excluded_schemes":{}}

with

"nd":falsebetween the curly braces.

e.g."protocol_handler":{"excluded_schemes":{"nd":false}}

if there are other entries, append the entry

e.g."protocol_handler":{"excluded_schemes":{"someothersoftware":false,"nd":false}}

being careful not to make any other changes to existing entries.

Save the file.

Restart Chrome and test that you are no longer prompted when clicking on files in NetDocuments.

User Topics

Create a New CollabSpace

Set Access Rights on the CollabSpace and its Content

Add Content to the CollabSpace

Remove Content from a CollabSpace

Delete the CollabSpace and the Contents in the CollabSpace

Search within CollabSpaces and Searchfor CollabSpaces

Create a New CollabSpace

Request a CollabSpace

Create a CollabSpace

Multiple CollabSpaces per Workspace

Troubleshooting: The CollabSpaces Tab Does Not Appear

Modify a CollabSpace

Only internal users can create CollabSpaces.

Note: You need to have at least VES rights to create a CollabSpace AND you need to be in the group of internal users that has been designated by the Cabinet Administrator to create CollabSpaces in that cabinet.

Navigate to the workspace where you want to create a new CollabSpace. You should see a CollabSpaces tab in the workspace:

Search for CollabSpaces

In the CollabSpaces tab, select Add CollabSpace:

Below are two possible workflows.

Request a CollabSpace

After clicking on Add CollabSpace, the Request a CollabSpace dialog box appears:

This means you do not have sufficient rights to create a CollabSpace, at least in that workspace. Enter the name of the CollabSpace you wish to be created and send the request. An administrator or support team member at your firm will handle your request and create the new CollabSpace for you.

Create a CollabSpace

Alternatively, after clicking the button, the Add CollabSpace dialog box will appear:

Entering the CollabSpace name is required. You may optionally add a description and a logo. If a description is added, in the created CollabSpace it appears truncated, below the name of the CollabSpace. Hover over the displayed text to view the full description:

If a logo is added, it will appear in the upper-left corner of the CollabSpace page and in the upper-left corner of any CollabSpace folder page:

The sort order of content added to the CollabSpace will be set to Name by default, but you can select a different column.

The only restriction on creating a new CollabSpace is that the name of the CollabSpace must be unique among all of the CollabSpaces in the same workspace.

The following confirmation dialog appears after the new CollabSpace has been created:

It indicates that when you create a new CollabSpace, it will by default inherit all of the internal access rights of its workspace. Select OK, and the Access List dialog box for the newly created CollabSpace appears. Here you can remove any internal groups or users from accessing the CollabSpace and add or elevate internal users and groups.

Note: After a CollabSpace has been created, it cannot be moved or reprofiled to a different workspace. If you create a CollabSpace in the wrong workspace, your only option is to delete it, which requires VESA rights to the CollabSpace.

Multiple CollabSpaces per Workspace

Multiple CollabSpaces can be created per workspace. There is no fixed limit to the number of CollabSpaces that can be created per workspace.

Troubleshooting: The CollabSpaces Tab Does Not Appear

The CollabSpaces tab is not visible in every workspace, which will block you from creating a CollabSpace in that workspace. There are several reasons why this might happen. First, not every NetDocuments customer has opted to enable CollabSpaces for their repository. Alternatively, the CollabSpaces feature may not have been enabled in the cabinet that the workspace is part of. The NetDocuments administrator at your firm can confirm if either of these reasons applies.

Another possible reason is that the CollabSpaces tab has not been enabled for that workspace. If you have VES rights to the workspace, then select Customize workspacefrom the workspace menu, and in the dialog that appears select the CollabSpaces checkbox. Then, select Save Changes.

The CollabSpaces tab should now appear.

Modify a CollabSpace

After the CollabSpace has been created, it is possible to modify any of the settings that were available at the time the CollabSpace was created. Any internal user with VES rights to the CollabSpace can select Customizeand modify the settings:

In addition, the profile of the CollabSpace can be set or modified. Select Edit Profile, and the dialog box appears:

Setting the CollabSpace profile is useful because any new content added directly to the CollabSpace will inherit the CollabSpace’s profile by default. It is not possible to change the CollabSpace’s workspace attributes in order to reprofile the CollabSpace to another workspace.

Back to Top

Set Access Rights on the CollabSpace and its Content

CollabSpace Groups

Add & Create External Users, and Send Email Invitations

Apply Access Rights Changes to the Content of the CollabSpace

CollabSpaces have several unique features when it comes to setting access rights:

Access rights inheritance applies to all of the containers in a CollabSpace and to the CollabSpace itself. That means if you add a new document (or move an existing document) or a new folder to the CollabSpace, or to a folder in the CollabSpace, the document or folder will automatically inherit the access rights of the CollabSpace or CollabSpace folder. (The access rights of those documents and folders can be changed later.)

External groups called CollabSpace groups can be created by everyday internal users who have VESA rights to the CollabSpace, and those external groups given access to that CollabSpace, in order to facilitate sharing the content in the CollabSpace externally. Those same internal users can create external users and add them to the CollabSpace groups.

When external groups and users are given access to the CollabSpace or to content in the CollabSpace, those external groups and users will be given View rights by default. To give external users and groups greater access rights to content requires a deliberate decision and action.

Only the external groups and users given access to the CollabSpace itself can be given access to any of the content inside the CollabSpace.

External users, even if they have VESA rights to a document or folder in a CollabSpace, cannot remove or reduce the access rights of internal groups and users from that content.

CollabSpace Groups

Create CollabSpace Groups

Manage CollabSpace Groups

Delete CollabSpace Groups

One of the most powerful features of CollabSpaces is CollabSpace groups. Any internal user who has been granted VESA rights to a CollabSpace has the power to create one or more CollabSpace groups an external group that is added and uniquely associated with that CollabSpace and also to create external users to add to those CollabSpace groups.

Newly created cabinet external groups in CollabSpace-enabled cabinets may optionally be associated with a top-level workspace attribute value (for most customer, this would be the Client attribute).

(Other types of external groups that have been added to that cabinet can also be given access to the CollabSpace.) This means that the CollabSpace groups created for one CollabSpace cannot be given access to any other CollabSpace.Any number of CollabSpace groups can be created for a CollabSpace.

Create CollabSpace Groups

Assuming you have VESA rights to a CollabSpace, in order to create a new CollabSpace group, from the CollabSpace menu, select Modify access. In the dialog that appears, select Modify Access.In the Access List dialog, select Create CollabSpace Group:

The Create CollabSpace Group dialog appears:

Give the group a name, configure any other group settings that apply, and add external users to the group, either external users that already exist in the repository or create new external users. Then select OK to save the group. The new CollabSpace group will appear in the Access List dialog with View rights by default:

Change the rights of that group, if desired, and select Close to save the changes.

Note that the same CollabSpace group name can be used for different CollabSpaces, just not to other groups within the same CollabSpace.

Manage CollabSpace Groups

Any internal user with VESA rights to the associated CollabSpace can manage all of the existing CollabSpace groups associated with that CollabSpace, regardless of who created them. This can be done in one of two places:

In the Modify Access dialog box, select the name of a CollabSpace group and the Modify CollabSpace Group dialog appears:

Alternatively, open up the full Access List dialog, select the name of the CollabSpace group from the list on the right, and select Details:

In the Modify CollabSpace Group dialog, you can change the settings or membership of the group.

Also, note that a Cabinet Administrator has full rights to manage or delete any CollabSpace group.

Delete CollabSpace Groups

Any internal user with VESA rights to the associated CollabSpace can delete any of the CollabSpace groups associated with the CollabSpace, which will have the impact of not only deleting that group but removing that group from the access rights of any content in the CollabSpace. However, if an external user in a CollabSpace group is given individual access rights to content in the CollabSpace and the group that user is a part of is later deleted, that individual’s access rights will not be affected as long as that user is a member of another group given access to the cabinet.

To delete a CollabSpace group, from the Access List dialog box for the associated CollabSpace, select the group’s name from the list on the right, select Deselect,and then Close:

(The group will not be shown in the left pane when you click Deselect.)

The following confirmation prompt appears:

Select OK to proceed.

Add & Create External Users and Send Email Invitations

At the time a CollabSpace group is created, or at any time later, an internal user with VESA rights to the associated CollabSpace can add more external users to any of its CollabSpaces groups. The Create CollabSpace Group and Modify CollabSpace Group dialog boxes have the same interface. Use those dialog boxes to add to the group an external user who is already a member of the repository by selecting the user from the list on the left and selecting Addto move that user to the right list, then select OK:

Alternatively, select Add User to create a new external user:

Note that whether creating a new user or adding an existing external user, you can choose to send that external user a welcome email, to let them know they have been given access to the CollabSpace. This welcome email will include a button to login or activate their account.

On the Create/Modify CollabSpace Group dialog, there is a Send welcome email checkbox. Select the checkbox to send a welcome email to every external user selected in the right list (or to every external user if none of them are selected.) Similarly, when creating a new external user, on the Create External User Account dialog box, select Send welcome email (which is selected by default) to trigger sending out a welcome email to that new user.

The welcome email looks as follows and references both the name of the repository (and shows the firm’s logo) and the name of the CollabSpace:

If the external user does not already have an existing account, then when they select Activate,they will be asked to set a password.

Apply Access Rights Changes to the Content of the CollabSpace

When you add a CollabSpace group or any other user or group to the access rights of the CollabSpace, or change the rights of any users or groups that already have access, those changes will NOT by default be applied to the existing content of the CollabSpace. The primary way to apply those access rights changes to the content of the CollabSpace is to select the Apply this access list to all documents and subfolders in this CollabSpace check box:

An additional confirmation dialog box then appears:

In those situations where different groups and users have been given different access rights to different content which is often the situation with external document sharing you should not select this checkbox. Instead, after changing the access rights of the CollabSpace, close the Access List dialog box and instead apply access rights changes at a more granular level, such as in a subfolder of the CollabSpace or in individual documents.

You can also select multiple documents from a CollabSpace and make access changes in bulk.

Back to Top

Add Content to the CollabSpace

Types of Content to Add to a CollabSpace

Sources of Added Content

Types of Content to Add to a CollabSpace

Documents (including similar objects, like conversations), folders, and saved searches can be added to a CollabSpace. (Neither filters nor ShareSpaces can be added.)

The ability to add child content directly to a CollabSpaces requires the same or similar access rights to the CollabSpace as is required to add the same type of content to a folder:

To add (or move or copy) a document to a CollabSpace you need VE rights to the CollabSpace

To add (or move or copy) a folder to a CollabSpace you need VES rights

To add a saved search to a CollabSpace you need VE rights (although to use the Add saved search action of the CollabSpace requires VESA rights)

To add a new folder directly to the CollabSpace, select Add folder.

Up to 500 folders can be added directly to a CollabSpace (the existing subfolder limit that applies to a folder). There is no limit to the number of documents that can be added to a CollabSpace or CollabSpace folder.

Sources of Added Content

Copy Existing Content

Move Existing Content

Access Rights Inheritance

CollabSpace Content Remains Profiled to the Workspace

Filing Documents to a CollabSpace Folder is Not Permitted

Automatic Auto-Versioning for External Users

CollabSpace is Listed as a Location

Content added to a CollabSpace can come from the same source as content added to any other area in NetDocuments. New content can be added:

From your computer (using the +Add button or by dragging and dropping documents),

By copying existing content into the CollabSpace from another area in NetDocuments, or

By moving existing content into the CollabSpace from another area in NetDocuments.

Copy Existing Content

Copying documents and folders into a CollabSpace works the same way as copying documents and folders to any other location in NetDocuments, with one notable enhancement: when a document is copied, either directly or inside a folder that has been copied, NetDocuments will track inside the copy information about its original document.

Documents and folders can be copied to a CollabSpace using the Move/Copy dialog box and selecting the Copy button. Alternatively, documents can be copied using the Share Externally action and selecting the Copy button.

Move Existing Content

Moving documents and folders into a CollabSpace works the same way as moving documents and folders to any other location in NetDocuments, with one notable difference: every document and folder that is part of a CollabSpace will be flagged as being part of that CollabSpace. That requires edit rights to all of the moved content. Therefore, a user must have at least VE rights to every document or folder moved (and every document in a moved folder) to a CollabSpace or moved to a CollabSpace folder, or the move will be rejected.

Documents and folders can be moved using the Move/Copy dialog box and selecting the Move button or by dragging the content to the Navigation Pane. Alternatively, documents can be moved to a CollabSpace using the Share Externally action and selecting the Move button.

Access Rights Inheritance

The CollabSpace and CollabSpace folders utilize access rights inheritance.

Therefore, when individual documents are copied into a CollabSpace or CollabSpace folder, the system will attempt to modify the access rights of those documents to match the access rights of the destination. If you do not have VESA rights to the moved documents, the move will fail. (The system does not attempt to change the access rights of a moved folder, and therefore VESA rights to the moved folder are not required when moving it.)

Similarly, when copying the content or adding new content to a CollabSpace or CollabSpace folder, the copied or newly added content will inherit the access rights of the destination.

CollabSpace Content Remains Profiled to the Workspace

Content in a CollabSpace, in particular documents, is profiled to the workspace and therefore will appear inside the workspace in two different ways:

When you are viewing the contents of the workspace in list view, the CollabSpace documents will be included, typically with the externally shared indicator:

When you are viewing the contents of a filter, any CollabSpace documents that are also profiled to that filter will also be listed, likely with the externally shared indicator.

Other workspace actions that affect workspace documents will equally impact documents in CollabSpaces in that workspace, such as making bulk changes to access rights and profiles. Therefore, be careful when applying these actions in bulk.

Filing Documents to a CollabSpace Folder is Not Permitted

It is not permitted, either explicitly or implicitly, to file a document that is already in one folder into a CollabSpace folder. Therefore, filing a document from a workspace folder to a CollabSpace folder with the intent to share that document externally will fail.

Automatic Auto-Versioning for External Users

Auto-versioning is a flag that can be applied to individual documents by selecting Auto-version. Auto-versioning will automatically create a new version of a document when the next user who edits the document is different from the last user who edited the document. By creating a new version automatically, the changes made by the prior user will not be lost.

If an external user edits a document in a CollabSpace (and that user was not the last person to edit the document), a new version will automatically be created. It is not necessary to individually flag a CollabSpace document for auto-versioning to achieve this result. The automatic application of this rule ensures that changes made by an internal user will not be overridden by changes made later by an external user.

CollabSpace is Listed as a Location

Any content added to a CollabSpace or folder in a CollabSpace will display the CollabSpace in the Locations section of the Details pane:

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Remove Content from a CollabSpace

If content no longer needs to be shared externally in a CollabSpace, then remove it from the CollabSpace, which will automatically remove the content’s external access rights; at the same time, the content will remain part of the workspace. However, taking this step requires that the user removing the content have VESA rights to the moved content (to remove access rights), otherwise the content cannot be removed.

There are several ways to remove content from the CollabSpace:

For documents and folders, use the Move/Copy dialog box and select Move.

For documents and folders, drag the content to another location in the workspace.

For one or more selected CollabSpace documents, select Unfile, either from the CollabSpace or CollabSpace folder page, which will show the confirmation prompt:

Note that it is not possible to file CollabSpace documents to another folder, either explicitly or implicitly, which ensures that externally shared documents do reside outside of a CollabSpace.

Also, deleting a CollabSpace and choosing to unfile its documents is another method to achieve the goal of removing the contents of a CollabSpace.

Back to Top

Delete the CollabSpace and the Contents in the CollabSpace

Content in the CollabSpace can be deleted the same as any other content in NetDocuments. Deleting content will remove it from the CollabSpace and remove any external access rights. If that content is later restored, it will not be part of the CollabSpace (unless specifically added there on restoration). If an external user deletes a CollabSpace document, the external user will not be able to permanently delete it (even if all regular users have been given the right to purge documents) because the external user will lose access to the document after it was deleted.

An individual CollabSpace can be deleted by an internal user with VESA rights to the CollabSpace. It is not possible to delete multiple CollabSpaces at the same time. When you select Delete for a CollabSpace, a dialog box appears:

You have two choices:

Delete the CollabSpace and its folders but unfile its documents. Unfiling the documents has the effect of removing the documents from the CollabSpace and removing all external access rights from those documents but keeping those documents in the workspace.

Delete the CollabSpace, its folder and all of the documents in the CollabSpace.

Whichever choice is selected, deleting a CollabSpace will also delete all CollabSpace groups associated with that CollabSpace.

Deleting or Resetting the Workspace

If you delete the workspace that the CollabSpace is associated with, then the CollabSpace, all of its contents and associated CollabSpace groups will also be deleted.

Resetting the associated workspace (which can only be achieved using the REST API) will also delete the CollabSpace, its folders and associated CollabSpace groups, but not the documents in the CollabSpace.

Back to Top

Search within CollabSpaces and Searchfor CollabSpaces

Search the Contents of a Single CollabSpace

Search the Contents of Any CollabSpace

Search the Contents of a Single CollabSpace

There are two ways you can limit a search to the contents of a CollabSpace. First, when you are on the CollabSpace page, from the quick search box at the top of the page, enter your search term (the search can be limited to names or everything can be searched) and press Enter or the search icon:

If the search is run while viewing the CollabSpace content in the Folder view, then only the immediate child content of the CollabSpace will be searched. If the search is run while in the List view, then all of the documents in the CollabSpace will be searched.

Alternatively, starting from the CollabSpace page, select the ellipses in the quick search box:

The Advanced Search page appears:

Notice the appearance of the CollabSpace search filter, which will limit the search by default to that CollabSpace. (That filter can be cleared if desired.) Limiting a search to a CollabSpace will search all of the contents of the CollabSpace, no matter how many folder levels deep or wide.

Search the Contents of Any CollabSpace

It is also possible to search for content that is located in any CollabSpace by using the In a CollabSpace search filter, which is located in the Show more options section of the Advanced Search page:

In that same section of the Advanced Search page, it is possible to limit a search to content that has been shared externally. Typically, the only content in a cabinet that has been shared externally will be inside a CollabSpace. All of the content in a CollabSpace will be shared externally, but not always, such as in situations where content is first added to a CollabSpace and later is access given to external users.

Search for CollabSpaces

CollabSpaces can be returned in any search, but it is possible to explicitly limit a search only to CollabSpaces. From the Advanced Search page, ensure that the search scope includes at least one CollabSpace-enabled cabinet and also that CollabSpaces only is selected in the File extensionsearch field:

The search results look like this:

From time to time we get calls from users saying that they lost a document and want to know what happened to it. There are instances in NetDocuments where it can appear that a document was lost. This article is meant as a tool for users to be able to locate their documents quickly and easily if an upload is interrupted or if their computer experiences a crash while they were working on a document.

In any case, it is always the responsibility of the user to use the "Save" function in the program they are working with. Without the file being saved, there is nothing we can do to get it back.

ndOffice

ndOffice stores copies of your documents as you work on them here:

C:\Users\<username>\ND Office Echo\SERVICE-username

They will remain in this folder for a period of time depending on your retention setting set in Settings > Workstation Settings.

When ndOffice encounters an error and cannot save or upload your document, a copy will be placed here:

C:\Users\<username>\ND Office Echo\SERVICE-username\backup

Learn more about ndOffice Disaster Recovery

Windows and Internet Explorer Temporary Locations

If you are using NetDocuments in Internet Explorer without our ActiveX control installed (or the 64-bit version of IE), documents may have been downloaded to one of the following locations depending on your version of Windows.

Microsoft Edge Browser

When using a Microsoft Edge Browser, if you do not have ndClick (or previously ndOneClick) installed the path that Edge uses is similar to this, though likely the package name may be different.

\%localappdata\%\packages\Microsoft.MicrosoftEdge_8wekyb3d8bbwe\TempState\Downloads

e.g.C:\Users\USERNAME\AppData\Local\Packages\Microsoft.MicrosoftEdge_8wekyb3d8bbwe\TempState\Downloads

Windows 7:

C:\Users\<USER>\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.IE5

Inside of the Content.IE5 or IE folder there will be some randomly named folders. You will need to display the “Hidden Operating System Files” in order to see them. This is where the downloaded content will be stored.

Windows 8 & 10:

C:\Users\<USER>\AppData\Roaming\Microsoft\Office\Recent

C:\Users\<USER>\AppData\Local\Microsoft\Windows\INetCache\IE

You might also find your document in the Windows temporary directory at:

C:\Users\<USER>\AppData\Local\Temp

Or, check your Windows user profile folder for a recent copy of your document:

C:\Users\<USERNAME>\Documents

Outlook

If you opened a file from Outlook, you might find the file in Outlook's temporary folder here:

In Windows 7:

"C:\Users\<USER>\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\"

Windows 10:

C:\Users\<USER>\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook

Here you will see some subfolders that contain attachments that are opened from Outlook messages.

Legacy Application Integrations

First, if you're using Windows, close down all browser windows:

1.Closing the browser windows in and of itself may bring your document back into Word if you had been left with just a gray screen in Word. If that doesn't work, then continue on to the next steps.

2.Right-click on the NetDocuments Check-in List in the system tray and choose "View Echo Folder." Your document should be in the Echo folder or in the "Temp" folder within the Echo folder. If you don't see the NetDocuments Check-in List, go to Start > Programs > NetDocuments Check-in List.

3.Please note that in some instances, your document may not have a recognizable name. It may be renamed to "nd####" or "rad####."

Session Time-out

A few people have also expressed confusion after they have left their computer logged in to NetDocuments for an extended period. If this happens, you might return to your computer to find that you have been logged out automatically for security reasons. If this happens to you, simply log back into NetDocuments and continue working as normal. We'll keep track of any of the documents that were open when you got logged out. The session time-out will occur after 90 minutes of inactivity.

Related articles:

ndOffice Disaster Recovery

If NetDocuments has a Scheduled Maintenance Event

If NetDocuments is experiencing unscheduled Service issues

IfYour Internet Connection is Lost

We are pleased to announce that ndMirror 1.5.2.3854 is available for download.

ndMirror Administration

New Functionality

Ability to sync only FlexStore documents content.

Audit log for user actions at Web Administrative Dashboard.

Activated by "EnableAuditLogs" key set to "true" within "appSettings" section of "NetDocuments.LDService.SyncService.exe.config" file

Improvements

Cabinets list in the navigation panel at Web Administrative Dashboard now supports vertical scroll.

Ability to turn off logs retention.

Configurable database timeouts.

Improved SQL Azure support.

Resolved issues

Synchronization. ndMirror could stop sync if server communication issues occurred.

Synchronization. ndMirror wouldn't sync document if it was filed into the same location multiple times.

OCR. ndMirror wouldn't download OCR'ed documents if modification date was persisted.

Logs retention. Clean up process could fail due to database timeout.

Cabinet deletion. The process could fail due to database timeout.

Help. Link was broken.

Download ndMirror 1.5.2.3854 here:

https://apps.netdocuments.com/apps/ndMirror/ndMirrorSetup-1.5.2.3854.zip

Table of Contents

Logging In

Navigation

Offline Mode

Editing Documents

Settings

Release Notes

NetDocuments provides a native iPad/iPhone iOS app providing our customers a more feature-rich mobile experience for viewing, sharing, editing, and adding documents using the iPad or iPhone devices. It is available at no charge from the Apple App Store.

Current version: 2.6.0 Get it on the iTunes app store

With an Office 365 for Business account, users can open a document directly from within an Office iOS app (Word, etc.) to edit it, and seamlessly check it back in to NetDocuments. This integration can also be used to create a new document within the app.

NOTE: NetDocuments supports the latest two versions of iOS with this app.

NOTE: This article emphasizes using the app on the iPad. There are a few minor differences when using the app on the iPhone:

Swipe from left or tap the triple bar icon to view navigation options.

When viewing a document, the menu bar will be at the bottom.

Logging In

Users will see the standard login page.

When pressing the device's home button, the app goes to background mode but does not log out.

You can go to Settingsto turn on the “automatic login” option, and to turn on/off a passcode lock that could be required upon entering the app.

To use your organization's login, refer to our article on Using Federated Identity login on Mobile Apps.

Accessing the NetDocuments EU and AU Services

If your firm stores its documents at the EU or AU datacentres, you can choose to access your service by going to Settings (on the device, not the app) and find the NetDocuments app settings. There you will have the option to choose either the US (Vault) service, the EU service, or the AU service. The US service is the default.

Navigation

The main navigation buttons include Search, Home, Cabinets, Recent Documents, Offline, Upload, and Settings.

security code

Search

The search field allows you to search in fields such as Name, Document ID, Everything (all fields) and file extension.

Home

Selecting Home will display the Home page, including the section headings and documents.

Cabinets

Selecting Cabinets takes you to the Cabinet Selector. Select the Cabinet you wish to display. The cabinets folders and/or workspaces for that cabinet will then display.

Folders

Notice the link in the header which allows you to gobackup the nested tree.

On a folder, the option button provides access to:

1) Sort

2) Add subfolder

3) Add files (allowing user to upload from the photos library or iCloud)

4) Store offline

5) Copy Email Address

Workspaces

Notice the link in the header which allows you to gobackup the nested tree.

On a workspace, the option button provides access to

1) Sort

2) Store offline

3) Copy Email Address

The sort button provides sort options for Name, Modified by, and Modified date:

Recent

“Recent” will show the 40 most recently Opened, Edited, or Added items.

Viewing a Document

To view a document and its options, tap the document name.

Across the top of a document view, the toolbar includes:

1. Full screen mode

2. Edit and Share options (Open In, Email Link, Email Copy, Copy link, Print)

3.Profile/tag icon (document details and metadata)

4. Offline (download)

Sharing a Document

The email icon above the right-hand document view area includes:

Email link

Email copy

Copy link to clipboard

The email dialog offers access to the device’s contact list.

Offline Mode

On the preview page for each document, an option is available to enable or disable offline mode for each document.

These documents are added to your Offline list. These are documents that have been selected to be downloaded to the local mobile device.The offline list acts as a temporary cache for accessing documents without internet access.

You can remove from offline by un-selecting the Offline option. This only removes document(s) on the local device.

After editing a document, the locally-stored copy in the Offline list will not be updated. To update the document, remove it from Offline, then re-add it to the Offline list.

Encryption

The iOS app encrypts all offline storage within the ND app using the iOS encryption standards for iOS (every iOS device has a dedicated AES-256 crypto engine). You should make sure your users have upgraded to at least iOS8 as Apple has raised their security standards. Apple states that if you turn on the device’s passcode, then the data stored on the device is encrypted.

If you delete the app then all documents and all information related to ND app will be deleted. iOS itself will remove the content. Also, a Device Management page is available to the Repository Administrators, which allows administrators to wipe the data from a device and disconnect access to the ND servers for that device and user.

Editing a Document

There are two ways to edit a document on iOS - 1) opening from the NetDocuments app and sending the document to an Office application, or 2) selecting a NetDocuments document from within the Office application.

Keep in mind that just as in the regular "desktop" version of NetDocuments, documents accessed from the iOS app are not edited within NetDocuments. In both of these cases, documents must be sent to a third-party application to be edited, and then sent back to NetDocuments.

1. Opening Documents from the NetDocuments Application

This option requires a Microsoft Office 365 for Business account.

With Internet Access:

Locate a document.

Tap the Edit button.

Choose “Edit using MS Word” (or Excel, PowerPoint depending on the file type).

Or choose “Edit using Word as a new version” to save your edits as a new version

Enter your NetDocuments credentials to connect Word to your NetDocuments account (required only once, the first time you log in).

Sign in to your Office 365 account.

Your document will open. Make your edits.

Tap the Close/Back button.

Your edits will be uploaded to the original document in NetDocuments.

Without Internet Access:

While you have internet access, add documents to your offline list. This allows you to access these without the internet. You won’t be able to add documents to the offline list while offline.

Note: You can only edit documents with internet access.

To access documents offline, you need to enable the Automatically Login feature of the app. This allows you to sign in to the app without internet access. Click the gear icon in the bottom left corner of the app, and toggle Automatically Login setting to on. You can now access the documents marked as offline.

2. Opening Documents from an Office Application

NetDocuments is an official Cloud Storage Provider for Microsoft. This means that when using a Microsoft Office app for iOS (Word, Excel, & PowerPoint), users will be able to add NetDocuments to the list of Cloud Services, allowing users to browse their NetDocuments content from the Office app.

Clicking "Add a place" will prompt the user to log into NetDocuments. The NetDocuments iOS app must also be installed. This allows the user to browse their list of NetDocuments folders and workspaces to open and edit documents. When edited, the documents can be saved and checked in to NetDocuments automatically.

View this short tutorial about editing documents using the iOS app:

Notice the Print option which utilizes the device’s approach to send the HTML viewer to the print device.

Opening Documents from Other Applications

When selecting the destination for a document that has been uploaded, you can navigate directly to Recent Documents, Home Page, Recent Workspaces, Favorite Workspace or locate any workspace using the Go to Workspace lookup.

When accessing the NetDocuments mobile app file picker from another application, you have the option to select any version of a document. There are two ways to access the versions list:

Simply click on the version indicator (v#) next to the document name.

Slide the document left to reveal the versions icon then click on the icon.

The list of versions is displayed and any version can be selected:

This feature is especially useful when performing a comparison and the user needs to compare different versions of a document.

"Open In" Dialog

The app provides an Open In drop down menu to access and send document to third-party apps based on file extension and available apps on the device.

NetDocuments can send and receive documents to and from any third-party app that supports either WebDAV technology or has an Open In dialog.

The following are some of the third-party apps that we are familiar with and have been found to work well when using the app.

i.Pages (Pages supports.doc but not .docx file extensions)

ii. Numbers

iii. Keynote

iv.GoodReader

v. Docs-to-Go

After the document has been edited in the third-party app, the document can be uploaded back to NetDocuments. For example, Docs-to-Go has an "Open In." option that allows the user to upload the document to NetDocuments as a new document.

To save the document as a new version of an existing document, an email address will be provided to which the user will send the edited document.

Universal Links

When users receive a link to a document (such as in an email) the opening of the document will now redirect automatically to the local ND app and not to the mobile interface in Safari. This is referred to as universal links. If you don't have the ND app on your device at the time, it will prompt you to go to the app store to install it.

HINT: First install the ND app, login, then go to Settings to enable auto-login. Then click on a document link and you will bypass the login page and it will very quickly open the document to view it in the iOS app.

Links to folders and workspaces will work in the same way.

Uploading Documents

This option allows auser to upload an item from the device's photos library or iCloud.

For example, you can upload a photo by using the Share button, then selecting "Save to NetDocuments."

When adding a new document, you have the option to save it as a new version of an existing document or to explicitly overwrite the official version of a document.

Settings

This pane allows you to:

Logout

View your email address.The email address identifies the user’s account.

View the storage space usage.

Enable or disable a passcode lock or Touch ID/Face ID. See below for more information.

Enable/disable automatic login

View the in-app Help documentation

Send feedback or request support

View the current app version

Starting with version 2.3 of the EMM app, on the Settings page a user can also view the values that have been configured by an EMM platform.

Passcode Lock

Typically, users with automatedloginhave this feature enabled providing an additional layer of security.

NOTE: Once established and turned on, whenever the user opens the app, the passcode is displayed.

Touch ID/Face ID

Beginning with Version 2.1.20, the iOS app supports Touch ID, which is tied to the passcode lock feature. (Beginning with Version 2.5.1, the iOS app supports Face ID to accomplish the same task.) The passcode and Touch ID/Face ID can be used interchangeably. (Typically, the passcode is used in conjunction with enabling auto login, so you don’t need to fully login every time the app is opened, but the passcode provides a layer of security.) This is how to configure and use Touch ID/Face ID:

First, from the Settings tab select the Passcode Lock setting (which is shown as off below):

and click “Turn Passcode On”:

You will be asked to set the 4-digit passcode and then you will be returned to the Passcode Lock setting, where there will be a new setting: “Touch ID” (or "Face ID" for devices with Face ID):

Slide the toggle to enable Touch ID/Face ID:

When accessing the mobile app, you will be presented with the Touch ID prompt, shown above the passcode entry form (or the applicable experience with Face ID enabled):

You can use the Touch ID/Face ID in place of the passcode, or you can click on “Cancel” to enter the passcode instead.

To disable Touch ID/Face ID, simply navigate to the Passcode Lock settings page and slide the toggle off next to that setting. Also, if the Passcode Lock is disabled, then Touch ID/Face ID/ will also be disabled and will need to be re-enabled if the Passcode Lock itself is re-enabled.

Note that starting with version 2.3, the passcode can be set to 4, 6 or 8 digits in length. The look and feel of the passcode lock page has also been updated.

Release Notes

Version

Release Date

Notes

2.6.0 (Regular and EMM versions)

27 Jan 2020

Support for Outlook. For the EMM app, a new setting allows an administrator to choose Outlook for users' default email app for emailing copies and links. For the regular app (and the EMM app if no email app has been configured), a user-configurable setting allows users to choose Outlook.

Users can edit the names of documents during upload process.

Documents can be renamed up to 1,000 characters.

Version names and descriptions are shown on the versions list page.

Locked documents are shown with a 'Locked' label and those documents cannot be deleted.

The default logout period has been increased to 90 minutes.

Users are encouraged to enable TouchID/FaceID when turning on passcode setting.

Updated support for the New Login Viewer in iOS13.

Enhancements to how the app works within the default Files app.

A warning is shown after 5 failed passcode attempts.

For the EMM app only:

Users can now copy links and email addresses when the EMM setting restricting copying is applied.

The Application Configuration Settings page shows if a Security Code has been set (but not its value).

The EMM printing controls have been deprecated, as the printing app is no longer supported.

When a new security code is pushed out to the app, the user is logged out.

Numerous bug fixes.

2.5.5 (Regular and EMM versions)

16 Oct 2019

Fixed minor UI issues caused by iOS 13

2.5.4 (Blackberry version)

18 Sept 2019

Added support for iOS 13 and updated Blackberry SDK

2.5.3

1 Aug 2019

Fixed a bug related to the Open In feature

2.5.2

29 Jul 2019

When a document has been checked out, a new "Reset to Checked in" action will be available.

A passcode need not be provided again until the app has been closed, the user's login session has timed out (or the user logs out manually), the device has been locked, or the device has been powered off.

If a user enters the wrong passcode 6 consecutive times, any content taken offline will be removed.

Any type of file can be uploaded from the Gallery.

The workspace lookup feature will return closed matters.

Removed the Breezy Print & Fax option from the Share menu.

Bug fixes and related enhancements.

2.5.1

15 May 2019

Added support for Face ID

2.5.0

1 Mar 2019

Allow users to favorite or unfavorite any content (i.e., added to the NetDocuments Home page).

Allow documents to be deleted.

Allow documents to be renamed.

The actions menu for documents has been reorganized; actions are now grouped together.

The actions menu for containers has been reorganized and made consistent regardless of where it is accessed from.

Added support for app2app signin for the MSFT Office apps. The Office apps will now use the NetDocuments mobile app for authentication purposes by default, when adding NetDocuments as a place in the Office apps.

Numerous bug fixes

2.4.5

5 Feb 2019

Fixed an issue related to opening documents in O365 apps.

2.4.4

29 Jan 2019

Annotations in PDF files will now be rendered when previewing a PDF file

Support for VMware AirWatch Boxer email app for sending email links (EMM version of app only)

2.4.2

28 Nov 2018

Fixed a bug related to searching by date

Enhanced support for multi-factor authentication

2.4.1

11 Nov 2018

Fixed two bugs that might cause the application to close unexpectedly in rare situations.

2.4.0

1 Nov 2018

The list view for documents and other content has been redesigned to provide more information, like whether content has been favorited. Also, access to actions in list view has been moved from a slide-out menu to an action sheet.

When switching between the NetDocuments mobile app and other apps on the device, the contents of the NetDocuments mobile app will be covered.

Added an option to search all of the cabinets the user has access to, in addition to searching one cabinet at a time.

A new “Login Viewer” setting has been added to support organizations that use certificates for federated authentication. This setting can be enabled manually or, if the EMM app is installed, using an EMM setting.

For the EMM app, use the EMM setting that governs sending emails, emails can be configured to be sent via the MaaS360 Secure Mail app.

For the EMM app, there is a new setting to allow a firm to disable the "What's New" dialog from appearing when a new version is installed.

2.3.2 (Regular)/2.3.3 (EMM)

8 June 2018

Fixed a bug related to lookups

Fixed a bug related to Federated ID login (EMM only)

2.3.1 (148.2472)

17 May 2018

Added support for new document link formats (Universal Links)

2.3

16 Feb 2018

The user can choose to set the passcode at 4, 6 or 8 digits. In the EMM version of the app, the EMM platform can select the length, which the user cannot change. Also, certain passcode values will be disallowed, and the user will be logged out of the app after 6 consecutive passcode failures.

The options to open a Microsoft Office document in the associated Office app are now dynamic, based on the user's access rights and the status of the document.

A link to a workspace, folder and other containers can be copied or emailed.

In the EMM version of the app, these additional enhancements have been added:

The EMM configuration settings applied to a device can be viewed from the Settings tab.

Several new EMM configuration settings have been added, including control over: the passcode length, direct access to the Federated Identity login page, defaulting auto login, and configuring a to be used to restrict access to a specific repository.

2.2

22 Nov 2017

A new setting to hide the "Open in [Office]" button for users who do not have access to an Office365 acccount.

Email attachments can be viewed.

In the File Picker dialog, the “Go to Workspace” feature has been added, we well as links to Recent Documents and the Home Page.

The container icons (workspaces, filters and folders) have been updated to be consistent with the new icons used in version 17.2 of NetDocuments.

2.1.22

18 July 2017

Support for TouchID as an alternative to using a passcode.

Users can now access unofficial versions of a document when selecting a document from the file picker.

The version indicator now appears next to the document name in list views and versions can be accessed from the document preview pane.

Offline content, both individual documents and containers, can be fully updated by pulling down on the content inside the Offline tab.

When adding a document, users will now have an option to save the document as a new version of an existing document or asked to confirm replacing the official version.

To locate the destination for a newly added documents, users can select Recent Documents or the Home Page, or use the Go to Workspace lookup feature.

The ability to add a folder to a workspace.

Infinite scrolling applies when viewing the contents of a filter or folder and there are more than 100 documents.

When navigating through a cabinet, the full name of the current container is displayed at the top, and a pull down menu makes available any ancestor container.

For created and modified dates, the time is shown in addition to date on the document information pane.

The “Go to Workspace” action has been moved from the ellipses next to the cabinet name and instead will appear in the list view above the Recent Workspaces heading.

The order of the repositories and cabinets in the pull-down menu on the Cabinets tab now matches the order on ndWeb. The format of the repository and cabinet names has also been changed to make the hierarchical relationship clearer. The default behavior regarding expanding the list of repositories and cabinets has been changed.

Format of Email Link and Email Copy emails matches the format of the same emails sent via ndWeb.

All Email Link and Email Copy actions are logged to the document history and consolidated activity log.

Full support for links to specific versions of a document (supporting a feature that will be included in version 17.2 of NetDocuments).

When accessing the Home Page and Recent Documents tabs, any changes will be included on every access.

2.1.19

18 March 2017

Users can now create and edit new versions with Microsoft Office apps.

iOS 10 users can now upload photos from the Photos app.

2.1.18

10 February 2017

Minor bug fixes.

2.1.17

13 January 2017

Minor bug fixes.

2.1.16

9 January 2017

Users with an Microsoft Office 365 account can now quickly edit documents in the Microsoft Office apps by selecting the “Edit Document” icon while viewing a document. They can also create a new document by going to a filing location, selecting the options menu, and then selecting "Create New File”.

2.1.14

30 June 2016

Users can now open NetDocuments links into the iOS app from Mail, Safari, or anywhere else with Universal Links.

2.1.13

23 April 2016

Minor bug fixes

NetDocuments new document previewer technology -- SmartView -- is available for beta testing starting October 24. SmartView provides a rich, high-fidelity viewing experience specifically designed for extended reading sessions, quick navigation and searching through a document, and much more.

How to Access SmartView Beta

By default, the current document previewer will be enabled in every cabinet. But it is possible to enable SmartView for any cabinet with a "Previewer" setting in the "Other" section at the bottom of the Cabinet Administration page:

[email protected]

Simply toggle the value from "Legacy" to "New (beta)" and save the changes to the Cabinet Administration page. After that, all of the documents in that cabinet will be previewed using SmartView, whether previewed from inside the NetDocuments web interface, in secured links or anywhere NetDocuments generates a preview of a document. To revert to the current document previewer, simply set the value back to "Legacy".

Here is a side-by-side comparison showing the legacy previewer on the left and SmartView on the right:

SmartView includes the features like search, navigate, zoom, page breaks, in addition to higher fidelity and improved performance. SmartView also supports previewing Apple Numbers, Keynote and Pages.

Beta Testing Guidelines

SmartView is currently in beta. Therefore, it is recommended that SmartView be enabled only in test cabinets, not production cabinets. We encourage you to test SmartView with many different types of files commonly stored in your repository. In particular, please test SmartView using documents that contain non-Latin characters. Please send any feedback to.

Known Issues

Below are the known issues related to SmartView and differences from the legacy document previewer:

Some caching has not been enabled for SmartView previews.

Certain file types supported by the legacy previewer are not yet supported by SmartView, including: .dwg and .dfx.

Repository administrators can download a report of all administrative changes made by administrators.

To request theActivity Log:

In the upper-right corner, select your name >Admin> Repository name >Activity Logs:

Consolidated Activity

The Activity Logs page will appear as follows:

In the Log drop-down box, select Administration Activity. For a user-level activity log, select the option.

Set theDate Range.The date range defaults to the first and last dates of the previous month. These fields accept all the date formats allowed by date fields on theEdit Profile.The start date must be within the past 90 days. The end date cannot be later than the current date or earlier than the beginning date.

Select theDeliver Method. You can send logs to email (the email address defaults to the current user’s email address) or download the file.

ChooseOutput Format. A .xml file opens in Excel for better viewing. A .json file opens in any type of text editor. You also have an option to compress the log into a .zip file.

After making necessary edits, select Request to submit a request.

Note: Activity logs are available for the past 90 days. You should download a report at least every 90 days to retrieve logged data.

What actions are included in theAdministration Activity Log?

Actions

Logs Recorded

Add a new user

Repository add users

Remove a user

Repository remove users

Select/clear the check box labeledCabinet administrators can create external groups in the cabinet and add external members to those groups and to the repository

Add external users

Description:This option was changed to True/False

Select/clear thecheck box labeledAllow external access to ndThread

ndThread external expose

Description: This option was changed to True/False

Create a new group

Repository add groups

Delete group

Repository remove groups

Add a new cabinet admin

Cabinet admin userlist

Limit permanent deletion of documents to Everyone/Cabinet administrators only

Allow permanent deletion

Description:Allow Permanent Deletion of documents - Updated value to Everyone/Admin, Cabinet Name

Adda group to or remove from the list of groups allowed to use the multi-doc download option

Multi-doc download option

Note: Cabinet deletion and changing a user's membership are not logged.

Other administration changes may be included in the log in future updates.

I'm a New User. Where Do I Start?

How Do I Create a Customer Support Account?

How Can I Be Notified of Product Changes, Updates, and Service Issues?

What Kind of Support Resources Are Available?

How Do I Contact Support?

How Do I Submit a Support Request?

How Do I Use the Support Site?

How are Support Requests Escalated?

How Does NetDocuments Communicate Service-wide Issues?

How Does NetDocuments Support Me as a Customer?

Technical Support Information

We prefer that you go to support.netdocuments.com to submit a support request for your issue, so we can manage it more efficiently and provide you with access to your cases.

However, if you need to contact Technical Support via the phone use the following information:

US customers call 801-226-6882 or 866-NETDOCS (638-3627)

EU customers call +44 2031 299324

AU customers call +61 2 8310 4319

Telephone Support is provided with no additional charge. Cases can be submitted online 24 hours a day. Response to cases submitted outside of business hours will be the following business day.

For requests related to billing or payment, contact our Billing Department.

Other Technical Support Resources

Learn how to Get the Most out of NetDocuments Support Resources

Search the Help articles. Make sure you also check out our tutorial Guides. This is the best and the quickest way to find information about using NetDocuments. We also have sections for both Developers and Administrators.

Search the Knowledgebase. This supplements the help articles with additional information regarding specific issues or errors you may encounter.

Use the Community Forums to ask and interact with other users. NetDocuments Support personnel also monitor these posts and provide answers.

If you haven't found your answers using these resources, you should submit a request by going to support.netdocuments.com. This is our preferred method for submitting questions related to customer issues. It also provides you with the quickest connection to a technician to help with your issue and provides you with a record of your cases. Tips for Submitting Support Requests

We appreciate your using the resources available and participating in the forums, Idea Bank, and other Support resources.

ActiveX was gateway technology that bridged the important gap from desktop to web technologies. Modern browsers like Microsoft Edge and Google Chrome have re-defined the segmentation between content and data controls. This segmentation is critical in the “Zero Trust" era. As the web has advanced to distributed and more secure technology stacks, ActiveX should naturally be deprecated.

Based on important industry trends, NetDocuments will terminate support for Internet Explorer and ActiveX, effective March 31, 2020 (the “Effective Date”).

Internet Explorer is no longer being actively developed by Microsoft and does not support new web standards adopted by modern browsers. In the recent past, Microsoft identified critical security vulnerabilities found in Internet Explorer. At NetDocuments, the security of your content is our highest priority. We are committed to providing best-in-class experience, which necessitates moving our support to modern browsers, such as Edge, Chrome, Firefox, and Safari. In addition to the security benefits, these browsers also provide better performance for NetDocuments users.

We recognize that changing software can be a significant undertaking, and we will provide sufficient time to plan and accomplish the transition. NetDocuments announced in March 2018 that support for Internet Explorer would be terminated after the release of ndClick, the browser-agnostic replacement for ActiveX functionality. ndClick was officially released in December 2018, and this announcement establishes the Effective Date for terminating support for use of these Microsoft products with NetDocuments.

ndClick provides a secure desktop connection to NetDocuments. It allows users to properly check out, check-in, open, download and print documents. ndClick is designed to work in conjunction with ndOffice for a seamless transfer of documents to locally installed applications, such as Microsoft Office and Adobe Acrobat.

Important: Certificate-based authentication is a feature of the ActiveX control and is supported only by IE. With the end of IE support, we strongly recommend using Federated Identity for advanced authentication methods.

How will NetDocuments continue to provide support for Internet Explorer?

Until the Effective Date of this announcement, NetDocuments will continue to support Internet Explorer and will make commercially reasonable efforts to provide technical assistance, bug fixes, and workarounds for issues encountered in IE.

What does this mean for you?

If you are currently using Microsoft Internet Explorer and ActiveX to access NetDocuments, you should begin selecting and moving to a modern, supported browser. This will allow you to obtain the best security, performance, and functionality while using our platform. Edge, Chrome, Firefox, and Safari are all supported for use with NetDocuments. Once you selected your browser, you should begin using ndClick to access NetDocuments. ndClick will automatically take precedence over other NetDocuments add-ins, such as ndOneClick.

Which browser should you use?

NetDocuments does not recommend a specific browser. However, some additional functionality is available when using Chrome.The ndOffice feature formerly known as IP Court Filing is integrated into ndClick 1.1 together with a new Chrome extension that will be published to Chrome Web Store soon. This functionality will continue to be developed and enhanced for use in Chrome.

Will NetDocuments add support for virtual and remote environments?

Yes. ndClick will be updated in the coming months to support virtual and remote environments.

We appreciate your continued use of NetDocuments. If you have any questions about this announcement, please contact NetDocuments Technical Support.

Improvements and fixes in 2019 refreshes:

Week ending

Description of changes

For 2020 changes, please see this new article:

https://support.netdocuments.com/hc/en-us/articles/360038690292

20 December 2019

Improvements and Features

Modified the process used to retrieve a message from Exchange when it will be filed in multiple locations. We now go to Exchange for a new copy each time instead of retrieving one copy and the making copies of that message in NetDocuments. This simplifies the process and improves stability.

Issues Addressed

Fixed an issue at high traffic times where predictions will now modulate their impact on the broader search engine.

13 December 2019

Improvements and Features

Work for upcoming major projects to be announced in the future.

6 December 2019

Improvements and Features

Work for upcoming major projects to be announced in the future.

29 November 2019

Improvements and Features

When selecting Participants security, if the distribution group name on an email doesn't match a NetDocuments group name, ndMail will evaluate all members of the distribution group and will add them to the Access Control List (ACL) of the item if they are a member of the repository.

When evaluating entities (groups and users) for Participants security, ndMail will now expand nested groups up to 10 levels deep and will process a maximum of 500 entities (groups or users) for a given message/item.

22 November 2019

Improvements and Features

Additional work on APIs for cloud-based folder mapping records (JSON) to be made available in a future client-side version.

15 November 2019

Improvements and Features

Additional work on APIs for cloud-based folder mapping records (JSON) to be made available in a future client-side version.

Refinement of server-side work to support conversation filing in an upcoming client-side version.

Issues Addressed

Fixed a case where a deleted folder was being returned in predictions.

8 November 2019

Improvements and Features

No changes pushed to production this week - work continues on large projects to be announced and released in the future.

1 November 2019

Improvements and Features

Implemented APIs to allow for cloud-based folder mapping records (requires a future planned client-side update). Will be formally announced in the future with API documentation.

Refinement of server-side work to support conversation filing in future version (1.7) of the desktop application.

Improved the Subject line keyword analysis for generating predictions.

Improved the ranking algorithm such that the correct location gets ranked in the top three predictions more consistently.

25 October 2019

Improvements and Features

Work for upcoming major projects to be announced in the future.

Implemented server-side work to support conversation filing in future version (1.7) of the desktop application.

18 October 2019

Improvements and Features

Work for upcoming major projects to be announced in the future.

11 October 2019

Improvements and Features

Server-side logging optimizations.

Issues Addressed

Fixed an issue where certain rare characters in a message ID would cause the message to not be found by the global filing indicator process.

4 October 2019

Issues Addressed

Fixed an issue with certain uncommon characters in internet message IDs that caused the GFI to not be set properly for those specific messages.

27 September 2019

Improvements and Features

Optimized logging to improve troubleshooting.

Optimized the relevancy of recently filed to locations such that they are less likely to overwhelm other predicted locations that are more relevant.

Issues Addressed

Reverted "Improved visibility of platform errors when filing emails with incomplete profile data" (from the 20th) due to certain repository configurations failing to file email.

20 September 2019

Improvements and Features

(Enterprise Vault) Improved the error from Archive Accelerator when it fails to get a message from Enterprise Vault successfully.

Improved visibility of platform errors when filing emails with incomplete profile data.

Optimized prediction speed to scale for growth.

13 September 2019

Improvements and Features

Fixed a narrow case where the prediction ranking could be artificially too high.

6 September 2019

Improvements and Features

Added additional filing capacity for planned scaling for growth.

30 August 2019

Improvements and Features

Optimized logging during some exception cases for improved troubleshooting.

Updated Enterprise Vault integration to use an improved download API from Archive Accelerator.

Continued work on projects to be deployed in the future.

Issues Addressed

Fixed an encoding issue when retrieving a message from Enterprise Vault.

23 August 2019

Improvements and Features

Deployed changes to support the new GFI functionality in 1.6. Previous client versions are unaffected.

Added Veritas Enterprise Vault support (as a closed beta) so configured users can now file EV stubs and the full message will be filed from Enterprise Vault. Note: This requires third-party software from Vault Solutions. Please contact Support if you'd like to be included in this beta.

Continued work on projects to be deployed in the future.

Issues Addressed

Fixed an issue where recently filed to locations were ranked higher than relevant locations from the prediction engine. Optimized recently filed to location rankings.

16 August 2019

Improvements and Features

Work to support new GFI functionality for client-side version 1.6. Previous client-side versions not impacted.

Work continues on major projects to be deployed in future releases.

9 August 2019

Improvements and Features

Work to support new GFI functionality for client-side version 1.6. Previous client-side versions not impacted.

Work continues on major projects to be deployed in future releases.

Issues Addressed

Fixed an issue where recently filed to locations were ranked higher than relevant locations from the prediction engine. Optimized recently filed to location rankings.

2 August 2019

Improvements and Features

Tidied up API calls for Exchange Configuration.

Work continues on major projects to be deployed in future releases.

26 July 2019

Improvements and Features

Scalability updates to accommodate new users.

Work continues on major projects to be deployed in future releases.

19 July 2019

Improvements and Features

No customer-impacting changes pushed to production this week. Work continues on major projects to be deployed in future releases.

12 July 2019

Improvements and Features

No customer-impacting changes pushed to production this week. Work continues on major projects to be deployed in future releases.

5 July 2019

Improvements and Features

Response for a bad request was optimized with additional information to aid troubleshooting.

Work continues on major projects to be deployed in future releases.

28 June 2019

Improvements and Features

No customer-impacting changes pushed to production this week. Work continues on major projects to be deployed in future releases.

21 June 2019

Improvements and Features

No customer-impacting changes pushed to production this week. Work continues on major projects to be deployed in future releases.

14 June 2019

Improvements and Features

More work under the hood and behind the scenes on projects that will be deployed in the near future.

7 June 2019

Improvements and Features

More work under the hood and behind the scenes on projects that will be deployed in the future.

31 May 2019

Improvements and Features

Work going on under the hood. Logging optimizations and scalability improvements as well as things to be released in the future.

24 May 2019

Improvements and Features

Work going on under the hood. Logging optimizations and scalability improvements as well as things to be released in the future.

17 May 2019

Improvements and Features

Scalability improvements to improve user experience if the prediction engine sees increased prediction generation times.

Optimized the retry process so that long-running retries can be processed more quickly and reduce the impact on other filing requests.

10 May 2019

Issues Addressed

Addressed an issue with filing requests specifically from folder mapping that were long-running if there was difficulty reaching the customer's Exchange server. This presented itself as Folder Mapping not synching. Now, if a filing request from Folder Mapping fails, the app will only go through two retry processes over the course of 4-6 minutes rather than waiting hours to retry.

3 May 2019

Improvements and Features

Optimizations to the retry process.

26 April 2019

Improvements and Features

Timeouts have been optimized when attempting to communicate with a customer's Exchange server. Connection timeouts are set to 5 minutes. Read timeouts from Exchange are set to 5 minutes. Upload timeouts when uploading a file from Exchange to ND are set to 1 hour.

Issues Addressed

Fixed an issue where certain items would retry longer than they should have when the first attempt failed.

19 April 2019

Improvements and Features

A maximum of 5 Exchange connections can be added to a single repository.

12 April 2019

Improvements and Features

Optimized load on Exchange by reducing the metadata that is requested when filing a message to only the metadata that is relevant for the given message.

Issues Addressed

Fixed an isolated scenario where some items were not being requeued successfully after they had failed initially.

05 April 2019

Improvements and Features

Improved the method used to re-process failed filings that failed due to connectivity issues with the customer's Exchange server. Failed filings are now retried 3 times over the course of 18 hours after the first failure.

Planned scalability improvements

Issues Addressed

Fixed an issue where predictions were not returned in certain cases if the email message body was empty.

Fixed an issue with certain repository/cabinet configurations where some profile attributes were not getting completed correctly.

29 March 2019

Improvements and Features

Logging optimizations

Issues Addressed

Fixed an issue with certain repository/cabinet configuration where the organizing (e.g. Doc Type) filter/folder was not getting created properly if it didn't exist prior to filing.

Improvements and fixes in 2020 refreshes:

Week ending

Description of changes

17 January 2020

Improvements and Features

Optimized the GFI process to improve scalability as users ramp up use of ndMail 1.6.

10 January 2020

Improvements and Features

If a user files a message with conversation filing and sets the security to just Me then that location will only be remembered for that conversation for that one user and not other users.

Improved handling of duplicate filing requests such that if a message is filed, we cache the message ID and information about that message for 60 seconds so we can detect any subsequent (duplicate) filing requests and delay them for 60 seconds. This delay allows for the first message to be indexed before the second copy is tried so we can perform a complete deduplication check.

ndOffice

ndMail

Folder Mapping

ndClick

ndSync

ndThread

Mass Export

ndImport

Folder Import

ndMirror

ndLink

ndOffice

Open the ndOffice Activity Center and select thedrop-down menu.

Select About and view your version.

ndMail

In the ndMail predictions panel, select Settings.

View your version in the Update Settings section.

Folder Mapping

On the Microsoft Outlook ribbon, go to the ndMail tab.

Select More > About Folder Mapping, and view your version.

ndClick

Right-click the icon in the notification area.

Select About, and view your version.

ndSync

Right-click theicon in the notification area.

Select About, and view your version.

ndThread

Open ndThread.

In the upper-left corner, select thendThread menu.

Select About ndThread, and view your version.

Mass Export

You can view your version in two ways:

Go toControl Panel>Programs>Programs and Features > NetDocuments Mass Export.

Alternatively, go to Apps & features > NetDocuments Mass Export.

ndImport

ndImport is an executable, so we recommended you to download it directly from the Knowledge Base link each time.

Find where the original download is, for example, C:\Users\user.lastname\Downloads.

Right-click the file, and select Properties.

Select the Details tab, and view your version.

Folder Import

You can view your version in two ways:

Go toControl Panel>Programs>Programs and Features > NetDocuments Folder Import.

2. Alternatively, go to Apps & features > NetDocuments Folder Import.

ndMirror

Go to Apps & features > NetDocuments ndMirror,and view your version.

ndLink

You can view your version in two ways:

Go toControl Panel>Programs>Programs and Features > ndLink2Service.

Alternatively, view the version for ndLink in the header (May 2017 by default).

OS: Any

Product: ndOffice

Office Version: Any

Problem:

When inserting a link into an email via the Outlook Attach button, an error occurs:

An internal error occurred. Please try again. If this problem persists please contact support.

https://docs.microsoft.com/en-us/visualstudio/vsto/registry-entries-for-vsto-add-ins?view=vs-2019

When expanding details the following appears:

Application: NetDocuments.Client.OutlookAddIn.vsto|vstolocalr

Date: (Date you generated the error here.)

The operation failed.

System.Runtime.InteropServices.COMException

at Microsoft.Office.Interop.Outlook._Inspector.get_WordEditor()

at NetDocuments.Client.OutlookAddIn.OutlookAddIn.InsertLink(InsertAttachmentModel model, IAttachmentsContainer attachmentsContainer)

at NetDocuments.Client.OutlookAddIn.OutlookAddIn.AttachDocumentsOrLinks(IAttachmentsContainer attachmentsContainer)

at NetDocuments.Client.OutlookAddIn.Ribbon.<>c__DisplayClass96_0.<OnButtonAttachFileFromNdClick>b__0()

at NetDocuments.Client.Common.Infrastructure.ExceptionLogger.Process(Action action, Action onException)

Cause:

Microsoft VBA add-in for Outlook has been removed from Outlook COM Add-ins.

ndOffice has a dependency on this add-in for this feature to work.

Solution:

The add-in must be restored and enabled in Outlook.

SelectFile>Options>Add-ins.

Next to Manage COM Add-ins, select Go.

Ensure that theMicrosoft VBA for Outlookcheck box is selected.

Note: The load behavior by default is Load on Demand. This means it will be loaded when you use the feature.

This add-in disappears from the list until Outlook is restarted when used successfully.

If you do not have this add-in listed in COM Add-ins, you can run the attached registry key to restore the add-in in most cases. However, this article is general and you might need to contact support if you have issues. We expect users without administration rights not to be able to do this so please reach your IT Administrator and provide this article.

Warning:

The steps below are for advanced users with administration rights only. Otherwise, do not apply registry updates.

Download Microsoft VBA for Outlook.reg.

Agree to Run the file.

Agree to UAC prompt to run registry editor if it appears.

A warning appears asking you to continue, selectYes.

Restart Outlook and check for the add-in as described here.

If the add-in is loaded, test inserting links.

This .reg file will load the following settings to

Computer\HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook\Addins\Microsoft.VbaAddinForOutlook.1

You can use other load behaviors as defined here by Microsoft

Announcing iOS App v2.6.0 Beta 6 Availability

Update January 21, 2020: Beta 6 of v2.6.0 (build 4544) is now available for testing. We anticipate that this will be the final beta version before v2.6.0 is released to the AppStore. The new build includes a handful of small bug fixes:

Fixed an issue where the login dialog shown when adding NetDocuments as a Place in the Office mobile apps would persist.

Fixed an issue in iOS12 that affected switching between cabinets.

Update January 14, 2020: Beta 5 of v2.6.0 (build 4540) is now available for testing.The new build includes a handful of small changes:

Fixed an issue in iOS13 that affected certain push applications used for two-factor authentication.

Fixed an issue entering the passcode when attempting to access the app from the iOS Files app.

Update January 2, 2019: Beta 4 of v2.6.0 (build 4534) is now available for testing.The new build includes a handful of small changes:

When generating an Email Link email using the Outlook mobile app, a plain text link to the document will be included instead of an HTML email with several types of links. This change was required because the Outlook app would not consistently handle HTML emails.

A small change was made to the New Viewer to better support push-style factors when logging in using Federated Identity.

Update December 13, 2019:Beta 3 of v2.6.0 (build 4524) is now available for testing. The new build includes a handful of small bug fixes, including fixes related to the New Login Viewer.

When logging in via Organization Login on iOS12 and iOS13 devices with the New Login Viewer enabled, the user will be presented with a confirmation prompt like this (the value inserted after "Wants to Use" will be based on the URL of an organization's Federated Identity service):

[email protected]

This prompt is displayed due to security enhancements included in iOS12 and cannot be bypassed when using the New Viewer. (The Classic Viewer does not show this prompt, but the Classic Viewer may not support an organization's Federated Identity or MFA. In that case, the New Viewer is the only option.) Simply click "Continue" and the user will be presented with their Federated Identity login page. After logging in via Federated Identity, and depending on device settings, the user may be presented with the Keychain dialog to save their password:

This new build also fixes a bug encountered on iOS13 devices that would show a white screen when logging in via Federated Identity with the New Viewer enabled.

Update December 3, 2019:Beta 2 of v2.6.0 (build 4508) is now available for testing. This new build includes a handful of small bug fixes, including fixes related to newly added support for Outlook. In addition, in the EMM version of the app, if the email policy is set to use the default email app, the user can manually choose to set Outlook as their email app instead, the same way that Outlook can be selected in the regular version of the app.

NetDocuments version 2.6.0 (4501)Beta 1 is available and ready for testing via TestFlight. This includes both the regular and EMM versions of the iOS app. To be added to the beta list, please email [email protected] and indicate whether you would like access to the EMM version, the regular version or both. (If you are already a member of the beta list, there is no need to email.) Please provide any feedback you have to .

All of the user-facing changes in version 2.6.0 are described in more details at the bottom of this page. It is strongly suggested that the two enhancements described in greater detail immediately below be subject to deeper testing by every customer that encourages the installation of the iOS app by their users.

"New" Login Viewer Updates

In an earlier version of the iOS app, a "new" login viewer was introduced, but with continued support for the “classic” login viewer. The new login viewer was aimed primarily at customers who authenticate to NetDocuments via Federated Identity and likely require that a second factor be validated during the login process. The new login viewer is better able to handle Federated Identity and multi-factor authentication than the classic login viewer.

With v2.6.0, we have updated the components used by the new login viewer to match the version of iOS (iOS11 or earlier, iOS12 or iOS13) that is installed on a user’s device. If your firm uses the new login viewer, it is highly recommended that you ensure that your users can successfully authenticate with the changes made in v2.6.0. Ideally, test authenticating against v2.6.0 on three separate devices that have iOS11, iOS12 and iOS13 installed, respectively, to ensure that your users can continue to authenticate successfully regardless of which version of iOS they have installed. (This assumes that your users' devices have a combination of these 3 versions of iOS.)

If your firm is also using the integration between NetDocuments and the Office mobile apps, it is also suggested that you test adding NetDocuments as a Place to the Office mobile apps on each of the three versions of iOS listed above.

Choosing Outlook as the Email Client

Starting with v2.6.0, it is possible, using either the EMM version or the regular version of the iOS app, to select Outlook as the email client for sending all emails from the app. The manner in which this is configured for each version of the app is slightly different:

For the EMM app, a firm can use their MDM platform to set Outlook as the email client on all controlled devices by applying a value of 4 (EMAIL_POLICY_OUTLOOK) to the kMDM_APP_EMAIL_POLICY setting.

On the regular version of the iOS app, from the Settings page, a user can select Outlook as the email client:

For both versions of the app, if Outlook is configured as the email client but Outlook has not been installed on the device, attempting to send an email link will trigger this error message: “Outlook is not installed.” If Outlook is not installed and the user attempts to email a document as an attachment, the user will not be able to send the document via email.

Selecting the Outlook App when Emailing a Copy

Due to restrictions imposed by Apple on the iOS operating system, when a user chooses to send a document as an attachment when Outlook has been configured as the email client, the user will be presented with an iOS dialog listing every app on the device that has been configured for emails:

This will include common email apps (like Outlook, Mail, Gmail, etc.) along with certain other apps that the user may have installed on the device. It is not possible for the NetDocuments iOS app to display only the Outlook app in this list. Indeed, the Outlook app may not be listed individually and may be listed only in the "More..." section of the dialog that appears.For the best experience, it is recommended that the first time a user attempts to send an email copy using Outlook, the user should modify the order of the apps in this list so that Outlook is shown first. (The order of the apps can be adjusted using settings commonly available on any iOS device.)

If a user selects an listed app other than Outlook to send the email copy, a document with the name “restricted” will be attached instead of the selected document. (The content of this "restricted" document is: “The NetDocuments document you selected cannot be opened by this app because of restrictions placed by your system administrator on the NetDocuments mobile app.”) This will make it impossible to send the attachment using any app besides Outlook.

We encourage you to explain to your end users what to expect with the new Outlook setting and how to configure their device for their best experience.

All User-Facing Enhancements in v2.6.0

Enhancements that Apply Only to the EMM Version

A new EMM setting allows an administrator tochoose Outlook as the email client for emailing copies and links. The new value is kMDM_APP_EMAIL_POLICY=4 (EMAIL_POLICY_OUTLOOK), as described above.

Users can now copy links and email addresses when the EMM setting restricting copying is applied, because that content is not inside a document.

The Application Configuration Settings page indicates whether a Security Code has been set (but does not show the value of the security code).

The EMM printing control has been deprecated, because the printing app is no longer supported.

When a new security code is pushed out to the app, the user is logged out.

Enhancements that Apply Only to the Regular Version

A new setting allows users to choose Outlook as their default email provider for emailing copies and links, as described above.

Both Versions of the App Include these Enhancements

Users can edit the name of a new document prior to uploading it.

Documents can be renamed up to 1,000 characters.

Version names and descriptions are shown on the versions list page.

Locked documents are shown with a "Locked" label and those documents cannot be deleted via the app.

The default logout period has been increased to 90 minutes to match the logout period in the NetDocuments web interface.

Users will be encouraged to enable TouchID/FaceID when enabling the passcode setting.

Better support for and integration with the default Files app.

Updated support for the New Login Viewer in different versions of iOS.

A warning is shown after 5 failed passcode attempts that the user will be logged out.

v2.6.0 also contains numerous bug fixes and code refactoring.

Quick Search

Advanced Search Page

Email Search

Search Results

Search Methods and Operators

Search Fields

Understanding Search Criteria Syntax

Creating Saved Searches

Special Searches

Special Searches

On the Advanced Search page, you will have a Search Options menu. This includes the following options:

1. Emails from Me- this will do a search for all .msg files sent by me.

2. Emails to Me- this will do a search for all .msg files sent to me.

3. My recently created docs- this is a canned search that shows the documents you have created in the last 14 days. You can always do a manual search with a different date range.

4. Unprofiled Documents- this option shows all documents that you have created where required profile values have not been entered.Generally this would be done for each person's own documents to assist them in completing the profiles.

Other Searches

Searching Deleted Items

On the bottom of the Advanced Search page is a check box to search "Deleted items Only." This option allows a user to search only those documents which have been deleted (but not purged) and to which they have access rights. This searching is restricted to one Cabinet at a time. Any search criteria can be used when searching a deleted document.

From the Deleted Items Search Results page, any or all documents can be undeleted. If you are a Cabinet Administrator, you will have an additional option in the Search Results Options menu to permanently delete all documents returned in that specific search.

Right-to-Left and Bottom-to-Top Language Searching

You are able to search Asian, Hebrew, and Arabic characters in the text of documents by entering the desired characters into the Everything field. You can also search Asian, Hebrew, and Arabic characters in the Name of a document.

Normally, to print a document, you select the Print option in the application that you are using to access the document (such as Word, etc.). Sometimes you may want to print multiple documents at once or print a document without opening it first in the native application. In these cases, in any of the List View pages such as a Saved Search, Folder, Search Results, etc., go to More Options, and select the Print option.

Note: This feature is available with ndClick installed.

When using the Print option, the NetDocuments Service will print the selected documents using the default printer set for the computer. If you want to adjust any printer settings, you must do it before printing. After you select the Print option, the only adjustment you can make is to set a number of copies in the Print Documents dialog box.

You can also print the cover sheet for scanning using this option.

Most document formats can be printed using the Print option from NetDocuments. Printing will automatically activate the application related to each specific document. You must have the related application installed on your computer to print the documents.The related application must not be running when you click the OK button to print the documents.If an application does not work, you will need to open the application and use the native print feature for that application.

SetBuilder is an add-in feature to NetDocuments that streamlines the process of gathering and organizing a Set of documents. After you create a Set, it will combine all the documents into a single PDF file, ready for digital distribution.

Follow this page to be aware of upcoming SetBuilder updates.

Release Date

Notes

17 Jan 2020

The content of Saved Searches and CollabSpaces can now be accessed from the Copy a Documentdialog

Tweaked the language in several confirmation dialogs

Fixed an issue related to deleting multiple child items

Fixed an issue related to deleting a Set

26 Dec 2019

A Set can be cloned to another workspace. Note that the Sets tab must first be enabled in the other workspace. If the Sets tab has not enabled there, the user will be asked to enable it.

When content (folders and/or documents) is added from the user's computer, the content will be added folders first, then documents, and within each grouping the contents will be added in alphabetical order.

When a zero-byte file is added from the user's computer and it is automatically turned into a placeholder, the message has been changed to say: "Empty document replaced with placeholder".

Fixed a bug to allow new sets to be created when a user has view-only rights to the workspace.

Fixed a bug related to the mis-numbering of documents when adding zero-byte files.

25 Nov 2019

If any issues are encountered with specific Set documents while generating a binder, the documents at issue will be identified (along with the type of issue) but the binder will still be generated. In the generated binder, each of the documents at issue will be replaced with a placeholder.

Additional vertical space on the Set page has been gained by putting the following elements on the same horizontal line: the "<Back" button, the Set name (and menu), the update date/audit trail information, and the status indicator.

Any eyeball will appear next to the name of a Set if another user is viewing the same Set at the same time.

Any blank (zero-byte) documents added to a Set from the user's computer will be replaced with placeholders.

support site

NetDocuments now gives you an opportunity to work on the go and across all supported Outlook interfaces (Mobile, Web, Desktop, Mac) withndMail for Office 365, an Exchange-based Office Add-in. File your emails and documents anytime and anywhere.

Setup

Centralized Deployment

Interface Overview and Navigation

How to Use ndMail for Office 365

Support and Feedback

Setup

Before using ndMail for Office 365 on your mobile phone or other Outlook interfaces, it must be enabled via Outlook Web per mailbox or deployed centrally by your Exchange Online administrator (see Centralized Deployment below).

With 1.1, ndMail is supported by the on-premises Exchange 2016.

See Configure Exchange Connection.

Install ndMail in Outlook Web:

Open a browser and navigate to Outlook Web via https://outlook.office365.com.

Login to Outlook.

Select any email.

Select the More Actions ()button (next to Reply all and Forward).

In the drop-down list, selectGet Add-ins.

In the opened window, selectMy add-ins.

Select the Add a custom add-indrop-down menu, and then selectAdd from URL.

In the Add private add-in from a URLwindow,enter URL: https://addins.netdocuments.com/ndmailforoffice365/ndMailMobileProd.xml

Select OK >Install.

Install ndMail in the old Outlook Web UI:

Open a browser and navigate to Outlook Web via https://outlook.office365.com.

Login to Outlook.

OpentheSettingsbar.

SelectManage add-ins >My add-ins.

Select theAdd a custom add-indrop-down menu, and then selectAdd from URL.

In theAdd private add-in from a URLwindow,enter URL: https://addins.netdocuments.com/ndmailforoffice365/ndMailMobileProd.xml

SelectOK >Install.

After you install the add-in, it will show up across all Outlook interfaces but if you have ndMail for Desktop (COM/VSTO) you can turn it off for desktop Outlook via the following steps. Large organizations may choose to turn this off for all users in Outlook for Desktop if they prefer to use the COM/VSTO add-in there:

Right-click the Outlook Ribbon, and select Customize the Ribbon.

In Main Tabs, clear the ndMail add-in check box.

Select OK.

Note: This procedure works only for install on your individual mailbox. Microsoft deployment tools may be used to remove this for all users.

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Centralized Deployment

Many organizations may prefer to install ndMail for Office 365 administratively so it is available for all users. For further information on centralized deployment options, please see ndMail for Office 365 Centralized Deployment.

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Interface Overview and Navigation

The Predictions Panel

The Cabinet Selection Box

The Predictions Panel

After opening ndMail, the Predictions Panel appears.

The Refresh button refreshes the predicted filing locations.

The Searchbutton opens a field to search for more locations.

The Cabinet Selection Box

From the Cabinet Selection box, select the cabinet to file an item. This cabinet remains selected for the next items to file until you select a new one from the CabinetSelection box. The filing is performed only per selected cabinet.

If you select a location in a particular cabinet but decide to navigate to another cabinet, then the selected location in the previous cabinet is lost.

If there are no cabinets available, the following message appears: The server cannot display filing locations without an active repository. Please contact your administrator.

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How to UsendMail for Office 365

Open ndMail for Office 365 Add-In

File an Email to NetDocuments

Access a Filed Item

Search an Item

Open ndMail for Office 365 Add-In

Web Version

Open a browser and navigate to Outlook for Office 365.

Login to Outlook.

Select any email > More Actions (...) > ndMail.

(optional) See Outlook settings to Customize Actionsand add thendMail icon next to the Reply/Reply All buttons on theMessage Surface.

Mobile Version

Note: You must install Outlook for Mobile on your device.

Open Outlook mobile application.

Select an email to open it.

SelectMore Options(...) for the message.

Select thendMail icon to open the add-in and file the message.

File an Email to NetDocuments

After you install ndMail for Office 365, it automatically generates a list of predictive filing locations to save your email.

To File an Email to NetDocuments:

Select an email and open ndMail.

Select the check box next to the location name (you can choose more than one).

If you do not see your desired filing location in the predictions, select a different cabinet in the Cabinet Selection box and ensure you are looking in the correct Cabinet.

Use the Search button to search for a workspace or a folder by any word in the name of the location. Note that predictions improve the more you use ndMail.

If you want to make the email only accessible to the internal sender and internal recipients, select thebutton>Access>Participants.

Use the Refresh button if you need to refresh the predictions for the item.

Select File.

Note: You do not have to wait until ndMail finishes filing. It is done in the background while you can move on to another email.

If you select an email that is already filed, you will see the location where the item is filed (if you have accessto both the message and the location in NetDocuments).

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Known Issues

NOTE: We've had a few reports of some implementations of Federated Identify not working with ndMail for Office 365. We plan to fix this as a high priority in an upcoming release. Most customers should not see this issue, however.

Support and Feedback

If you have any feedback, questions, or issues, submit a request via our or call the closest customer support center:

US customers, call801-226-6882or866-NET DOCS (638-3627)

EU customers, call+44(0) 2034.55677

AU customers, call+61 2 8310 4319

We thank you for your input and feedback. We value you as a customer.

The NetDocuments Team

What's New in ndMail 1.7

ndMail 1.7 introduces key features and improvements to boost the efficiency of filing email messages. With Conversation Mode enabled, ndMail moves from one-click filing to no-click filing for replies and forwards in the same conversation. File the first message of a conversation and the rest of that conversation will be filed automatically. For a complete list of additional features and improvements, see the list below.

The latest generally available (GA) version can always be downloaded from the ndMail product page and the permalink to 1.7.0 can be found here: https://apps.netdocuments.com/apps/ndMail/ndMailSetup-1.7.0.zip

Highlighted changes

Conversation Filing

Improved UI for Access

Clean Mappings

Additional Improvements

Fixed Issues

New Registry Settings for ndMail

Conversation Filing

This feature improves filing efficiency by automatically filing items in a conversation after one message in the conversation is filed. This functionality is sometimes referred to as "luggage tags" and the NetDocuments predictive filing approach solves the same problem as legacy luggage tagging. This feature is optional. To enable it, in the upper-right corner of the ndMail predictions panel, select the Settings Back to Top button, and select the Conversation filing check box.

Administrators can also enable this feature via a registry setting.

With Conversation filing enabled, ndMail will automatically pre-select the same NetDocuments location where previous messages in the same conversation were filed.

Best Practice Note: Conversation filing automatically selects a filing location without any user interaction and, as such, we recommend it for power users or users who are trained on its functionality.

If one-click filing is disabled, then the selected item will only be filed after you confirm the pre-selection by clicking the File button.

If one-click filing isenabled,then the action of moving away from the active message will automatically file the message to the pre-selected location without any intervention (effectively no-click filing). Generally, in our user research, we discovered that most users who use conversation filing will also want one-click filing enabled to automatically file messages without any interaction.

The screenshot above shows a new indicator for the cabinet tabs when a location is pre-selected by conversation filing. This new indicator is an outlined checkmark (previously we introduced dark-filled checkmark ). The outlined checkmark indicates that the filing location is pre-selected automatically while the dark-filled checkmark indicates that the item is successfully filed and indexed in NetDocuments. See the two screenshots below for reference.

Pre-selected for filing (for example, auto-selected by conversation filing)

Filed and indexed in NetDocuments (note an additional checkmark on folder/filter/workspace icon)

When replying or forwarding a message, the location is automatically pre-selected. ndMail pre-selects the location ifany messages in the conversation were filed by another NetDocuments user at your organization.

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Improved UI for Access

In conjunction with conversation filing, we ensure your sensitive email remains private even when automatically filing items. We improved the Access feature so you do not need any additional clicks to view the access.

Set access now appears on the ndMail predictions panel. The screenshot below shows that Participants have access to the message.

If multiple access options are selected, the first letter of each access level will appear:

D Default

M Me

P Participants

The screenshot below shows a combination of all three access levels.

If you set limited access on one message in a conversation, ndMail will maintain that access level for the rest of the messages in that conversation. We default the conversation to the most strict access level that has been set on any message.

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Clean Mappings

This is an advanced feature in Folder Mapping that can help when troubleshooting issues or cleaning up old mapped folders. To access this feature, go to the ndMail tab > More > Folder Mapping Settings > Advanced > Clean Mappings. The process will run and will identify the following common scenarios if they exist among the user's mapped folders:

If your settings are set to append "(nd)" or some other value at the end of mapped folders' names, the Clean Mappings function will identify if any of the mapped folders have had that suffix removed or modified so you can add it back, if desired.

If any unmapped folder has the "(nd)" suffix after it, the Clean Mappings function will identify it for you so you can fix it, if desired.

If the user has permanently deleted an Outlook folder that was previously mapped, Clean Mappings will identify it so you can remove/repair the mapping.

When the Clean Mappings action is run, users will be presented with the following dialog:

Each row in the table corresponds to one Outlook folder where one of the above issues was identified. You can choose to go fix those issues or remove the row from this table if you do not want to fix the issue and don't want it identified as an issue in the future.

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Additional Improvements

Optimized event handlers to improve memory usage

Updated Redemption Library (5.21)

Fixed Issues

Fixed an issue where the spell checker would prompt you twice when a spelling error was found in the body of themessage (before the prompt to file and again after the prompt to file when sending)

Fixed an issue where users had to press the voting button twice if prompt-to-file was enabled. It now only prompts the user to file the item if they have chosed to Edit the message before sending. If they are just voting then it will not prompt them.

The Help link in the ndMail tab (for Folder Mapping) now takes the user to support.netdocuments.com where they can open a support ticket or find additional help information.

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New Registry Settings for ndMail Predictive Filing

Registry Path:

Computer\HKEY_CURRENT_USER\Software\NetDocuments\ndMail

OR

Computer\HKEY_LOCAL_MACHINE\Software\NetDocuments\ndMail

ConversationFilingregistry

Values

This value has no default state (the feature is disabled). True enables the conversation filing feature. False disables conversation filing. If no value data is present or if the value itself does not exist then the default behavior is to disable conversation filing. The value in HKCU prevails for this feature if there is a difference between HKLM and HKCU values.

True

False

New Registry Settings for ndMail Folder Mapping

Registry Path:

Computer\HKEY_CURRENT_USER\Software\NetDocuments\ndMail\Folder Mapping

OR

Computer\HKEY_LOCAL_MACHINE\Software\NetDocuments\ndMail\Folder Mapping

AutoResyncregistry

Values

This value has no default state (the feature is disabled as if it were set to 0). This registry setting provides a way to automatically force a re-sync of all of a user's mapped folders upon Outlook startup. A value of0 is the default setting and will not automatically resync emails when the user starts Outlook. A value of1 will automatically resync all emails that have not been copied previously in all of the user's mapped folders upon Outlook start and will reset the value to0 after that startup. A value of2 will resyncall emails in all of the user's mapped folders upon Outlook start and will reset the value to0 after that startup. A value of3will automatically resync all emails that have not been copied previously in all of the user's mapped folders upon Outlook start but will keep the value set to3after that start so that it resyncs on every Outlook startup (instead of just one startup). A value of 4 will prompt the user upon Outlook startup to resync all of their mapped folders but will give them the option to sync all items or just sync items that were not previously copied to NetDocuments and then it will reset the value back to0.

0

1

2

3

4

FolderCustomIconregistry

Values

This registry setting allows you to specify whether custom folder icons are loaded in Outlook or standard Outlook icons are loaded/used. Custom folder icons can slow down Outlook startup in some environments so with this release we do not load custom folder icons by default. If you wish to continue to show custom folder icons in Outlook for your users' mapped folders, set this value toTrue. The default is no value which behaves the same asFalse and will not load custom folder icons.

NOTE: This registry setting is only available in HKCU.

True

False

24 Sept 2019 Update: An updated NetDocuments Chrome Extension (v. 0.0.4) that works with Chrome v.77 is now available through the Chrome Store. Previously installed versions of the NetDocuments Chrome Extension will be automatically updated to the latest version.

The NetDocuments Chrome Extension has been negatively impacted by the latest release of the Chrome browser (Chrome 77, released 10 September 2019). The Chrome Extension allows users to upload documents directly from NetDocuments to other websites (such as court sites, government sites, etc.).

When used in conjunction with Chrome 77, the NetDocuments Chrome Extension is unable to upload Office XML files to websites. Files created in the latest Office format (.docx, .xlsx, .pptx) or Adobe (.pdf) will not be uploaded in Chrome 77. Files of other formats (images, RTF files, etc.) properly upload.

The NetDocuments team is actively working to mitigate this issue.

Chrome 77 has reportedly broken many products worldwide (including WordPress, NetGear, Linux, etc.). NetDocuments recommends that customers who use ndClick and the NetDocuments Chrome Extension remain on an earlier version of Chrome until an update is available from Google or NetDocuments. Chrome 75 continues to work well with ndclick and the NetDocuments Chrome Extension.

support site

CollabSpaces are the ideal way to share and collaborate on documents stored in NetDocuments with people outside your firm, whether clients or other third parties.

Discover how to share your documents using and administering CollabSpaces.

Note: CollabSpaces are compatible with ndOffice 2.6, not earlier versions of ndOffice. You can also perform all actions with documents in CollabSpaces using NetDocuments for Web.

CollabSpaces Administration

User Topics

What are CollabSpaces?

Accessing CollabSpaces

Accessing CollabSpaces in Other NetDocuments Applications

Workspace Actions Impact on CollabSpaces

CollabSpaces Interface Overview

How to Use CollabSpaces

Support and Feedback

What are CollabSpaces?

The Impact of Enabling CollabSpaces

CollabSpaces are the ideal way to share and collaborate on documents stored in NetDocuments with people outside your firm, whether clients or other third parties. CollabSpaces allow you to keep all of the documents you need to share securely inside NetDocuments without being forced to first download or copy those documents to a different platform or to attach those documents to an email. In addition, CollabSpaces allow you to share documents in a way that is consistent with how you already work and organize your content: inside workspaces and matters.

To share documents, first create a new CollabSpace in a workspace where your documents are already stored, add documents to that CollabSpace, and share the CollabSpace with the external users who need access.

The Impact of Enabling CollabSpaces

When CollabSpaces have been enabled in a cabinet, they become the sole place to fully sharing content with external users. (This assumes that ShareSpaces have never been or are no longer used in the same cabinet.) In that cabinet, external access cannot be granted to documents outside of CollabSpaces. The only exception to this rule is secured links, but secured links do not provide the recipient with full access or allow for true collaboration; secured links simply give external users view access rights to ad hoc documents.

Accessing CollabSpaces

Accessing CollabSpaces by Internal Users

Accessing CollabSpaces by External Users

Accessing CollabSpaces by Internal Users

CollabSpaces Tab

Navigation Pane

Every CollabSpace is associated with a workspace. There are two places where internal users can find the CollabSpaces that have been created in a workspace.

CollabSpaces Tab

The CollabSpaces created for a workspace can be accessed from the CollabSpaces workspace tab:

(Only the CollabSpaces you have access to will be listed here.) If the CollabSpaces tab does not appear for a particular workspace, it is likely that CollabSpaces have not been enabled by an administrator, at either the repository level, the cabinet level or in the workspace itself.

This list of CollabSpaces includes basic information about each CollabSpace. Select the name of a CollabSpace to access it. In the CollabSpaces tab, select Add CollabSpaceto create or request a new CollabSpace.

CollabSpaces are not displayed in the Documents tab of a workspace when in Summary view. CollabSpaces have a unique icon that differentiates them from other containers in a workspace:

Navigation Pane

CollabSpaces are child containers of their workspace and can also be viewed from the Navigation Pane as direct children of the workspace:

Displaying CollabSpaces in the Navigation Pane is useful for two reasons:

Often the Navigation Pane provides a faster way to navigate to the CollabSpace or one of its folders.

Content can be dragged into, within or out of a CollabSpace from the Navigation Pane as a way of sharing the content, moving it or unsharing it.

Accessing CollabSpaces by External Users

External users have a different way of accessing CollabSpaces. External users cannot be given access to a workspace in a cabinet with CollabSpaces enabled. (The exception is when external access was granted to a workspace before CollabSpaces were enabled or by using Profile-Based Security.) Instead, external users will see CollabSpaces displayed as direct children of the cabinet in the Navigation Pane:

And, by default, the Navigation Pane will be pinned open for users who only have external access to NetDocuments. (The external user can unpin the Navigation Pane.)

In addition, when an external user is given access to a CollabSpace, the CollabSpace will be added to the user’s Home page, providing the external user with direct navigation that CollabSpaces in the future:

External Users with Access to Workspaces

If an external user in a CollabSpace-enabled cabinet has been given access to one or more workspaces in that cabinet (for example, because the external user had pre-existing access or was given access using Profile-Based Security), then the external user's experience from the main NetDocuments webapp will be similar to what the external user would see if CollabSpaces were not enabled in the cabinet.

For external users with access to workspaces in a CollabSpace-enabled cabinet:

Favorite and Recent workspaces will be displayed in the Navigation Pane and in the Move/Copy and +Add interfaces for that cabinet.

The Workspaces tab and Go to Workspace search field will also be displayed.

Reverting to the standard user interface will allow those external users to easily access the workspaces they have been given access to. If those external users have also been given access to CollabSpaces in the cabinet, the external user can access those CollabSpaces directly from the NetDocuments Home page, where the CollabSpaces will have been favorited.

Accessing CollabSpaces in Other NetDocuments Applications

In addition to accessing CollabSpaces via NetDocuments for Web, CollabSpaces can be accessed from these other NetDocuments applications:

iOS mobile app (starting with version 2.5.3)

Android mobile app (starting with version 1.4)

ndSync for Windows (starting with version 2.3.4)

ndSync for Mac (starting with future version 2.3.5)

ndOffice (starting with future version 2.6)

Workspace Actions Impact on CollabSpaces

Refresh the Workspace

Delete a Workspace

Modify All Workspace Results Access

Applicability of ndFlexStore, Workspace Holds, Closed Workspaces, and Retention Policies

Refresh the Workspace

Refreshing a workspace should have no impact on any CollabSpaces in the workspace or the content of those CollabSpaces, although it is possible that the CollabSpaces tab will be deactivated if the corresponding workspace template does not have the CollabSpaces tab enabled by default.

Delete a Workspace

Deleting a workspace will delete all of the CollabSpaces in the workspace and all of the folders in that CollabSpace, but the documents in the CollabSpace and in its folders will not be deleted.

Deleting all of the documents in a workspace (using Delete all resultswhen in workspace List view) will also attempt to delete all of the documents in every CollabSpace in that workspace.

Modify All Workspace Results Access

If you select Modify all results access, that will change the access rights of documents in CollabSpaces. Because that action is typically used only to add or remove specific users and groups, it likely will not remove external access rights to CollabSpace documents.

Applicability of ndFlexStore, Workspace Holds, Closed Workspaces, and Retention Policies

If your firm uses ndFlexStore to store documents for certain clients or matters in a specified geographical location, then the documents in the corresponding workspaces will be stored in that location, and that will also include all of the documents in all of the CollabSpaces in those workspaces.

If a litigation hold is applied to a workspace, that hold will apply all of the documents in all of the CollabSpaces in that workspace.

If a workspace is closed, the impact of closing the workspace will apply all of the documents in all of the CollabSpaces in that workspace.

If a retention policy is applied to a workspace (or to a workspace closing date), that policy will apply to all of the documents in all of the CollabSpaces in that workspace.

Support and Feedback

If you have any feedback, questions, or issues, submit a request via our or call the closest customer support center:

US customers, call801-226-6882or866-NET DOCS (638-3627)

EU customers, call+44(0) 2034.55677

AU customers, call+61 2 8310 4319

We thank you for your input and feedback. We value you as a customer.

The NetDocuments Team

Best Practices for External Access to a Cabinet

CollabSpaces are the ideal way to share and collaborate on documents stored in NetDocuments with people outside your firm, whether clients or other third parties.

Discover how to share your documents using and administering CollabSpaces.

Note: CollabSpaces are compatible with ndOffice 2.6, not earlier versions of ndOffice. You can also perform all actions with documents in CollabSpaces using NetDocuments for Web.

To have CollabSpaces enabled in your repository, reach out to your Customer Success Manager (if one has been assigned to you) or to the NetDocuments Support Team.

CollabSpaces User Help

Admin Topics

Enable CollabSpaces

CollabSpaces Repository Configuration

Configure CollabSpaces for a Cabinet

Manage CollabSpaces, External Users, and External Groups

Consolidated Activity Log Entries

How to Enable CollabSpaces

You can also follow this Quick Setup Guide, which has less detail than the rest of this page.

CollabSpaces do not appear by default in any repository but must be enabled by NetDocuments.

CollabSpaces Repository Configuration

Exceptions to Advanced Authentication Options

Support the Creation of External Groups and Users

Exceptions to Advanced Authentication Options

Before enabling CollabSpaces in any cabinet, determine whether your repository uses an additional security measure, such as restricting access from certain IP ranges (in other words, IP whitelisting), which is done from the Advanced Authentication Options page. However, this type of restriction would likely bar external users from accessing your repository and accessing content shared with them via CollabSpaces, because external users will not be accessing NetDocuments from inside the permitted IP range (or will not satisfy any similar restrictions). To allow external users to use CollabSpaces while still enforcing these restrictions on internal users, an exception to these restrictions can be applied solely to external users. To apply this external user exception, select the Exclude external users from requirements check box on the Advanced Authentication Options page:

External users will have access only to the limited amount content to which they have been explicitly added.

Support the Creation of External Groups and Users

One of the primary benefits of CollabSpaces is the option to delegate to everyday internal users the ability to create external groups and create and add external users to those groups, without administrative assistance. (These are referred to as CollabSpace Groups.)

However, you can createCollabSpace Groups only if the repository is configured to allow the creation of external groups at the cabinet level.

Therefore, it is strongly recommended for Repository Administrators to go to the Users & Groups Repository Administration page:

and check theCabinet administrators can create external groups in the cabinet and add external members to those groups and the repository checkbox:

If this setting is disabled, a red warning appears on the Cabinet Administration page next to the CollabSpaces setting:

After this Repository-level setting is enabled, an internal user can create CollabSpaces Groups and create external users to add to those groups in that cabinet ONLY if the internal user has been given VESA rights to a specific CollabSpace. If you do not want any regular internal users to be able to create external users and groups, then do not give regular internal users VESA rights to those CollabSpaces.

Configure CollabSpaces for a Cabinet

Impact of Enabling CollabSpaces in a Cabinet

Impact of Enabling CollabSpaces on ShareSpaces

Enable CollabSpaces in a Cabinet

Configure CollabSpaces

Display the CollabSpaces Tab

Permit Multi-Document Downloads

Restrict External Access to History

Impact of Enabling CollabSpaces in a Cabinet

Enabling CollabSpaces in a cabinet means that external document sharing in that cabinet typically will happen inside CollabSpaces, with certain exceptions noted below. Therefore, to share a document, add it to a CollabSpace. This principle is embodied by the fact that external groups in a CollabSpace-enabled cabinet can have more than No Default Access rights to the cabinet. In addition, workspaces in a CollabSpace-enabled cabinet will not be visible to external users; external users will have access only to the CollabSpaces. Also, in a CollabSpace-enabled cabinet, a security template that contains external access rights cannot be created. (Security templates with internal-only access rights can be created and any existing security templates will not be affected.)

There are a few exceptions to this rule about external access rights to the content in the cabinet:

If CollabSpaces have been enabled in a cabinet, secured links can still be created for documents in that cabinet. Secured links are a one-way, read-only, and ad hoc method of sharing individual documents, and they typically have an expiration date.

If any content was shared externally at the time CollabSpaces were enabled in a cabinet, the external access rights to that content would not be changed. However, it will not be possible to modify the access rights of that content to add more external access.

Profile-Based Security (PBS) is not directly impacted and external access can still be granted to workspaces and workspace content via PBS, although the ability of external users to navigate to content in the cabinet will be impinged.

Existing ShareSpaces will continue to work as before and access to ShareSpaces can be given to ShareSpace Personal Contacts and any external groups that have access to the cabinet (other than CollabSpace groups). In addition, there is an option to disable the creation of new ShareSpaces in a cabinet where CollabSpaces have been enabled.

In addition, unlike ShareSpaces, only true external users can be given access to CollabSpaces. There is no concept of a CollabSpace Personal Contact. Restricting access to true external users means that administrators have full control over the external users, including which groups these external users are members of. These creation of external users are subject to any limitation on the number of external users a client has licensed.

If you have given external users access to a cabinet where CollabSpaces are intended to be enabled, consider the impact that enabling CollabSpaces will have on them before enabling CollabSpaces. Determine a strategy for migrating the currently shared content and external users and groups to CollabSpaces.

Impact of Enabling CollabSpaces on ShareSpaces

Enabling CollabSpaces in a cabinet, by itself, has no impact on existing ShareSpaces in that cabinet or in other cabinets. ShareSpaces may remain enabled after CollabSpaces are introduced. However, one of the primary benefits of CollabSpaces is the control and transparency it provides over external document sharing. If ShareSpaces continue to be enabled, that will undermine the benefits of CollabSpaces.

If both ShareSpaces and CollabSpaces are enabled at the same time and a user selects documents in a CollabSpace-enabled cabinet and selects Share Externally, the assumption is that the user wants to share the documents to a CollabSpace, not to a ShareSpace, and the Share Externally dialog box will list only CollabSpaces in that cabinet as possible destinations for those documents. To add documents to an existing ShareSpace, select Move/Copy or drag documents.

With or without CollabSpaces enabled, if ShareSpaces are disabled at the repository level, then new ShareSpaces can no longer be created in that repository and additional users and groups cannot be given access to existing ShareSpaces. Further, if ShareSpaces are disabled at the repository level and CollabSpaces are enabled in a cabinet, then for any ShareSpaces in that cabinet, no additional documents can be added. In other words, after ShareSpaces are disabled, existing ShareSpaces in a CollabSpace-enabled cabinet will be static. That means neither new contentnor the content already added to the ShareSpaces can be shared with anyone else. That will make CollabSpaces the sole mechanism for sharing new content externally in the cabinet.

It is also possible, when CollabSpaces are enabled in a cabinet, to disable the ability to create new ShareSpaces in that cabinet, but not affect existing ShareSpaces, using this setting:

Enable CollabSpaces in a Cabinet

By default, CollabSpaces are disabled in every cabinet in a repository. CollabSpaces must be enabled per cabinet by a Cabinet Administrator. Also, CollabSpaces work only with workspaces; therefore, there is no reason to enable CollabSpaces in a cabinet that is not configured to use workspaces.

To enable CollabSpaces in a cabinet, go to Cabinet Administration, and under Allow CollabSpaces to be created in this cabinet, select the Only in workspaces option.

If this setting is absent, then contact NetDocuments to have CollabSpaces enabled in your repository.

After you enable CollabSpaces, a confirmation prompt appears:

The changes mentioned in that prompt will not take effect until you select Submit at the bottom of theCabinet Administration page.

Because one of the main principles of CollabSpaces is that CollabSpaces become the sole mechanism for sharing content externally in a cabinet where they have been enabled, external groups are not permitted to have more than No Default Access to a cabinet where CollabSpaces are enabled. Therefore, if there are any external groups created either at the repository level or in the cabinet that are currently given more than No Default Access to the cabinet, you must first reduce the access of those groups to No Default Access. (It is already a NetDocuments best practice for external groups to be limited to No Default Access rights to a cabinet.) If, after enabling CollabSpaces and submitting the page, you see an error message like this:

It is likely because one or more external groups have been given greater than No Default Access rights to the cabinet. To fix this, identify those groups and reduce their rights to the cabinet to No Default Access. If you do not see any external groups with greater than No Default Access, it is likely those group are configured to be hidden, so make sure to check the box to display hidden groups:

Configure CollabSpaces

Delegate the Creation of CollabSpaces

Route Requests to Create CollabSpaces

Delegate the Creation of CollabSpaces

At the time CollabSpaces are enabled in a cabinet, the Cabinet Administrator alone will have the right to create CollabSpaces in that cabinet. However, it is possible for the Cabinet Administrator to delegate the ability to create CollabSpace to other internal users in the cabinet, like an Extranet Team. (External users are never permitted to create CollabSpaces.)

To delegate this right to others, select an internal group of users in the Select the internal group drop-down box, which is just below the setting to enable CollabSpaces, by starting to type the name of the group:

Any internal group can be selected, from the default Internal Users group that includes all internal users to a small group of administrative users dedicated to managing CollabSpaces. The internal users in the selected group will also be able to create CollabSpaces in that cabinet, subject to the following restrictions:

Each user in that group must have access to the cabinet. Adding the group in this setting alone does not add that group to the cabinet. Therefore, either add this group to the cabinet in addition to selecting it here (giving that group No Default Access rights is sufficient) or ensure that all of the users in that group have access to the cabinet via other groups.

In order to create a CollabSpace in any particular workspace, a user must also have VES rights to that workspace.

Therefore, for an internal user who is not a Cabinet Administrator to create CollabSpaces in a workspace, the user must both (a) have VES rights to that workspace and (b) be a member of the internal group selected in the setting above.

Route Requests to Create CollabSpaces

The other CollabSpace-specific setting that can be configured at the cabinet level involves handling requests that come from internal users to create a CollabSpace. It is possible, if not likely, that many internal users in a cabinet will not have the right to create CollabSpaces. In those circumstances, and in those workspaces, where an internal user cannot create a CollabSpace, that internal user can request that a CollabSpace be created. That request will be routed by default to all of the Cabinet Administrators for that cabinet. To route those requests to a different set of users, like a firm’s Support Desk or a designated Extranet Team, enter the email address(es) to which these requests should be routed in CollabSpace administrative email address(es):

An example of the request email is shown below (the user requesting the CollabSpace will be cc’d on this email):

That email includes the following information:

the name of the person who requested the CollabSpace

a link to the workspace where the CollabSpace should be added

the name of the CollabSpace to be created

a suggestion to give the requesting user administrative rights to the CollabSpace

The recipient of the request email can select the link, which will open the workspace to the CollabSpaces tab:

If the recipient has sufficient rights to create a new CollabSpace, they can select Add CollabSpaceand create a new CollabSpace with the requested name. In the Access List dialog box that appears after the CollabSpace is created, add the user who requested the CollabSpace and give that user VESA rights to the CollabSpace to give that user the ability to manage the CollabSpace, then apply the changes:

Next, in the CollabSpace menu, select Email linkto send an email to the requesting user to let them know that the CollabSpace has been created:

The email will automatically include a link to the new CollabSpace. (The email will be generated using the native email application if desktop email integration is enabled.)

Display the CollabSpaces Tab

Workspace Templates

Workspace Dialog Box

All of the CollabSpaces in a workspace will be listed in a new CollabSpaces tab.

By default, the CollabSpaces tab does not appear in any workspace in the cabinet. There are two ways to make the CollabSpaces tab visible in a workspace.

Workspace Templates

In a workspace template, under CollabSpaces, select the Enable CollabSpaces check box.

After this change has been applied to the workspace template, any newly created workspaces based on this template will display the CollabSpaces tab, and any existing workspaces tied to that template that are later refreshed will also display the CollabSpaces tab.

Workspace Dialog Box

To enable or hide the CollabSpaces tab for an individual workspace, selectCustomize Workspaceand then select the CollabSpaces check box.

Any user with VES rights to a workspace can access this dialog and enable CollabSpaces. Disabling the CollabSpaces tab will NOT delete any previously created CollabSpaces in that workspace, but those existing CollabSpaceswill not be viewable from the workspace page. However, an existing CollabSpace can still be accessed from a link to the CollabSpace (such as a link added to the Home page), in a search result, or from the Navigation Pane where the CollabSpace appears as a child of the workspace:

Permit Multi-Document Downloads

One of the most common reasons to share content externally is to allow external users to download that content. Therefore, to make sure that is allowed, it is strongly recommended that you enable theExternal users are not subject to restrictions on multi-document downloads cabinet-level setting:

The alternative approach would be to give the right to perform multi-document downloads one at a tmie to every external group created in the cabinet, which will not be easy to do if most of those are CollabSpace groups created by everyday internal users who do not have access to the Cabinet Administration page.

Restrict External Access to History

The External members are allowed to access the history of objects in this cabinet cabinet-level setting governs whether any external user, regardless of their rights to content, can access the history of documents and containers in that cabinet:

Object history might contain sensitive information and will list actions performed by any user. This information typically should not be exposed to external users. By default, this option is disabled in all cabinets. It is strongly recommended to keep it disabled.

Manage CollabSpaces, External Users, and External Groups

Search for CollabSpaces

Access and Configure a CollabSpace

Manage External Users and Groups

Cabinet External Groups Tied to a Top-Level Workspace Attribute

Management of External Users and Groups by a Repository Administrator

After CollabSpaces have been enabled in a cabinet, these CollabSpaces can be managed in several ways by a Cabinet Administrator.

Search for CollabSpaces

On the Advanced Search page, if one or more CollabSpace-enabled cabinets are selected, a CollabSpaces Only file-extension filter appears:

Although this search filter is available to any user, a Cabinet Administrator will be able to use this filter to find any CollabSpace in their cabinet. The CollabSpaces-only search results can be refined with other search filters.

Access and Configure a CollabSpace

A Cabinet Administrator has full access to all content in a cabinet, including every CollabSpace.

A Cabinet Administrator can change the configuration of any CollabSpace, even if the Cabinet Administrator did not create the CollabSpace.

The configuration of a CollabSpace can be managed in the CollabSpace drop-down menu by theCustomize, Edit Profile,and Modify Access options:

Customize To rename the CollabSpace, update its description and icon and change the default sort order.

Edit profile To change the profile values associated with the CollabSpace, which will be inherited by default when new content is added directly to it.

Modify access To change the access rights of the CollabSpace, including creating and modifying CollabSpace groups.

Manage External Users and Groups

By enabling CollabSpaces in a cabinet, three types of external groups can be given access to a cabinet:

Repository-level groups. The membership and configuration of these groups are controlled by a Repository Administrator. It is a Cabinet Administrator’s choice whether to add a repository-level group to a cabinet.

Cabinet-level groups. The membership and configuration of these groups are controlled solely by a Cabinet Administrator, which automatically have access to the cabinet.

CollabSpace groups. The membership and configuration of these groups are controlled jointly by the everyday internal user(s) given VESA rights to the corresponding CollabSpace and by Cabinet Administrators, although typically these groups are created by every internal user.

A Cabinet Administrator has full control over cabinet-level and CollabSpace groups, including the membership of those groups, how those groups are configured and whether those groups should be removed from the cabinet. (Removing a CollabSpace group from the cabinet will delete the group entirely.)

A Cabinet Administrator can manage all of these types of groups from the Cabinet Administration page. That page lists all of the groups and indicates whether each group has been added to the cabinet:

The list also indicates the type of each group:

Internal A repository-level internal group

External A repository-level or cabinet-level external group

CollabSpace - A CollabSpace group

In the case of a CollabSpace group, the Cabinet Administrator can hover over the word CollabSpace to determine which CollabSpace and workspace the group is associated with:

Select View Membersfor that group, and the Modify CollabSpace Group dialog appears. It displays the CollabSpace and workspace the group is associated with, including a link to the CollabSpace itself:

In addition, from the Cabinet Administration page a Cabinet Administrator has access to the full list of external members of the repository:

The Cabinet Administrator can select an external user and determine whether that user is a member of the cabinet (which means that the user is a member of the group added to the cabinet) and which groups the user is a member of, limited to repository-level external groups where the membership is not hidden and any cabinet or CollabSpace group in that cabinet:

For any CollabSpace group the user is a member of, the Cabinet Administrator can select the group, and then selectDetailsto see the name of the associated CollabSpace, which will be a link to open the CollabSpace page in a new tab.

Cabinet External Groups Tied to a Top-Level Workspace Attribute

Overview and Best Practices

Any repository external group or cabinet external group can be added to any CollabSpace. Therefore, an internal user managing a CollabSpace could potentially add the wrong group to a CollabSpace. For example, a cabinet external group populated with users from client Northwest Central Bancorp might mistakenly be added to a CollabSpace in another client’s workspace.

NetDocuments has added support for a new variation of cabinet external group, which has been created expressly to minimize this risk and to give Cabinet Administrators greater control over the external sharing experience. With this new variation, cabinet external groups can be tied to the top-level workspace attribute for that cabinet. (For most NetDocuments customers, the top-level workspace attribute is "Client," as in a Client-Matter workspace.) This new variation of cabinet external group can be created only in CollabSpace-enabled cabinets.

For example, if a NetDocuments customer represents Northwest Central Bancorp, which has its own Client key, then a cabinet external group can be created that is tied to the Northwest Central Bancorp Client key. (Presumably, that group will include only external users who work for or are associated with Northwest Central Bancorp.) That Northwest Central Bancorp cabinet external group can be given access only to CollabSpaces in Northwest Central Bancorp workspaces. That eliminates the risk that the Northwest Central Bancorp group will mistakenly be added to a CollabSpace for a different client.

And because these are cabinet external groups, they have the benefit of reusability across different CollabSpaces. That way, the same group can safely be added to multiple CollabSpaces, so that it is not necessary to create multiple CollabSpaces groups across multiple CollabSpaces, each of which has the same set of users.

With this enhancement, NetDocuments recommends as a best practice that only two types of external groups be added to a CollabSpace-enabled cabinet:

CollabSpace groups (each of which is tied to a specific CollabSpace)

Cabinet external groups tied to the cabinet’s workspace top-level attribute

(An exception might be made for: external groups that need access to a broad range of workspaces, like a customer’s auditor; groups previously added to that cabinet, which over time can be phased out; and groups given access to workspaces via Profile-Based Security in unique circumstances.)

A Cabinet Administrator controls which groups are added to a cabinet. Therefore, a Cabinet Administrator can choose not to add repository-level external groups to the cabinet and can ensure that any cabinet-level external groups created in the cabinet are tied to the workspace's top-level attribute. And because the Cabinet Administrator alone manages the membership of cabinet external groups, they can be certain that the membership of those groups is always correct and has not been changed by others.

Creating Cabinet Groups Tied to a Top-Level Workspace Attribute

To create a cabinet external group tied to the top-level workspace attribute, the Cabinet Administrator will access the Cabinet Administration page and click on the Create External Groupbutton. That will display the Create Cabinet Groupdialog. If the cabinet has CollabSpaces enabled, there will be a new, optional field on that dialog with the label: “Enter [Name of Top-Level Workspace Attribute] Key”:

(In the screenshot above, the top-level workspace attribute key is “Client”, so the label is “Enter Client Key”.)

Configure the cabinet group settings the way you would configure any other group: enter a group name, check the group options and add members to the group. In addition (and currently this extra step can be performed only at the time the group is created), you have the option to associate this group with a specific top-level workspace attribute value. In the screenshot above, the value would be a particular Client key listed in the Client lookup table for that repository. Simply enter the exact Client key value for the Client that the group will be associated with and click “Validate”:

If the value entered exactly matches a Client key in the lookup table, the corresponding description for that Client key will be displayed below (in green):

If the value entered does not match any key in the lookup table, you will be informed that there is no matching key (in red):

You can click the “Clear” button to clear out the value, whether validated or not.

If an invalid or not-yet-validated key value is entered in that field and you try to save the new group, an error message will be shown and you will not be able to proceed unless you clear out the value or enter and validate a key:

Currently, if you create a cabinet external group that is not tied to a top-level workspace attribute, you cannot change that group’s settings later to associate the group with a top-level workspace attribute. No field is displayed to set the key value on the Modify Cabinet Group dialog:

Also, if you create a cabinet group that is tied to a top-level workspace attribute value, you cannot change that value later to be associated with a different top-level workspace attribute value. In the Modify Cabinet Group dialog, the selected top-level workspace attribute value is shown as read only:

Nor can a group associated with a top-level workspace attribute value be disassociated from that value later. If necessary, simply create a new cabinet external group that is not tied to a top-level workspace attribute.

Managing Cabinet Groups Tied to a Top-Level Workspace Attribute

As shown above, when accessing the Modify Group dialog for a cabinet group tied to a top-level workspace attribute, the key and description of the associated top-level workspace attribute value is displayed. Also, the name of that dialog will be labeled “Modify [Name of Top-Level Workspace Attribute]-Centric Group”, to make it clear what type of group it is. And on the Cabinet Administration page, in the “Type” column where all of the groups are listed, cabinet external groups associated with a top-level workspace attribute will be listed as “[Name of Top-Level Workspace Attribute]-Centric”:

Hover over that language and the key associated with the group will be displayed:

In addition, it is possible to filter just for this new type of group using the Type of groupfilter:

In all other ways, cabinet external groups tied to a top-level workspace attribute can be managed in the same way as any other group: you can change the group’s name or options, update the group’s membership or remove the group, if necessary.

Using Cabinet Groups Tied to a Top-Level Workspace Attribute

Cabinet external groups tied to a top-level workspace attribute can be used like any other cabinet external group, with the exception that they can be given access only to CollabSpaces added to workspaces that are associated with the same top-level workspace attribute value that the group is associated with. Using the example above, the Northwest Central Bancorp cabinet group can be added only to CollabSpaces in Northwest Central Bancorp workspaces.

For example, if you open the Modify Access dialog for a CollabSpace in a different client’s workspace and view the list of available External Groups, the “Northwest Central Bancorp” group will not be listed:

But in a CollabSpace in a Northwest Central Bancorp workspace, that group will be listed:

Management of External Users and Groups by a Repository Administrator

A Repository Administrator will be able to manage all external members of the repository from the Users & Groups page. In managing external users, the role of the Repository Administrator is different from the Cabinet Administrator. The Repository Administrator’s role is mostly limited to evaluating the scope of the external user’s access to the entire repository so that the Repository Administrator can decide whether or not to remove the external user from the repository. For example,the Repository Administrator can determine the last time the external user signed into NetDocuments, whether the external user is still a member of any group, which groups those are, and the type of each group.

Also, the Repository Administrator can generate a User Group report, which will list every group repository, cabinet or CollabSpace in the repository, the membership of each group, the type of group and whether the group is internal or external.

Best Practices for External Access to a Cabinet

When CollabSpaces are enabled in a cabinet, it is a best practice to give external access to that cabinet exclusively through (a) CollabSpace groups, because each CollabSpace group is limited to a single CollabSpace, and (b) cabinet external groups tied to a top-level workspace attribute.

Other types of groups, like repository groups and regular cabinet groups, that are added to a cabinet increase the risk that the wrong group of external users will be given access to the wrong content. Adding repository-level external groups to a CollabSpace-enabled cabinet is rarely recommended.

Consolidated Activity Log Entries

If an action is taken on a document that would be logged to the consolidated activity log, and that document is part of a CollabSpace, then an extra attribute will be included in the corresponding consolidated activity log entry, indicating which CollabSpace the document is part of. In the XML version that log entry looks as follows:

And in the JSON version it looks as shown below:

When saving PDFs to netdocuments from Adobe DC you may encounter an adobe "Save as PDF" window. To continue through to the ndOffice Save as dialog you must click "Choose a Different Folder"

If you want to Remove this additional step:

1. In Adobe navigate to Edit > Preferences > General.

2. Locate the options for "Show online storage when opening files" and "Show online storage when saving files".

3. Disable both options as desired.

How do you receive ndMail updates or patches?

What if you are not an ndMail subscriber?

ndMail Summary Enhancements and Updates

NetDocuments releases periodic performance enhancement patches to improve our products continually.

How do you receive ndMail Updates or Patches?

If you are anndMailsubscriber, get the latest product download and documentation from:

ndMail (User Help and Download)

ndMail Administration (Administration Help and Downloads)

What if you are not an ndMail Subscriber?

ndMail is an add-in product that you need to subscribe to separately. For more information about ndMail, please contact your Sales representative or go to ndMail - Smart and Simple Filing within Outlook.

ndMail Summary Enhancements and Updates

Belowis a summary of updates and patches for the ndMail product.

Version Number

Release Date

Notes

1.7

26 December 2019

ndMail 1.7 introduces key features and improvements to boost the efficiency of filing email messages.

View ndMail 1.7 Release Notes here

1.6

27 September 2019

ndMail 1.6 introduces key enhancements to provide users with the most up-to-date information on the filed status of email messages.

View ndMail 1.6 Release Notes here

1.5

27 June 2019

Version 1.5 reflects a change in our ndMail development process to move to smaller, less impactful, and more frequent releases approximately every few months.

View ndMail 1.5 Release Notes here

1.4

17 May 2019

A major focus of this release is the performance in Outlook, particularly specific versions and bitness of Outlook.

View ndMail 1.4 Release Notes here

1.3

3 Jan 2019

The ndMail 1.3 release introduces the ability to drag and drop emails directly to the ND Navigation Pane in Outlook and use new keyboard shortcuts for the predictions panel. ndMail 1.3 also brings back and enhances the ability to import and export folder mappings.

View ndMail 1.3 Release Notes for more information.

1.2

9 Nov 2018

The ndMail 1.2 release adds enhanced functionality.

View ndMail 1.2 Release Notes for more information.

1.1.1

23 Aug 2018

This enhancement patch provides significant speed and performance improvements, including:

reducing CPU usage on initial start-up and preventing CPU usage from continually increasing over time;

pausing prediction requests when the ndMail panel is collapsed; and

reducing instances of Outlook lagging or freezing and Outlook sections turning white/blank (rare instances might still occur or be caused by other add-ins).

1.1

05 Jul 2018

NetDocuments is enhancing your working experience with the ndMail 1.1 release.

View ndMail1.1 Release Notes for more information.

1.0.0.1177

26 Mar 2018

Initial Release of NetDocuments'matter-based intelligent emailmanagement application.

ndMail Collapse or Expand Registry Keys

NetDocuments ndMail is a matter-based email management application built for the NetDocuments Trusted Cloud Platform and integrated within Microsoft Outlook.

NetDocuments in combination with ndMail provides key activities for busy law professionals, for filing emails and documents into a unified, matter-based solution.

Product Information and Announcements

ndMailUpdate Notes

A Quick Overview Video

Datasheet

Whitepaper

Related Topics

ndMail(User Help and Download)

ndMail Troubleshooting

Admin Topics

Administration Overview

Product Workflow

Administration Setup and Configuration

Setup Requirements

Download ndMail Add-in Software (purchased separately)

Server-Side Configuration for Admins

Configure Exchange Web Services for ndMail

Enable Exchange Web Services

Configure Ports

Outlook Client and ndMail Services Interaction

Whitelist NetDocuments for Exchange Web Services

Configure Impersonation

Impersonation Service Account

Configure Exchange Connection on the Repository

Authenticate the ndMail Service Account to ndMail for Every Cabinet

Client-Side Configuration for Admins

ndMail Installation for Administrators

ndOffice Configuration Steps for ndMail

ndMail Registry Information

Administration Overview

This section describes how to set up ndMail for your organization.

ndMail Product Workflow

Administration Setup and Configuration

Setup Requirements

Download ndMail Add-in Software (purchased separately)

Product Workflow

The ndMail Product Workflow diagram shows the components of the ndMail architecture so that you can set up a working environment for your organization.

The components are:

ndMail Services. The main ndMail Services component in the cloud interacts with other ndMail components to provide predictive search, quick filing location recommendations, and to file items (emails, documents, and others) to the NetDocuments Content Repository.

ndMail Client Add-In for Outlook. The main location where the user receives predictive filing location recommendations and submits a request to file an item to a certain filing location.

Microsoft Exchange (on-premises or online). ndMail uses Exchange Web Services (EWS) for communication between the ndMail Services and Microsoft Exchange.

NetDocuments Content Repository. After interaction with the ndMail Client Add-In for Outlook and communication via EWS, the ndMail Services component searches for already filed copies of an item, and if it does not find any (or a user does not have sufficient rights to view the filed item), then it uploads an item to the NetDocuments Content Repository.

Administration Setup and Configuration

To set up and configure ndMail successfully, you as an administrator must meet all the setup requirements. On the client side, ensure ndOffice and ndMail work correctly with the exchange server.

First,configure the server-side components:

Ensure that you met all ndMail client- and server-side setup requirements.

Configure Exchange web services for ndMail.

Enable Exchange web services.

Configure ports.

Whitelist NetDocuments for Exchange Web Services.

Configure the Impersonation Account for Microsoft Exchange.

Configure the Exchange connection in the NetDocuments content repository.

Second, push out ndMail to client end-points and configure clients. See:

ndMail Installation for IT Administration

ndOffice Installation Configuration Steps for ndMail

ndMail Registry Information

ndMail Settings Registry Keys

ndMail Collapse or Expand Registry Keys

ndMail Settings Registry Keys

Third, provide the ndMail(User Help and Download) page to your users to help them in using ndMail.

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Client- and Server-Side Setup Requirements

Ensure to meet the following setup requirements to install the ndMail successfully.

Setup Prerequisites

Comments

Supported Operating System

Windows 7, 10 (32- or 64-bit)

Microsoft Office Outlook

2013, 2016, 2019/Office 365 (32- or 64-bit)

Visual Studio Tools for Office

Version 10.0.50903+

.NET

Version 4.5.2+

ndOffice application

Version 2.2+

Microsoft Exchange

2010 SP3, 2013, 2016, Online (Office 365)

Windows Updates

Latest available updates

NetDocuments

Ensure you have an Admin Account with both Repository and Cabinet rights in order to generate the cabinet tokens

Warning:CloseMicrosoft Outlookbefore installing, repairing, or uninstalling the ndMail application.

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Download ndMail Add-in Software

The ndMail software is an add-in purchased separately.To subscribe to the ndMail add-in, contact [email protected].

After subscribing, download ndMail:

https://apps.netdocuments.com/apps/ndMail/ndMailSetup.exe

https://apps.netdocuments.com/apps/ndMail/ndMailSetup.msi

https://apps.netdocuments.com/apps/ndMail/ndMailSetup-1.7.0.zip

Server-Side Configuration for Admins

Configure Exchange Web Services for ndMail

ConfigureExchange Web Services (EWS) for the interaction of ndMail with user email messages and folders.

Enable Exchange Web Services

Configure Ports (if applicable)

Outlook Client and ndMail Services Interaction (if applicable)

Whitelist NetDocuments for Exchange Web Services (if applicable)

Note: To find out more about the Exchange Web Services, see https://msdn.microsoft.com/en-us/library/office/jj900168(v=exchg.150).aspx.

Enable Exchange Web Services

EWS is a foundational access method in the Exchange architecture. To view how EWS fits into the Exchange environment, see the architectural diagram at https://msdn.microsoft.com/en-us/library/office/dn595100(v=exchg.150).aspx.

Configure Ports

ndMail is a cloud-based service and ndMail Services requires access to EWS. EWS is enabled on the Exchange Server by default using port 443.

For more information, see https://technet.microsoft.com/en-us/library/bb331973(v=exchg.160).aspx.

Outlook Client and ndMail Services Interaction

The ndMail Service interacts with the Outlook client using Transport Layer Security (TLS) 1.2. Previous versions are not supported.

Whitelist NetDocuments for Exchange Web Services

If you want to set up ndMail without exposing EWS publicly, whitelist the NetDocuments datacenter outbound IP addresses relevant to your NetDocuments service/datacenter.

Outbound

US Data Center

192.100.0.196

European Data Centre

185.83.176.148

Australian Data Centre

103.225.142.196

Full Whitelisting article: https://support.netdocuments.com/hc/en-us/articles/205219820-Whitelisting-NetDocuments

For MPLS customers, please reference this article too: https://support.netdocuments.com/hc/en-us/articles/360012809951-FlexConnect-and-DNS-Forwarding

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Configure Impersonation

Impersonation Service Account

Configure Exchange Connection on the Repository

Authenticate the ndMail Service Account to ndMail for Every Cabinet

ndMail requires the ability to impersonate users in the Exchange domain to retrieve and file email for subscribed users. Use RBAC (role-based access control) on the Exchange Server to enable impersonation. This section describeshow to configure impersonation on Office365/Exchange Online or on-premises Exchange Servers.

Impersonation Service Account

A new account specifically for the ndMail Exchange service account is called the Impersonation service account. When correctly configured with the impersonation rights, this Exchange user account can read emails of ANY user in the Exchange domain.

Important:The account used as the Impersonation service account needs an Exchange license and also should have its own mailbox.

To access the service application:

Create a service account.

ndMail uses basic authentication with the optional second factor of limiting access to our data center IP address for EWS with an impersonation role assigned, allowing it to impersonate Exchange users to read folders and emails.

Grant the service account a user impersonation role.

As an administrator, you can manage EWS access controls using Exchange Management Shell and the following cmdlets:

Get-CASMailbox

Set-CASMailbox

Get-OrganizationConfig

Set-OrganizationConfig

Open the web-based Exchange Admin Center (EAC) of the Exchange Server.

To configure impersonation on Office365/Exchange Online:

Open Outlook for Office365.

Sign in as a user with administrative rights.

Select the app launcher in the upper-left corner, and choose Admin.

If Admin Centers is not visible, select More, then expand Admin Centers, and select Exchange.

Choose permissions.

To create a new administrative role, selectthe icon.

In the Name box, enter a name for your role.

You might enter a description for the role.

Leave the Write scope as Default.

Under Roles, selectthe icon, andselectApplicationImpersonation.

Under Members, selectthe icon, and select the service account you created previously for ndMail.

SelectSave.

Note: Configure Exchange 2013 and 2016 using the Exchange Management Shell cmdlets to control access management for EWS applications and the RBAC for impersonation. For more information, see the following table, which includes steps and links on how to use Exchange Management Shell - a PowerShell-enabled command-line processor with command handlers for Exchange.

Exchange Server Version

Link

Exchange 2010 SP3

https://msdn.microsoft.com/en-us/library/office/bb204095(v=exchg.140).aspx

Exchange 2013/2016

https://msdn.microsoft.com/en-us/library/office/dn722376(v=exchg.150).aspx

Note:Do not install the New-ManagementRoleAssignment cmdlet in your Exchange Management Shell. To add the cmdlet, type Add-PSSnapin Microsoft.Exchange.Management.PowerShell.E2010 in the Exchange Management Shell, and then press Enter.

To configure impersonation on Exchange Server 2013, 2016:

Open the web-based Exchange Admin Center (EAC) of the Exchange Server.

Select Permissions.

To create a new administrative role, selecttheicon.

In the new role group dialog box:

a. Enter a name for the new administrative role.

b. UnderRoles, selecttheicon, andselectApplicationImpersonation.

c. UnderMembers, selecttheicon.

d. To collect the mailbox data from Exchange Server(SyncUser), select the account >OK.

e. SelectSave.

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Configure Exchange Connection on the Repository

Important: After settingup the Impersonation service account, you might have to wait for a minimum one hour before you can use the account to log in at the Exchange Configuration. The error returned is vague that you are unable to connect, but the account is not quite set up.

NOTE: Changing certain cabinet or repository settings could cause end-users settings to become unusable/obsolete which could then cause filing requests to fail for those users.

To file your emails using ndMail, configure your NetDocuments repository with your Microsoft Exchange Settings.

To configure your Microsoft Exchange Settings with ndMail Configuration Settings in NetDocuments:

Log in to NetDocuments, and select the<your name>.

SelectAdmin > Repository > ndMail Configuration.

If you do not see the option for ndMail Configuration, your repository administratorneeds to enable your repository. Contact [email protected] to purchasethe ndMail add-in. If you alreadyare an ndMailsubscriber, contact NetDocuments support.

On the ndMail Configuration page, under Exchange Configuration, select the Add Exchange Server button.

The Add Exchange Configuration dialog box appears.

In the Add Exchange Configurationdialog box, enter the following:

Enter your Exchange Host information.

Provide the DNS name of your Exchange host. For example,outlook.office365.comorem-exchange2016.netdocuments.com.

Note: In some cases, an IP address may be more applicable.

Enter an active Verification Email Address on the Exchange Server.

Provide SMTP address<user@domain>for a user on your Exchange system. The user's email address is required for a one-time verification to confirm the successful configuration of the Exchange service account with the necessary permissions to impersonate Exchange users.

Enter the full Exchange Admin Email Addressthat is configured for impersonation. That is the same impersonation user that you created in the steps earlier. In most cases, this is the fullSMTP address for this user.

For on-premises Exchange 2010 ONLY: Enter the username instead of the full SMTP address.

Enter the Exchange Admin Password (that is the password for the impersonation user).

SelectSaveto validate and save the configuration.

Repeat for additional Exchange server hosts. Typically, multiple Exchange servers are used in an environment where both on-premises and Exchange Online hosts are used.

Authenticate Every Cabinet to which ndMail Users file Documents

Log in to NetDocuments.

On theHomepage,select the<your name>.

In the drop-down menu, selectAdmin > Repository > ndMail Configuration.

If you do not see the option for ndMail Configuration, your repository administratorneeds to enable your repository. Contact [email protected] to purchasethe ndMail add-in. If you already are an ndMailsubscriber, contact NetDocuments support.

On thendMail Configurationpage, under OAuth, select a cabinet from the drop-down list to generate anOAuth Token for each Cabinet you want to use for filing emails. To view or select a cabinet, you must have cabinet administrative rights.

SelectClose.

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Client-Side Configuration for Admins

ndMail Installation for Administrators

ndOffice Installation Configuration Steps for ndMail

ndMail Registry Information

ndMail Settings Registry Keys

ndMail Collapse or Expand Registry Keys

ndMail Settings Registry Keys

ndMail Installation for Administrators

Before installing the ndMail add-in, ensure you have all the ndMail Administration Setup Requirements.

To install ndMail on the individual client:

Ensure the account on the PC has administrative rights before installation.

DownloadndMail Installer,and then followthe steps below to begin the installation.

Double-click thendMailSetup.exe,then selectNext.

When theNetDocuments Terms of Usedialog box appears, read the license agreement, select that you accept the terms, and selectInstall.

In theCompleted the NetDocuments ndMail Setup Wizarddialog box, selectFinish.

To install ndMail from the command line:

As an administrator, open a command prompt.

In the command prompt, navigate to the installation folder.

To install from the command prompt, enter the following command:

msiexec/indMailSetup-1.0.0.X.msi

To install ndMail silently, enter:

msiexec /i ndMailSetup-1.0.0.X.msi /qn

To perform the all-user installation, add:

ALLUSERS=""'

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ndOffice Configuration Steps for ndMail

Ensure to install ndOffice before configuring ndMail because ndMail requires ndOffice and shares the network and user-related settings.

Note:If ndOffice is already in use by the end-users, skip this section.

To configure ndOffice Settings to use ndMail:

After installing ndOffice, log in and select a host.

On the taskbar, selecttheicon.

In thendOffice Activitydialog box, select, and thenselectSettings.

In thendOffice Settingsdialog box,select theNetworktab.

From theHostdrop-down menu, select one of the following hosts:

vault.netvoyage.com United States Data Center.

eu.netdocuments.com European Data Center.

au.netdocuments.com Australian Data Center.

preview.netdocuments.com For previewing the new functionality before the beta release of NetDocuments.

ducot.netdocuments.com For testing purposes (restricted access to the DUCOT system).

UnderProxy, select one of the following:

No proxy

System proxy

HTTP proxy

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ndMail Registry Information

The ndMail install within the registry HKEY_LOCAL_MACHINE\Software\NetVoyage\NetDocuments hive either adds or changes theShowExtOutlookFeaturesandPromptFileEmailsvalues to False.

Thus, the install suppresses the following ndOffice features in Outlook:

The ND Send group (contains Send & File).

Suggested Locations and thePrivate Access button in the ND Save group. The ND Save button and Suggested Locations still exists in the dialog box.

ND COLUMN If this value appears from an earlier version, you must remove it manually.

Note:Registry changes take effect after exiting the ndOffice application.For more information about these registrysettings, see ndOffice User Settings and Registry Settings.

For a list of ndMail Registry Keys, see the following:

ndMail Settings Registry Keys

ndMail Folder Mapping Registry Keys

What's New in ndMail 1.6

September 27, 2019: Today NetDocuments announces the release of ndMail 1.6, the Outlook-based email management solution. ndMail 1.6 introduces key enhancements to provide users with the most up-to-date information on the filed status of email messages. Users can now see when an email has been filed to different cabinets, when an email has been filed by another user in real-time, and much more. For a complete list of additional features and improvements, please review the list below.

The latest version can always be downloaded from the ndMail product page and the permalink to 1.6.0 can be found here: ndMail 1.6.0

Highlighted changes

Optimized GFI Caching

Cross-Cabinet GFI Improvements

GFI Support with Collapsed Predictions Panel

Force Mapping of New Outlook Folders

Additional Improvements & Fixes

New Registry Settings for ndMail Folder Mapping

Optimized GFI Caching

The Global Filing Indicator (GFI) was previously cached with predictions so if predictions were generated for a given message, both the GFI and predictions would be cached for up to 15 minutes. With this release, the GFI is separated from the predictions. So the GFI will update immediately after selecting an item even if predictions are already cached for that item. This allows you to see when an item is filed by someone else in real-time.

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Cross-Cabinet GFI Improvements

Previously, if you had two Cabinet tabs open in the ndMail predictions panel, for example, Cabinet A and Cabinet B, and you had Cabinet A selected as the active cabinet tab, all items that were filed in Cabinet B would not display the GFI. In other words, the GFI used to be tied to a specific cabinet. With 1.6, the GFI process will check all cabinets that you have open as tabs on the ndMail prediction panel and will set the GFI for that item (if it is found to be filed in any of those cabinets). Additionally, if an item is filed in a cabinet that is not the active cabinet tab, a blue checkmark appears on the cabinet tab where the item is filed, as shown below.

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GFI Support with Collapsed Predictions Pane

You can now leave the ndMail predictions panel collapsed and the GFI will continue to update. Previously, the GFI required the prediction panel to be open/expanded.

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Force Mapping of New Outlook Folders

Note: This feature requires Folder Mapping 1.0.7180.

Previously in Folder Mapping, you had an option to prompt mapping of new Outlook folders when they are created. With 1.6, administrators can now deploy a registry key that forces their users to map new Outlook folders. When users create a new folder, the dialog box appears forcing to map a folder.

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Additional Improvements

Reduced add-in load times when starting Outlook (requires ndOffice 2.6).

Improved Folder Mapping processing queues when issues are encountered with the customer's Exchange server. (requires Folder Mapping 1.0.7180).

Optimized the Folder Mapping queue such as deduplication that occurs at the time the new item is added to the local queue in Outlook rather than after the filing request happens (requires Folder Mapping 1.0.7180).

Fixed Issues

Fixed an issue where ndOffice wasn't parsing the message ID properly when saving via drag and drop or the ndSave button - this meant that ndMail could not display the filing indicator (requires ndOffice 2.6+).

Fixed an issue with getting conversation ID information from Exchange in certain cases.

Fixed an issue where the Windows 1903 update broke keyboard input fields in both ndMail and ndOffice in Outlook (requires ndOffice 2.6+ for the Outlook panels fields).

Fixed an issue where delayed send in Outlook would prevent items from being sent when ndMail is enabled.

Fixed an issue so that using the shortcut Ctrl + > now refreshes predictions properly.

Fixed an issue where Folder Mapping would prompt users to map new Outlook folders more than once if the user had Outlook open on multiple machines (requires Folder Mapping 1.0.7180).

See registry setting below.

Fixed an issue with Folder Mapping if the user mapped a folder and profiled the mapping with a date field value so we now properly capture that date (requires Folder Mapping 1.0.7180).

Fixed an issue in some environments where Outlook could hang with Folder Mapping delegate filing is enabled and with Outlook set to Work Offline (requires Folder Mapping 1.0.7180).

Fixed an issue when delegate filing is enabled if the delegate deletes an owner's folder where the delegate is prompted to map the newly deleted folder (requires Folder Mapping 1.0.7180).

Fixed an issue where, in certain instances, the customer's Exchange Server does not return the internet message ID of a sent item properly when it is requested which then leads to a 400 response when the filing request is submitted (requires Folder Mapping 1.0.7180).

New Registry Settings for ndMail Folder Mapping

Registry Path:

Computer\HKEY_CURRENT_USER\Software\NetDocuments\ndMail\Folder Mapping

OR

Computer\HKEY_LOCAL_MACHINE\Software\NetDocuments\ndMail\Folder Mapping

Note:Settings on administration level prevail over user level settings.

PromptIntervalOnFolderCreateregistry

Values

Note: This registry is only for users who have Outlook open on multiple computers and are usingPromptOnFolderCreateregistry set to True.

This setting determines the amount of time difference (in seconds) between the folder creation time and the folder modification time. On the computer where the folder was created, these two values will be the same. On another computer, there will be some amount of time difference between the two depending on how quickly Exchange/Outlook creates that new folder on the second computer. The default is 0. When set to 0, the user is only prompted to map the folder on the first computer where the folder is created if multiple machines are actively running Outlook. If prompting on all machines is desired, a recommended value is 60, in which 60 seconds account for Exchange/Outlook delay in creating that new folder and would therefore prompt the user on all computers to map the folder.

Integer value

ForceMapOnFolderCreateregistry

Values

Forces users to map new Outlook folders after creation.Truewill not let the user create a new folder in Outlook without mapping it to NetDocuments.Falsewill not force the user to map the new Outlook folders but stillsprompts the user to map the folder if thePromptOnFolderCreate is set toTrue.

True

False

OS: Windows

Browser: Chrome, Firefox, Edge, IE

Office: N/A

Product: ndClick

This option serves two purposes:

1) Scanning You can create a profile for a document and then print the barcode for that profile to use in scanning a document to be attached to that profile. This requires a TWAIN scanner that has the capability to read a bar code.

2) Identifying a local document's location You can create profiles containing physical location descriptions that are defined in the document name or comments. These 'documents' are basically profiles without content. The reference an actual paper document that is stored in that physical location.Using this process you can, in effect, have an online card-catalog to locate and keep track of physical paper documents.

To add a paper document:

1. Click the Addbutton at the top of the page.

Create a Cover Sheet Template

2. SelectPaper documentand the following dialog will appear:

3. Select the Print profile cover sheet check box if you want to print a bar code to use for scanning. The cover sheet will appear as follows:

Tip: Cabinet Administrators canto add additional information to the document cover sheet.

4. You can use this bar code to scan, upload, and profile a paper document by placing it on top of the document as it is scanned. You must use a scanner that is able to read bar codes, and it must be a TWAIN scanner in order to use our Desktop Scanner Connector. We recommend using the scanner's 8.5" x 11" Document setting for best results when scanning the bar code.

The document with its associated profile is now stored like any other document and can be placed on your Home page for easier access if you choose.

The Home Page is where you set up section headings which contain links to frequently used documents and items. You create sections to organize information to your preference. For example, you could create a section named Templates and create links to all documents that are used as template documents. In another example, create a section named Clients containing Saved Searches that will search all documents relating to a particular client or client/matter. You can have up to 3 columns of data on the Home Page. Each user has two default Home Page sections:

Favorite Workspaces

If you have workspaces, you will also have a section called "Favorite Workspaces." When you select a workspace as one of your "favorites," it will appear at the top of this section. Under Customize Layout, you can choose to display 3, 5, 10, or 15 items, or you can hide this section altogether. If hidden, your Favorite Workspaces (Matters) will still be available from the Navigation Bar.

Favorite Items

Each user has a Favorite Items section by default. This is the default "landing place" for each item you choose as your favorite. You can drag and drop items from this section to other customized sections on your Home Page.

Documents you have added to your Home Page are also available from the Documents menu in the Navigation Bar.

Creating Customized Sections

Click on Customize Layout on the Home Page.

Click Create a Personal Section. Type the name of your new section and click OK.

Organize your Home Page display by clicking and dragging the sections between columns or by moving them up or down.

Adding Document, Folder, or Saved Search shortcuts to your Home Page

First locate item you wish to add to your Home Page. (ex: a document, folder, discussion, ShareSpace, Saved Search, etc.)

Click the star icon next to the document/item name. This will turn the star yellow. A yellow star indicates that a link or shortcut to the document or item has been placed on your Home Page.

A link to the document/item that you starred will appear in the Favorite Items section on your Home Page. From this section, you can click and drag that link to any other section on the Home Page to organize it.

Removing a Document, Folder, or Saved Search shortcut from your Home Page

At the Home Page, click on the yellow star next to the document/item to remove it. You can also click the yellow star anywhere it shows in NetDocuments to remove a document from the Home Page. When removed from the Home page, the item remains for a few moments so in case you change your mind you can click it again to keep it on your home page. The star will always either be light blue or yellow. Yellow always means it is on your Home Page.

The star will turn light blue indicating the document is no longer on the Home Page. Once you navigate away from the Home Page, that document will no longer appear.

Using Drag and Drop to organize items under Section headings

While on the Home Page, you can also "drag and drop" items to place them under a different section or different order in a section. This can be for items within a section or between sections. To drag an item, hover over it with the mouse, then hold the left mouse button down and while continuing to hold the left mouse button, drag it to the new location where you want it. To drag an item to an empty section, drag it under the section heading where it reads, "Drag item here".

Left/Right Click Options Button

Each document/item has an associatedleft clickmenu. This menu can be found by hovering over the document until a round double arrow button appears to the far right of the name. Clicking on this button will show you all the options available for that document.

On the Home Page you may also use theright clickto see other Options. You can customize this list to include the Options you most frequently use. You do this by right clicking on a document and select Customize Menu. In this menu, you can drag and drop Options to customize which ones appear in the right click menu. Learn how to Customize the Right-Click Menu.

Additions or modifications in API 2020:

Planned release:

15 January 2020

Method parameter

The POST /v2/Cabinet/{cabinetid}/group/external REST call supports an optional topwsattributegroupkey parameter, which can be used only in CollabSpace-enabled cabinets.

Response impact

The GET /v1/Group/{id}/info call will return a topWsAttributeGroupKey value in the response if the group is associated with a top-level workspace attribute.

If a user is external to a cabinet that has CollabSpaces enabled, the GET /v2/user/membership call will returnadditional informationfor that cabinet: IsExternalHasAccessToWorkspaces: true|false.

Secure Delivery Options

Receiving a Secure Link

IP Whitelisted Secured Links

This option allows users to send a link to a document that is password protected. The sender can define the password to be used, and can also set an expiration date for the link. Users that receivethe link will only be able to View the document, with the option to Download a copy of the document.

If you wish the receiver to edit the document, you will need to send a regular Email Link (for Internal Users) or a ShareSpace link.

NOTE: There is a flag in the Cabinet Administration page to enable/disable the Secure Document Delivery feature for a given cabinet. The default is to have the Delivery feature ENABLED. If you do not want the feature enabled, as the Administrator, you must DISABLE it in the Cabinet Administration page by unchecking the box "Documents can be delivered to users outside the cabinet." in the Cabinet security section.

Select the documents you want to share.

From the Power Bar, select 'Deliver a secured link' (it may be under the More option):

receiving a link

When you select this option, you will see the following window:

NOTE: The link at the bottom of the dialog will change depending on the Security Options that you choose (described below). So, if you want to copy the link into another email to send from there, then set the security options first, then copy and paste the link. In other words, the link is live as soon as you copy and paste it.

You can choose to copy and paste the link into anotheremail, or simply enter the email addresses you want to send it to. You will have to hover over the document name to copy the link.

You may also see the option to send the link through Outlook (if you have enabled Desktop Email Integration):

NOTE: Administrators may restrict users from copying the link out of the dialog window. This also prevents users from sending the link through Outlook.

The To field will give the user access to their personal address book. Users can also choose to send a copy to themselves, and to be notified when recipients view or download the linked document.

Secure Delivery Options

You will have the following options regarding access to the document(s):

Password protect You can choose a password that will be required for the user to access the document via the link. You will be asked to confirm the password.There is no minimum length for the password.

Link expiration date There is a default expiration date of 30 days. If the user deletes the value in the “Link expiration date” field, then no expiration date will be applied. If users click the link after the expiration date, the link will not be valid and access will be denied. The link expiration works off the time of day the expiration date is set. For example, if yousend a link at 2:30pm today, it will expire at 2:30pm on the day of the expiration date you set. If you set a link to expire today, it will arrive expired.

NOTE: If you do not set an expiration date, the link will be live until the document is deleted or all links are revoked.

NOTE: Cabinet Administrators have the ability to set a maximum expiration date for secure links.

External users must set an expiration date 14 days or less, unless the cabinet-level setting requires a shorter time period.

Link to:- you can choose to send a link for a specific version, or the Official Version.

External Users will not be able to send secure links to official versions of documents, but only to the specified version.

Lock version At the time the user generates a secured link, the user sending the link can choose to lock the version that is sent via the Delivery feature. However, the user cannot choose to lock the version if they are sharing a link to the Official Version.

If selecting multiple documents, the user will only be able to lock the current official version(s) when sending the secure link.

Locking a version means that the version cannot be edited. It cannot be unlocked; a user must create a new version or assign another unlocked version as the official version.

Allow document(s) to be downloaded This option allows or prevents users from downloading the document.

Revoke Secure Links

Users can revoke all links to a specific version of a document:

This will "lock" the version from being shared via a secure link and will disable all existing links used previously.

Receiving a Secure Link

Users, who are required to enter a password, will see this page:

After entering the correct password, or just clicking the link, they will be able to View the document in a browser:

NOTE:Using the Secure Document Delivery option, there is a hard limit of 500 items at a time, but the practical or "soft" limit is 400 items.

IP Whitelisted Secured Links

Repository Administrators can enable the IP Whitelisted Secured Links setting:

Select your name in the upper-right corner > Admin > Repository name.

Select theicon to open the Navigation Pane > Users & Groups>Configure advanced authentication options.

In the Secured Link IP Whitelist section, enter a rangeof IP addresses that applies to your organization.

Select OK.

Now, when internal users deliver a secured link in this repository, theRestrict access to authorized networkscheck box appears.

If you select the check box,the generated secured link will be accessible onlywithin the defined IP whitelist range. This will limit access to that secured link to other people working for the same organization.

The recipient of the secured link restricted to authorized networks will see the following additional information in the secured link email:

This information also appears on the secured link page.

If the recipient is not inside the authorized networks, they will see this error message when trying to access the secured link and neither the preview of the document nor the download features will be available to them:

There is an issue regarding the Microsoft Word Add-in that caused it to stay disabled. The only reliable fix was to perform a full online repair of Office, but then the issue tended to come back. We have found the root cause of this, which was a Microsoft update coming from the Microsoft Store.

The automatic updates were removing permissions to crucial Microsoft Office Assemblies which ndOffice needed to run the Word Add-in. We have at this time passed on all the information we had to Microsoft so they can work on their side, however, there are items that need to be addressed to re-enable the Word Add-in permanently.

Turn off Store automatic updates:

Click on the windows icon and type in "store" and select the option of "Microsoft Store"

In the top right, click on the ellipses and choose "Settings"

The top option is "Update apps automatically". Turn this off

NOTE:

You can push this out firm-wide using GPO and updating a registry key.

https://www.tenforums.com/tutorials/6664-turn-off-automatic-updates-apps-windows-10-store.html

The last step is to fix the add-in, now that we have disabled the updates that will break it again.

Do a full Online Repair of Microsoft Office to put the assemblies all back to normal.

After this, the Add-in should load just fine and with the updates disabled the issue shouldn't come back.

support site

ndSync, an add-on to NetDocuments, gives you offline access with a robust two-way file-syncing solution for your PC or Mac empowering you to access to your content anytime, anywhere.

Product Information and Announcements

ndSync for Windows

ndSync for Mac

A Quick Overview Video

Datasheet

ndSync FAQs

User Topics

Requirements and Setup

ndSync for Windows

ndSync for Mac

Support and Feedback

Admin Topics

Managing ndSync and Mobile Apps

Managing the Ransomware Circuit Breaker for ndSync for Windows

Managing ndSync Auto-Updating Features for ndSync for Windows

Requirements and Setup

Important: A repository administrator must enable ndSync to sync content with a repository.

See the ndSync requirements and setup for the solution you want to use:

ndSync for Windows

ndSync for Mac

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Support and Feedback

If you have any feedback, questions, or issues, submit a request via our or call the closest customer support center:

US customers, call801-226-6882or866-NET DOCS (638-3627)

EU customers, call +44 2031 299324

AU customers, call+61 2 8310 4319

We thank you for your input and feedback. We value you as a customer.

The NetDocuments Team

Table of Contents

Introduction

Creating a ShareSpace

Adding Documents

Sharing a ShareSpace

Organizing & Managing ShareSpaces

Version Management

Managing Email

For Administrators

Introduction

A ShareSpace is the premier sharing method provided in NetDocuments. It is a secure container used to share and collaborate on documents with people who are not users of your cabinet. You can also share the ShareSpace with cabinet users if you choose. A ShareSpace allows collaboration among users anywhere in the world on documents without creating multiple copies as you do when using email.

You can use this printable Guide to Receiving a ShareSpace to give to your clients that will be receiving the ShareSpace.

Watch this short tutorial video to learn more about ShareSpaces:

Cautions when using ShareSpaces

ShareSpaces are designed to be used for a handful of shared documents and a handful of users.Generally the best usage is to collaborate on a few documents with a few people over a temporary time period. If a collaboration need requires more people or documents, you should consider using multiple ShareSpaces, a Secure Delivery Link, or External User access. Learn about other Sharing Options and Guidelines

A ShareSpace will function best when it contains fewer than 25 documents and fewer than 25 users.

ShareSpaces cannot contain folders or other ShareSpaces.

Users that access ShareSpaces from their My Cabinet can NOT add a new version to a document in the ShareSpace, but may delete versions, or change the official version.

Users with limited rights may not have access to all features described below.

Create a ShareSpace

A ShareSpace can be created in two ways:

1) From a workspace you can click Workspace Options > Add ShareSpace to add it as a top-level container in the workspace.

2) From your Recent Documents list, within a folder, or from a Search Result,

a) select any number of documents

b) clickShare externallyunder Options in the Document Details panel

c) enter a name for a new ShareSpace or use an existing ShareSpace

By creating a ShareSpace, you now have the capability to grant access to others, including the sender, so that you can collaborate within the ShareSpace rather than sending emails and document copies back and forth.

ShareSpace page

The ShareSpace will appear as follows when it is opened:

Remove a user from all ShareSpaces

A ShareSpace functions somewhat like a folder, but acts differently in the way it stores and secures documents. ShareSpace documents can be searched by entering the document name or ShareSpace name into the Advanced Search. If you search the ShareSpace name, you will get a search result of the documents in the ShareSpace. You can also locate the ShareSpace in the folder where it is filed. A ShareSpace should always have at least one document in it and always be filed in a folder or a workspace. Any document in a ShareSpace is fully searchable to all Cabinet users who have access to it. There are no user fees when sharing ShareSpace contents with non-Cabinet users, such as with your clients.

In addition, depending on the access you grant to individuals sharing the ShareSpace, if you allow them, they can add or edit documents, participate in threaded discussions, and with edit rights can Approve documents in the ShareSpace.

Adding Documents

NOTE: Documents that you don't have A rights to cannot be moved into a ShareSpace using the filing option, but a copy of the document can be placed into a ShareSpace.

NOTE: You cannot create a ShareSpace in My Cabinet. A ShareSpace must be created in a shared Cabinet. When it is shared with a non-Cabinet member, the ShareSpace will appear in that person's My Cabinet Inbox.

Add Documents/Items that are on your local computer to a ShareSpace

You can add any document that is on your local computer to a ShareSpace if you have at least (E) Edit rights to the ShareSpace. Users have the option to:

Upload an Existing Document

Create a New Document

Scan in a Document

Save a Web Page Link

Start a Discussion

NOTE:Remember that security is defined differently for a ShareSpace. In a ShareSpace, security is defined for the ShareSpace, not individual documents. All Documents outside of ShareSpaces have individual document permission capability.

Move a Document that is already in NetDocuments into a ShareSpace

You can move one or many individual documents at a time into a new or existing ShareSpace. To do so:

Check the box next to the document from your Recently Opened List, Saved Search, Search Result, or folder.

Click Share externally from the More Options menu

Enter a name for the new ShareSpace if you want to create a new ShareSpace for the document(s) and select to file in a folder or not, OR

Navigate through the folder hierarchy to locate an existing ShareSpace

You can select to Move or Copy the document. Then Click OK

HINT: If a ShareSpace is in a folder, you can drag a document that is also in that folder into the ShareSpace to place it in the ShareSpace. This will perform a move of the document into the ShareSpace. You can also drag a document from the right side to the ShareSpace displayed in the Navigation pane under the folder where it is filed. This will be a move also.

NOTE: If you chose to create a new ShareSpace, it is created and the document is added to it. If you chose to create a ShareSpace and did not file it in a folder, you will have to search for the documents you added to locate the ShareSpace and its new contents. We recommend that you always file ShareSpaces in a folder to help you locate them. You may also want to add the ShareSpace to your Home Page.

Edit/Set Up Alerts (Follow)

Alerts allow you to receive notifications of changes made to documents in a ShareSpace. Alerts can be sent to multiple destinations, including a pager, cellular phone, RSS feed, or any device with an email address.You can define multiple alerts.

By default, no alerts are defined automatically for users with access to a ShareSpace. To have other users receive notifications when you add documents, the other users will have to choose to Follow the ShareSpace. Users cannot set up a Follow on behalf of other users.

If you want to receive alerts when new documents are added to a Sharespace, check the boxthat saysAll Documents in the document selection screen.

To Add or Edit an Alert:

Click Follow, under ShareSpace Options

Click Add to define a new rule or Edit to change a rule

If you do not wish to be notified when anyone with access to the ShareSpace modifies something, click Users and select individuals

If you do not wish to be notified when any document in the ShareSpace changes, click Documents to select specific documents

To be notified at multiple email addresses, separate the email addresses with semi-colons

Choose a standard email format or condensed format

Click OK.

Sharing a ShareSpace

Email Link

You can Email a Link to everyone with access to a ShareSpace by clicking the Email Link option. Only people you email who have access to the ShareSpace will be able to open it.

It is critical when sharing a ShareSpace to always use the Email Link button to send a link to the ShareSpace. If the user is a new user who has been setup to use a username and password, that same link will also direct the person to create a password and provides them their username.

If your notification includes users who are new and have never logged in, you will be directed to the built-in Email send dialog as shown below instead of your desktop email. If you have selected the Desktop Email Integration option in Settings > Application Settings and you have a MAPI-compliant email system and you are not sending to new users, you will be taken to your standard Email Send Message dialog. This is a per-workstation setting. If you have set this flag and you are working on a computer that does not have a MAPI-based email system, it will automatically use the email dialog built into NetDocuments. A sample email is shown below (when sending to new users). You can add text to this email message prior to sending it.

NOTE: If your Cabinet Administrator has configured the Cabinet to use email disclaimers, the email notification will include that disclaimer information.

History/Audit Trail

The History log in a ShareSpace applies to all actions across all documents in a single view, per user. This is somewhat different than being able to view the history for a single document. Click History for a one page view of what each person with access to the ShareSpace has done with all the documents. The history is displayed chronologically.

NOTE: You must have at least Edit and Share rights (VES) to view the History log of the ShareSpace. You can also choose to print the history log for all users in a single report.

File in Folder

A ShareSpace can and should be filed in a folder.

NOTE: If you create a ShareSpace and do not add documents to it, you will be unable to locate that ShareSpace through a search. Documents in a ShareSpace can be located by searching on the ShareSpace name. You can also add a ShareSpace to your Home Page to easily locate it in the future.

Add to Home Page (Star)

To access a ShareSpace directly by a single click from your Home Page, click the star next to the ShareSpace name. If the star is yellow, it is on your Home Page.

Organize and Manage ShareSpaces

Organize ShareSpace Contents

You can organize items in a ShareSpace and place them in any order by using the Organize option. Because a ShareSpace is often used for multi-party collaboration, the most important documents are sometimes sorted at the top, along with any discussion items. To do this:

Click Organize documents from the ShareSpace options menu

Drag and drop documents names in the order you choose

Click OK when completed.

You can also choose to add headings in the ShareSpace to further define your document organization as shown below using the same Organize option.

All users will see the documents in the same order. You cannot apply your defined Display Format to a ShareSpace as you can to your Recent Docs list, search results, and folders. Users will need VESA rights to be able to organize documents in a ShareSpace.

Rename a ShareSpace

To Rename a ShareSpace: (you must have A rights to do this)

Click ShareSpace on the options menu

Choose Rename

Type the new ShareSpace name

Click Rename

Copy a ShareSpace

You can make a copy of an entire ShareSpace and its contents or make copies of individual documents within the ShareSpace. When you copy a ShareSpace, the official version(s) of all of its contents are copied. Multiple versions of the documents are not retained.

To Copy a ShareSpace:

Click ShareSpace Options and then select Copy

Select the destination for the new ShareSpace

Click OK

Move to Another Cabinet

Go to the folder where the ShareSpace is filed,

Check the ShareSpace

Under More Options choose Move/Copy

Select from the Cabinets to which you have access

Choose where to file the ShareSpace

If you want the ShareSpace to be accessible by others at the time of the move, leave the option checked to Share with others in the Cabinet. The Cabinet security defaults will apply. Otherwise, the access list will include only you.

Click Move

The ShareSpace and its contents will be removed entirely from the current Cabinet.

Delete a ShareSpace

To delete a ShareSpace and its contents when it is open:

Click ShareSpace options

Choose Delete

Click OK to confirm

You can delete a ShareSpace if it is closed and filed in a folder:

Navigate to the folder

Check the box next to the ShareSpace

Click Delete from More Options

Confirm

NOTE: When deleted, the ShareSpace will be marked as deleted, and the contents are marked as Deletedand can be searched for from the Advanced Search page, where they can be undeleted. To undelete a ShareSpace, you'll need to locate one of the deleted documents, go to Locations to navigate to the deleted ShareSpace, then use the Undelete option.

When you delete a ShareSpace, all of its documents are deleted. This is different behavior than with folders. When you delete a folder, its contents can be simply 'unfiled', but remain accessible in the cabinet.

Non-members who have access to a ShareSpace will see an option to Delete the ShareSpace. In this case, it is only removed from that user's cabinet, not from the cabinet from which it was originally sent.

Edit a Document's Profile

To edit the profile of a document or item in a ShareSpace:

Right Click on the document name and select Edit Profile.

If document profiling is enforced in the Cabinet and the document's profile is not complete, the Edit Profile box will appear automatically

If it is and you are just editing previously entered profile information, click Edit Profile and make your changes.

Click Close

NOTE: When you share a ShareSpace with someone who is not a member of your Cabinet, custom profile information is not visible such as Client Number, Matter Number, etc. Custom profile fields are Cabinet specific. Since non-Cabinet members receive the ShareSpace in their My Cabinet where custom profiles are not enabled, they cannot see that information. However, if the people you shared with have a full Enterprise account with NetDocuments, and you have given them Share rights, they can move the ShareSpace from their My Cabinet into a company Cabinet, where their custom profiles are enabled on the documents in the ShareSpace. You will only see your custom profile fields and information and they will see theirs. This allows multiple firms to share a ShareSpace and make the contents fully searchable by their own internal custom profile information.

Remove a Document from a ShareSpace

To remove a document and place it back in a folder as a single document in the Cabinet:

Select the documents to be removed

Click Move/Copy

Choose a Cabinet and whether to file it in a folder

Click Move

NOTE: When a document is removed from a ShareSpace, just like elsewhere in the product, the document ID is always maintained with the document. When the document is moved out of the ShareSpace, it assumes the access rights of the Cabinet default, or the rights will be based on the Profile if you are using Profile-based security.

NOTE: A user must have A rights to remove a document from a ShareSpace.

Email a Document from a ShareSpace

You can email a copy of a document to others who cannot access your ShareSpace or are not registered with NetDocuments.

NOTE: This is a copy of the document sent outside of the NetDocuments service and is not secure. It is as secure as the email application you use for daily email.

Version Management

Users that access ShareSpaces from their My Cabinet can NOT add a new version to a document in the ShareSpace, but may delete versions, or change the official version).

A ShareSpace accessed from within a Repository with full-text searching and versioning enabled, supports the capability to manage multiple versions of a single document.

You can create new versions of a document in two ways:

Save an Edited Document as a New Version

Open a document, edit it, then save it in its native application and close it

Instead of clicking Save or Close to check in the document, select Check in as new version from the Check in List.

Enter any comments and determine whether the new version is now the official version. If not, uncheck the Official version checkbox

Click OK

Create Versions of a Document without Opening It

Click on the version number on the list view page

Choose to Add Versions of the document.

Type any comments and choose to flag it as the official or not

Click Close

NOTE: When a person clicks on a document name in a ShareSpace, the version flagged as the official version is the one opened for editing. To bypass the automatic opening of the official version, you must click the version number in the column and choose the version you want to open.

Approve Document

You and anyone else with E rights in the ShareSpace can place an electronic approval on a document. To approve a document:

Click Other options

Click Approve

Click OK. An icon will be displayed next to the document name of any approved document.

NOTE: Approving a document records your name and the current date and time. Everyone with access to the ShareSpace sees any approvals stamped on a document when they open it. Approving a document does not lock the document in its current state. If the document is edited by you or anyone else after you or others approve it, all approvals will be rescinded automatically. However, approvals are permanently recorded in the History log. If you would like to lock the document so no further edits are possible, or to make a document legally binding, sign the document digitally. (Remember a signed document can never be removed from the NetDocuments Service).

Sign a Document

A digital signature allows others to verify the identity of a signer and ensures that a document will not be changed with non-repudiation. NetDocuments supports two types of digital signatures:

Personal Digital Certificate

NetDocuments Signature

A digital certificate-based signature is secure and provides a degree of legal protection in the United States under the Electronic Records and Signatures in Commerce Act. To sign a document with a digital certificate-based signature, you must obtain a digital certificate from a certificate authority such as DST or Verisign.

A NetDocuments Signature provides a date/time stamp feature and locks the document text. However, it does not necessarily provide legal protection. If two parties agree to use this signature, it may hold as an official certificate authority under the Electronic Signatures in Global and National Commerce Act

To digitally sign a document

Click More options on the menu

Select Sign.

Choose to use a personal certificate or a NetDocuments signature.

Click OK

NOTE: When a document is been signed, it cannot be edited or deleted, the ShareSpace cannot be deleted, and signers cannot be removed from the Access List. To purge a signed document, all parties who signed must submit a signed affidavit to NetDocuments requesting that the document and/or ShareSpace be purged from the service entirely. If you want to indicate tentative approval of the document but still allow others the option of editing the document, use the Approve option.

ShareSpace Info

The ShareSpace Information box shows the following:

ShareSpace name

Author

Created date and time

Modified date and time

Modified by

To access this information:

Click ShareSpace from the ShareSpace options menu

Choose All Information

For Administrators

Cabinet Administrators have the option to allow ShareSpace users to access their ShareSpaceswithoutpasswords. Instead, the ShareSpace user just receives a link that is not password protected. If this option is not enabled, all ShareSpace users will be required to have a username and password.

An Administrator can designate an email address to receive email notifications whenever a user other than a member of the cabinet is added to a ShareSpace within the cabinet.

Repository Administrators can also

NetDocuments users are able to create or save a new version in a number of ways, as outlined below.

For more information about Version Management, click here.

Check In as New Version

There are multiple ways to save a document as a new version. Theoption is available from within Word when using the Office Integrations under Save As. It is also available under the Check-In List button at the top right.

Or, from aList Viewpage, the Check Inas new versionbutton on the Document Options menu will prompt you to create a new version and then immediately check in the previous version.

Clicking on this option will keep the version of the document you opened intact and save your changes to a new version. You can open the individual versions by clicking onVersionsfrom the Document Options menu, which includes the options as described above.

Import/Upload a New Version

If you click the Upload Version on the Document Details Panel, you can select a local document and import it as a new version of the selected online document. It will be imported as the official version by default.

If you have an attachment to an email that you want to save as a new version, this is the best option to use. Just drag the attachment in the email to your Desktop, then use this option to save it as a new version of an existing document in NetDocuments.

You can also use ndOffice to Save a document as a new version of an existing document. You will be shown the Save As dialog, where you can locate the document where you want the new version to be kept.

Add a New Version:

To add a new version directly from an existing version:

From the Versions Dialog of a document, click the Add Version option.

Enter a version name and a description (optional) for the new version, then select OK. Now you are able to open the new version.

Automatically Creating Versions

A user can turn on auto-versioning for a document. Auto-versioning means that when another user edits the document (other than the person who enabled the setting), a new version will be created. If the person who enabled the setting edits the document, then it will not automatically create a new version.The document will stay in this auto-version mode until the user disables the auto-versioning option.

To set the Auto-versioning option for a document, go to the document's More Options menu and select the Auto Version option.

You can also select multiple documents at a time to enable auto-versioning. You can also add this option to the right click menu if you choose.

To disable Auto-versioning, use the same option and select the Disable radio button as shown below.

I'm a New User. Where Do I Start?

How Do I Create a Customer Support Account?

How Can I Be Notified of Product Changes, Updates, and Service Issues?

What Kind of Support Resources Are Available?

How Do I Contact Support?

How Do I Submit a Support Request?

How Do I Use the Support Site?

How are Support Requests Escalated?

How Does NetDocuments Communicate Service-wide Issues?

How Does NetDocuments Support Me as a Customer?

The Help Center is designed to provide NetDocuments customer with a complete self-service support portal and interactive user community. You can get information from the extensive help articles and product documentation, agent-moderated knowledgebase, or turn to other users in the community for answers. If you can't find an answer, you can submit a request to a support agent.

Be sure to bookmark the Support Site in your browser for easy access.

Finding information in the Help Center

The Support site is divided into the knowledgebase (containing articles and announcements) and the community (containing questions and ideas).

You can use the search box to find information in both the knowledge base and the community at the same time.

The search results are displayed in two columns, with the left column listing the knowledge base results and the right column listing the community results. You can browse the content in one or the other by clicking HomeorCommunity in the navigation menu at the top.

Getting around the knowledgebase

The knowledge base consists of categories, sections, and articles. Articles are grouped in sections, and sections are grouped in categories.

[email protected]

To get around the knowledge base, you can search or browse the categories and sections. Use the breadcrumbs to go Home or to a parent section or category. You also have links to browse recent activity, recently viewed articles, or related articles.

You can subscribe to sections or articles. You will then be notified when somebody creates a new article or comments on an existing one.

Getting around the community

The community is where you can ask questions, provide answers, or share ideas. Most questions or ideas are associated with topics of discussion (forums).

Ideas are in our Idea Bank forum. Questions are in our customer forums. Users can:

comment on an idea

vote on an idea

answer a question

vote on other answers.

You can use search to get around the community. You can also use the following views to browse the topics and posts (ideas):

Topics- Lists the topics of discussion in the community. These include the Customer Forums and IdeaBank forums. Questions and ideas are associated with one of these topics. You can filter the topics with the following options:

All- (Default) Lists all the topics or forums

Following- Lists only the topics or forums that you're following

As ideas progress through development and implementation, they are tagged with different labels. When posting a new idea, please post it under the Idea Bankforum so it can be reviewed by our moderators.

Posts- Lists all questions and ideas in the community. Questions may have been marked as ‘answered.’ You can filter the questions with the following options:

Newest- (Default) Lists the questions that were most recently posted

Recommended- Lists the top questions recommended for you based on your browsing history

Trending- Lists the top questions viewed by other users

Votes- Lists the top questions ranked by votes

No topic- Lists the questions that haven't been assigned to any topic

Following- Lists the questions that you're following

Participating in the Community

You can participate in the community by asking questions, providing answers, or sharing ideas. If you think somebody's answer to your question is correct, you can accept it as the answer so others can benefit from the information too. You can vote on others' contributions. You can view all your own contributions in one place. You can also track issues by following discussion topics or specific questions. You'll be notified when somebody creates or updates a question or idea, or adds a response.

Before you post a question, it's always a good idea to run a quick search to see if the question hasn't already been answered in the community. Your fellow users will appreciate not having to answer the same question over and over again.

To ask a question or share an idea:

ClickPost a Question or Ideain the top-right side of any community page.

Enter your question or idea and any details about it. Ideas typically include feature requests. Questions include tips or any other useful information you want to gather from or share with fellow NetDocuments users and administrators.

Select a topic (forum) for the question/idea from the drop-down menu.

ClickPost.

To accept an answer to your question as the correct answer:

Click the checkmark next to the answer.

To view all your contributions to the community:

Click your profile icon on the upper-right side of any page, and then clickMy activities.

ClickContributions.

Click any link to go to your contribution.

To follow a discussion topic or a question:

Click the topic or question.

Click theFollowbutton next to the topic title or question.

To manage the community items you're following:

Click your profile icon on the upper-right side of any page, and then clickMy activities.

ClickFollowing.

Make any change to the community items you're following.

Subscribing to articles or sections

You can subscribe to sections or articles so that you're notified when somebody adds an article to a section or adds a comment to an article. You can also view and modify all your subscriptions in one place.

You must be signed in as an end-user to manage your subscriptions.

To subscribe to a section or article:

Navigate to the section or article.

Click theFollowbutton on the right side.

In sections, you can follow articles, or articles and comments.

If you choose the second option, you'll also be notified every time somebody makes a comment. This is the default behavior for article subscriptions.

To manage your subscriptions:

Click your profile icon on the upper-right side of any page, and then clickMy activities.

Note: You must be signed in as an end-user to see the link.

ClickFollowing.

Make any changes to your subscriptions.

Note: Clicking Unfollow removes the subscription from the page.

Editing your profile

You can make changes to your user profile from any Help Center page. For example, you can choose a name and avatar. The information is used in your contributions to the Help Center.

Click your profile icon on the upper-right side of any page, and then clickEdit my profile to display your profile information.

Hover the mouse over a field and click to edit it.

After making changes to a field, press Enter on your keyboard to accept the changes.

Create/edit your Community Profile

Submitting and tracking support requests

You must be signed in as an end-user to submit and track support requests.

Submitting a support request

ClickSubmit a requestat the top of the page.

Enter a subject and description of the problem.

As you enter a subject, a list of suggested articles in the knowledge base appears. You can click one of the articles instead of submitting the request. We encouraging you to look for answers in the knowledge base and community before submitting a request.

Add any attachments. The file size limit is 20 MB.

ClickSubmit.

Updating a support request by email

You can update an existing support request ticket with a comment by email.

Your email must reference an existing ticket ID, using the proper syntax, and be in plain text. You must have permission to update the ticket as one of the following roles: as the ticket requester, a CC on the ticket, or a member of a shared organization for the ticket.

To update an existing support request by email:

In your email client, create a new email message or forward an existing email.

The email should go to . The subject can be anything you want.

At the top of body of the email, enter the ticket ID for an existing support request using the following syntax:

#id ticketnumber

For example:

#id 123456

Leave one blank line after the ticket ID.

Enter the comment you want to add to the ticket after the blank line.

Your email should look something like this:

Send the email.

Tracking your support requests

You can use the Help Center to track their support requests.

To track your support requests:

Click your profile icon on the upper-right side of any page, and then clickMy activities.

By default, the page displays all requests that you have submitted. Anopen request is a ticket that's been assigned to an agent who is working to resolve it. A request awaiting your replyis a ticket that's been assigned to an agent, but the agent is waiting for more information from you before resolving the ticket.

To see details about a request, click the request’s title.

To see a filtered view of all your requests, enter a search term in theFilter Requestsbox or select a request status from theStatus

Tracking your organization's support requests

You can be a member of one or more organizations registered with NetDocuments. If you are a member of ashared organization, the end-users can see each other's tickets. A shared organization can be set up by an administrator.

To track your organization's support requests:

Click your profile icon on the upper-right side of any page, and then clickMy activities.

Click theOrganization Requestslink on the My Activities page to see all the requests in your organizations.

The link appears only if you're a member of a shared organization that is registered with NetDocuments.

To see details about a request, click the request title.

You can add comments to a request if an administrator has set it up.

Marking a request as solved

You can withdraw a request by marking it as solved. You can also reopen a solved request by creating a follow-up ticket.

Note: The request must be assigned to an agent before you can mark it as solved.

To mark a request as solved:

Click your profile icon on the upper-right side of any page, and then clickMy activities.

Click the title of an open request to open it.

Select the option on the lower side of the request to mark it as solved.

Enter any comment you want in the reply and clickAdd Reply.

Creating a follow-up to a solved request

Click your profile icon on the upper-right side of any page, and then clickMy activities.

ClickAll my requestsin the sidebar.

Click the title of a solved request to open it.

Tip: If you have a long list of requests, filter the view by selecting Solved from the Status menu.

Click the link on the lower side of the request to create a follow-up request.

Complete the follow-up request and clickSubmit.

Find 2020 Web Refreshes here.

Issues addressed in 2019 refreshes:

12 Dec 2019

New Functionality

Performance: Users can now navigate instantly between workspaces and filters without reloading the entire page.*

Enhanced Functionality

Send to Application:Locally installed external applications can now be launched without opening a separate browser tab

Sharespaces: Sharespaces are now supported in the mobile (ND2) interface

Issues Addressed

Customize Workspace:Resolved issue where workspace containers (filters, folders, saved searches) could not be reorganized within the same column

Drag & Drop:Resolved issue where a document dragged from a folder to a filter would not be removed from the folder

Edit Profile:Resolved issue where changes would not be saved when editing the profile of multiple documents

Mass Access Change: Resolved issue where mass changes could be applied more broadly than the selected folder

Online Applications: Resolved issue where the option to Open in Microsoft Online was not displayed on the context menu

Print List:Resolved issue where an error would be displayed after creating a Print List from the Search Results page

Saved Search: Resolved issue where the name of a saved search contained duplicate information

Sharespaces: Resolved issue where documents could not be previewed in Sharespaces.

* Ongoing improvements will continue to be made in future releases.

5 Dec 2019

New Functionality

ActiveX Update: Users will be prompted to download the new ActiveX update (see previous announcement here ).

22 Nov 2019

Enhanced Functionality

Multi-value Profile (MVP) Fields: Users can now view all MVP values in the Details pane with a drop-down list

Issues Addressed

Edit Profile: Resolved issue where a user could not edit the profile on multiple documents at the same time

Folders: Resolved issue where an error would be displayed when loading certain folders

Go to a workspace: Resolved issue where the Primary cabinet would not be reflected on the Go to a workspace button

Saved Search: Resolved issue where a new Saved Search would not appear in the workspace

View Document URL: Resolved issue where extra line breaks in the URL would prevent the hyperlink from working in other applications (Chrome only)

Enhanced Administrative Functionality

Cabinet Admin Page:Administrators will now find a consolidated section entitled "External Users, CollabSpaces & ShareSpaces"

Cabinet Admin Page: Administrators can now disable the creation of new ShareSpaces in CollabSpace-enabled cabinets.

7 Nov 2019

New Functionality

CollabSpaces: Users can now search for content within a CollabSpace

Workspace Tabs: NetDocuments Administrators and Users can now manage optional tabs in a workspace. The Workspace Templates page has been enhanced to manage workspace tabs through templates (click here for more information), and the Customize Workspace dialog has been upgraded to allow authorized users to enable tabs in a workspace (see more information here ).*

Performance: Users can now navigate instantly between workspaces without reloading the entire page.*

Enhanced Functionality

Saved Search: Users can now create a Saved Search which honors the Sort by order

Issues Addressed

Email: Resolved issue where emailing a document attachment would generate an error (Chrome, Edge, Firefox)

Move/Unfile: Resolved issue where items moved from a folder via Move or Unfile would not be removed from the source location

Print List: Resolved issue where saving a Print List to a CSV would change all months to January

Quick Folder Profiling: Resolved issue where Quick Folder Profiling would not work properly when items in the lookup table matched folder names

Saved Search: Resolved issue where saving a search would remove the Boolean operator OR from the search criteria

Search: Resolved issue where search criteria containing parentheses would not properly display on the Search Refinement pane

Upload: Resolved issue where uploading to a Filter or Saved Search would display an incorrect breadcrumb

Enhanced Administrative Functionality

Drag to Reorder: Administrators can drag Profile Attributes to another location in the list; additional text has been added to the page to clarify acceptable actions.*

Profile Attributes: Administrators can now click on a Profile Attribute to edit the Lookup Table or the Profile Attribute Definition, rather than clicking an Edit icon.*

SmartView: Cabinet Administrators can now enable the SmartView previewer.Additional information can be found here.

* Ongoing improvements will continue to be made in future releases.

5 Sept 2019

Issues Addressed

Content Analysis: Resolved issue where Content Analysis was run for all searches, not only those requesting Content Analysis

Details Pane: Resolved issue where profile attributes were displayed in the wrong order in certain cases

List View:Resolved issue where newly selected fields would display only after clicking on the workspace page

Navigation Pane: Resolved issue where new sub-folders created several levels deep would be created in the top level folder

ndClick:Resolved issue wherean error was indicating that ndClick was not working despite ndClick service still running

Upload Document: Resolved issue where uploading a document to a folder would place the document in the workspace

Enhanced Administrative Functionality

Admin Console: Updated the Profile Attributes Page to match the UI of the Admin Console (functionality remains the same)

22 Aug 2019

Issues Addressed

Drag & Drop:Resolved issue wherean error was displayed when moving certain documents to a folder

Edit Profile: Resolved issue where profile attributes on the Edit Profile page would not reflect the order assigned in the Admin Console

Home Page:Resolved issue where users could not add a Saved Search to another user’s Home Page

List View Display: Resolved issue where restoring default settings would clear custom layout without applying the default settings

8 Aug 2019

New Functionality

Increased Character Limits: As previously announced here, the naming limits have been increased on the platform to allow for 1000 characters in document names, folder names, and profile attribute descriptions. To accommodate the new character limit, names will be truncated and the full name will be included in a hover tip.

Issues Addressed

Check In:Resolved issue wherethe green icon continued spinning after canceling the dialog to manually check in documents

Edit Profile: Resolved issue where the Edit Profile page would not properly load for .txt documents

Print List: Resolved issue where the times in the Print List did not match the times in the List View (based on Daylight Savings Time)

Workspace Template: Resolved issue where column selector would not be honored after workspace refresh

Enhanced Administrative Functionality

Admin Console:Admin Console has been updated, including the addition of Security Center to consolidate Flexstore, Encryption Key Management, and other security and compliance-related links

3 August 2019

Issues Addressed

Check In:Resolved issue wherethe green icon continued spinning after canceling the dialog to manually check in documents

Print List: Resolved issue where the times in the Print List did not match the times in the List View (based on Daylight Savings Time)

11 July 2019

New Functionality

Deliver Secure Link:Cabinet Administrators can now restrict the deliver of secure links to specific IP address ranges. Additional information on this new feature can be found here.

Print Cover Sheet:Cabinet Administrators can now add information to the Cover Sheet (example routing information, etc.). Additional information on this new feature can be found here.

Enhanced Functionality

Document History:The Document History is no longer visible to external users by default. Additional information on this functionality can be found here.

Navigation Pane:The Navigation Pane now updates immediately when renaming, deleting, or adding folders and subfolders

Issues Addressed

Edit Profile:Resolved issue whereediting the profiles of more than 600 documents would not update all selected documents

External Users: Resolved issue where the External User icon would not display for external users

Go To Workspace: Resolved issue where Go To Workspace would collapse when clicked (Edge only)

Move/Copy: Resolved issue where moving/copying more than 600 documents would not move all selected documents

Quick Search: Resolved issue where the Quick Search drop-down would remain open after performing certain actions

ShareSpace: Resolved issue where a ShareSpace could not be deleted with other items on Summary View

Versions: Resolved issue where making a version the Official version would apply the version ACL to the document

Enhanced Administrative Functionality

Admin Console:Administrators will now see an updated Activity Log page (functionality remains the same).

30 May 2019

New Functionality

Lock a Document:Users with VESA rights can now lock a document, which prevents editing of the document's content or metadata, and prohibits new versions from being created. Additional information on this new feature can be found here.

Issues Addressed

Go To Workspace: Resolved issue where the Go To Workspace button would disappear in IE and Edge browsers

List View: Resolved issue where the shortcut keys for switching between Preview and Details would not work

Login: Resolved issue where an incorrect message was displayed after 10 failed attempts to login

Secure Link: Resolved issue where the sender was not notified when a secure link was accessed by the recipient

ShareSpaces: Resolved issue where saving a document in a ShareSpace with more than 33 users would generate an error

Enhanced Administrative Functionality

Overview Tab: Administrators can now select whether to display the web pages on the workspace Overview Tab in one column or two columns, independent of the setting for Summary View

Administrative Issues Addressed

Admin Console:Resolved issue where some administrative screens were not resized when Nav Pane was pinned open

Link user with identity provider: Resolved issue where the option to link a user to accounts that have multiple domains registered would be disabled

16 May 2019

Issues Addressed

Check Out: Resolved issue where document version could be added while the official version was checked out

List View: Resolved issue where the repository default list view display format would not be applied to users

List View: Resolved issue where the child attribute description would not display if the parent attribute description was also displayed

List View: Resolved issue where the child attribute column displayed the wrong value

Saved Search:Resolved issue where opening a Saved Search from the Home Page could display an error

ShareSpaces: Resolved issue where new users could not be added to the Modify Access dialog in new a repository

ShareSpaces: Resolved issue where ShareSpace users could not be removed through the Admin page

Administrative Issues Addressed

Attribute Definition:Resolved issue where changing the dependency on an attribute would not reset the functionality (ex: change dependency from Default From to None would continue to default)

4 May 2019

Enhanced Functionality

Modify Access: The Modify Access dialog now displays an icon next to all external users and groups to make it easier to identify when documents are being shared externally.

View Document URL: Users now have a “Copy URL” button in all browsers to easily copy the URL to the clipboard. Previously this button only appeared in Internet Explorer.

Issues Addressed

Advanced Search: Resolved issue where Incomplete profile was not displayed as a search filter

Advanced Search: Resolved issue where navigating to the Advanced Search page in IE and Edge could display the “Loading” message indefinitely

Advanced Search: Resolved issue where moving between tabs on Define Page Layout could cause profile fields to not appear on Advanced Search

Cabinet Inbox: Resolved issue where Cabinet Inbox could be displayed for non-cabinet administrators

Deliver Secure Link: Resolved issue where selecting the option “Notify me when a document is accessed” would reset the subject line to the default

External User: Resolved issue where external users were prompted to complete required fields but could bypass the prompt

Favorite Item: Resolved issue where the favorite star would appear disabled after opening a document

Favorite Item: Resolved issue where attempting to add a document to your Home Page at the request of another person would not add the item to the Home Page.

Federated Identity: Resolved issue where logging in via OneLogin Dashboard could display an error

Folders: Resolved issue where subfolders may not inherit Read-Only access from the parent folder

Folders: Resolved issue where loading a folder sorted by name could display the “Loading” message indefinitely

Follow: Resolved issue where following a document or folder would generate an error

Go To Workspace: Resolved issue where user was not warned when attempting to navigate to a workspace to which they had no access

Home Page: Resolved issue where placing an item in multiple sections would remove it from the first section

Link Documents: Resolved issue where the Link Documents option would not work on Summary View or in a folder

List View: Resolved issue where the contents of a child description field would not display unless the parent field was also displayed

List View: Resolved issue where columns may not be displayed until workspace refresh

List View Display: Resolved issue where column headers in List View Display dialog could be labeled improperly

Saved Search: Resolved issue where saving a search would remove OR operators from the search criteria

Saved Search: Resolved issue where editing a saved search would not allow you to Sort by the email date field

Security Templates: Resolved issue where security templates for all cabinets were displayed when in a cabinet

Upload: Resolved issue where attempting to upload a document could display an error

Upload: Resolved issue where external users uploading documents were forced to profile documents

Version Name: Resolved issue where special characters in the version name or description were not properly displayed after saving

Enhanced Administrative Functionality

Admin Console:Administrators will now see a new Admin Console landing page. Full details can be found here.

Administrative Issues Addressed

Consolidated Activity Log: Resolved issue where requesting the Consolidated Activity Log would deliver the Administrative Activity Log

Profile Attributes: Resolved issue where linking a user to an Author field would not save with the attribute

Users and Groups: Resolved issue where user groups were not able to be edited

4 Apr 2019

Enhanced Functionality

Advanced Search: Users can now search for items that have been shared with external users. The new "Shared externally" option is located on the Advanced Search page in the Filter by section. This option applies to documents shared after 15 February 2018.

Issues Addressed

Email Link: Resolved issue where following an emailed link to a list of documents would only display the first 20 items.

List View: Resolved issue where the ‘Created by’ attribute was improperly labeled as ‘Author’ in the List View column heading.

Saved Search: Resolved issue where ‘OR’ operators were removed from search criteria when saved.

Enhanced Administrative functionality

ACL Freeze: Administrators can now enable the ability to automatically set ACL freeze for users.

Administrative Issues Addressed

Profile Attributes: Resolved issue where uploading or downloading a table with special characters would not properly retain those characters.

Profile Attributes: Resolved issue where uploading a table with an attribute linked to users would generate an error.

13 Mar 2019

Issues Addressed

Email Copy: Resolved issue where the Send Email dialog would not appear (Chrome).

Mobile Apps: Resolved issue where mobile apps would fail when trying to open a document from NetDocuments.

7 Mar 2019

Enhanced Functionality

Cabinet Inbox: The Cabinet Inbox is now hidden from all users except Cabinet Administrators. This will prohibit the unintentional filing of documents to this location. Cabinet Administrators continue to have full access to the Cabinet Inbox.

Drag & Drop:Users can now drag an item from the desktop and drop it on a document in the List View to create a new version of the document.

Endless Scroll:Users can now expand the full header after scrolling, exposing the Cabinet logo, the Search bar, and the Personal menu. After the header has been collapsed:

Hover over the blue Navigation Bar to expand the header without scrolling to the top.

Click the Expand icon in the lower right to scroll to the top of the list and expand the header.

Security Templates: Users can now create up to 16 Security Templates (increased from 6).

Issues Addressed

Context Menu: Resolved issue where the ‘Print Cover Sheet’ option was missing when multiple items were selected.

Edit Profile: Resolved issue where including certain text in the Comments field would generate an error.

Go to Workspace: Resolved issue where the user was required to press Enter twice after the auto-suggestion list was displayed.

Home Page: Resolved issue where the hover tip could indicate an invalid date for Created Date and Modified Date.

List View:Resolved issue where the workspace (matter) description displayed blank unless the parent (client) attribute was displayed.

List View: Resolved issue where certain columns in the List View would not properly display the attribute values.

Preview Pane: Resolved issue where the Preview pane indicated that the session had timed out and the browser needed to be refreshed.

Sharespaces: Resolved issue where an error was displayed when trying to download multiple documents.

Version Dialog: Resolved issue where an error would appear when deleting a version.

Workspaces: Resolved issue where a modified workspace name would not be reflected on the browser tab title.

Administrative Issues Addressed

Cabinet Administration:Resolved issue where the user would receive an error message when trying to approve a Cabinet Unprotect request.

Cabinet Administration: Resolved issue where removed Cabinet Administrators could be notified of Cabinet Unprotect requests.

List View Display:Resolved issue where the option to Save as repository default would not always save the selected columns.

Profile Attributes: Resolved issue where Link to User setting would become unchecked when opening the Profile Attribute dialog.

7 Feb 2019

Issues Addressed

Email Copy: Resolved issue where international characters in the subject of the email were handled improperly.

Email Link: Resolved issue where multiple documents would not be sent when selecting Email Link from the right-click menu.

List View: Resolved issue where scrolling in a long list of documents would cut off the bottom of the list (Chrome only).

Print Cover Sheet: Resolved issue where printing a cover sheet for two or more folders would fail.

Print List: Resolved issue where printing the list from a Deleted Items search would download the file with .ashx file extension.

Secure Link: Resolved issue where PDF files could not be previewed and user was required to download the file.

Sharespaces: Resolved issue where documents uploaded by an external user could not be moved out of a Sharespace.

Viewing PDFs: Resolved issue where attempting to view a PDF would display the error "This document cannot be viewed."

Workspace Tabs: Resolved issue where workspace tabs were not displayed after editing the profile of a document.

Administrative Issues Addressed

Cabinet Admin Pages: Resolved issue where the language for un-protecting a cabinet referred only to Cabinet Administrators and did not mention Repository Administrators

24 Jan 2019

Issues Addressed

Add to Home Page: Resolved issue where Add to Home Page dialog was not displayed when right clicking on Favorite star

Breadcrumb: Resolved issue where breadcrumb for My Email location was not working properly.

Check In dialog: Resolved issue where Check In dialog was improperly formatted after opening List View Display dialog.

Check Out as New Version: Resolved issue where document was not checked out when creating a new Official version.

Drag & Drop:Improved notification to users when moving a document from one filter to another.

Email Copy:Resolved issue where international characters in the subject of an email were not handled well.

Email Link: Resolved issue where pressing Enter on a recipient would send the email, rather than selecting the highlighted recipient.

Folder Name: Resolved issue where a new folder name was limited to 65 characters.

Follow Folder: Resolved issue where email notification was not triggered for documents emailed into a folder.

Go To Workspace: Resolved issue where users needed to press Enter twice to navigate to the appropriate workspace.

Mass Deletion: Resolved issue where file errors were appearing in mass deletion reports.

Overview Tab: Resolved issue where web pages were displayed in a narrow window.

Print List: Resolved issue where printing the list from a Folder would display a server error

Salesforce Integration: Resolved issue where an error was displayed when exporting attachments to ND from Salesforce.

Salesforce Integration: Resolved issue where an error was displayed when Adding Account to ND from Salesforce.

Summary View: Resolved issue where Last Modified Date was not calculating the GMT offset correctly, which could display an incorrect modified date/time.

Summary View: Resolved issue where the Shared Externally icon caused misalignment of the page formatting when in two column mode.

Administrative Issues Addressed

Attribute Lookup Tables: Resolved issue where an extra column was added to a downloaded lookup table.

Cabinet Admin Pages: Resolved issue where an error was displayed in some Cabinet Admin pages.

Cabinet External Groups:Resolved issue where an error was displayed when attempting to delete a cabinet-level external group.

Consolidated Activity Log: Resolved issue where the Consolidated Activity Log was not being sent via email.

List View Display: Resolved issue where “Save As Repository Default” was not properly saving the settings as the repository default settings.

Repository Admin Page: Resolved issue where the Repository Admin page would not load when a repository had hundreds of cabinets.

User Administration: Resolved issue where a repository-level user group could not be deleted.

14 Jan 2019

New Functionality

Summary View: Summary View now contains check boxes, which allows users to select and act upon multiple documents at a time. This new functionality allows user to select documents and utilize the Power Bar. Users can also select and drag and drop multiple items, within Summary View or to the Navigation Pane.

List View: Users can now display unlimited columns in List View. A newly designed List View Display dialog allows users to select and reorder list view columns.

Enhanced Functionality

Details Pane: Users can now Shift-Click on a Document ID to copy formatted HTML to the clipboard.

Details Pane: The Locations section now displays a single Location entry containing all document locations.

Go to Workspace: Entering an exact match in the fields will take precedence.

Modify Access: Users with VS or VES rights can now modify the access of users who currently have access to an item. Previously users could onlyadd users with matching rights.

Navigation Pane:Users now remain on their Favorite Matters list when clicking on a matter instead of the Recent Matters list.

ndMail Multi-Exchange Support: Admins can now configure their repository to connect to multiple Exchange servers. This is commonly used for hybrid or distributed Exchange environments.

Search Results: The Search Results page now displays the cabinet logo if a search is performed in a single cabinet.

Issues Addressed

Add Link to Another’s Home Page: Resolved issue where link would take user to Advanced Search rather than their Home Page.

Automated Login: Resolved issue where automated login would randomly fail.

Breadcrumb: Resolved issue where breadcrumb was not properly displayed in deep folder structures.

Consolidated Activity Log: Resolved issue where uploaded documents were identified as “Edited” in the log.

Custom Date Attribute: Resolved issue where the value of a custom date attribute would be displayed 1 day off.

Custom Date Attribute: Resolved issue where the custom date attribute would be displayed in the wrong date format.

Document Access: Resolved issue where users could not modify access of existing users with access to the document.

Document Naming:Resolved issue where spaces were added around ampersand (&) when uploading a document.

Go To Workspace: Resolved issue where invalid characters in a workspace name displayed an incorrect error message.

List View: Resolved issue where sorting by Last Modified date would incorrectly sort with dates in 1999 and 2000.

My Inbox: Resolved several issues related to My Inbox.

Move/Copy: Resolved issue where documents moved to top-level folders would not be removed from the original location.

My Inbox: Resolved issue where uploaded documents would not appear in My Inbox.

Notes Attribute: Resolved issue where including a semicolon in Notes field would display an error.

Overview Tab: Resolved issue where embedded web pages were passing merge codes rather than values.

Overview Tab: Resolved issue where an uploaded logo appeared in the incorrect location until the workspace was refreshed.

Preview Pane: Resolved issue in Chrome where search terms were not highlighted in Preview Pane after running a Quick Search.

Search Results: Resolved issue where modifying the search criteria via Show Criteria would not retain new criteria.

Search Results: Resolved issue where only 20 items would be displayed in a DocID search.

Summary View: Resolved issue where folder count was not properly with accurate counts.

Summary View: Resolved issue where the “Next” button was not displayed on certain Sharespaces.

Summary View: Removed “External View” option from container menu.

Tabbed Workspaces: Resolved issue where an uploaded workspace logo was displayed in the wrong position.

Administrative Issues Addressed

Cabinet Unprotect: Improved information contained in cabinet unprotect dialogs.

Lookup Tables:Resolved issue where a record was not created when the uploaded lookup table included an invalid value in the access list.