Xakia’s integration with iManage makes matter management seamless by automatically creating and updating iManage workspaces to match the matters in Xakia. When you create a matter in Xakia, a corresponding workspace is automatically generated in iManage. Any updates you make in Xakia are instantly reflected in iManage.
Only users with Admin permissions can configure and manage this integration.
Overview of the iManage Functionality
Below is a high-level diagram illustrating how Xakia and iManage work together:
Setting Up iManage configuration
Step 1: Add Xakia to iManage
In the iManage Control Center, go to Applications > Add Application
Add the Xakia Application Package
If your Xakia Matter Link Application shows an Authentication section:
Set Allow Refresh Token to No
Set Access Token Expiry to 30 minutes
Step 2: Configure Integration in Xakia
In Xakia, navigate to:
Admin > Integrations
In the Document Management tab, select iManage from the Provider dropdown
General Settings
Under the 'General Settings' tab, the following information is needed:
Root URL | This has been prefilled for you, but can be customized If needed by entering a new URL in the provided text box.
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Service Principal Username | This Username will be used to interact with your iManage account.
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Service Principal Password | You can provide a password for your iManage integration to streamline document management.
Your password will never be displayed in the associated text box once it is set.
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Workspace Name Format | Choose how iManage workspaces will be named. |
Confidential Group ID | Set the iManage Group ID of the group that will have access to view confidential matters in iManage.
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Authentication
The Xakia iManage integration uses a Service Principal User in iManage to interact with iManage. We recommend setting up a dedicated user with NRTADMN access.
Note: The Service Principal User will be listed as the owner of all iManage workspaces created by Xakia. They must be part of the ‘Active’ iManage library.
Xakia Metadata Mapping
Xakia allows detailed configuration of how matter data is displayed in iManage.
The format of the Workspace name in iManage can be composed of different parts of Xakia matter data. The following formats are available:
Matter Name
Division Name - Matter Name
Subcategory Name - Matter Name
Matter Name - Subcategory Name
Matter Name - Division Name
Matter Name - Subdivision Name
Matter Name - Category Name
Matter Name - Division Name - Category Name
Matter Name - Subcategory Name - Matter Number
Matter Number - Matter Name
Category Name - Matter Name - Matter Number
Matter Number
Matter Name - Matter Number
Division Name - Matter Name - Matter Number
Group Name - Matter Name - Matter Number
Subdivision Name - Matter Name
Note: The IManage Custom12 field is not available to be selected as it is reserved by Xakia for a system identifier.
Field Mapping
You can map Xakia matter fields to custom fields in iManage, allowing you to search for Xakia matter metadata in iManage.
Example: The Matter Division can be mapped to the Custom2 field in iManage, if desired.
Core Matter Fields
The following fields can be mapped to custom workspaces:
Matter Name
Matter Number
Matter Description
Matter Manager
Division
Sub-Division
Category
Sub-Category
Group
Matter Hyperlink
Matter Status
Internal Contact
Confidential
Custom Fields
You can also map custom fields from your Core Matter Form and your Completion Workflow to your custom fields in iManage.
E.g. You have a custom field called 'Country' on your Core Matter Form, you can map this to your 'Custom2' field in iManage
Field Value Aliases
Xakia creates entries in iManage’s custom field table and automatically assigns aliases to field values:
Matter Name
Matter Link (a hyperlink back to the Xakia matter)
Matter Number
Division
Sub-Division
Category
Sub-Category
Group
Note! Aliases cannot be edited
Note! Documents uploaded in Xakia cannot be pushed to a third-party DMS like iManage unless they are coming through Legal Intake. This separation is for security reasons and to avoid duplication.
Using iManage Templates
Xakia supports iManage Control Center (IMCC) templates. You can map Xakia matter categories to specific iManage templates.
IMCC templates are selected based on the Xakia matter Category
You can customize what Xakia Categories are mapped to IMCC templates during integration set up
Template folder structure and security settings will be copied into newly created workspaces
Note: Templates can only be mapped based on the Xakia 'Category'. If you wish to create a template that is mapped based on 'Sub-Category' this will incur an additional cost. If you wish to set this up please contact the Xakia Support Team at support@xakiatech.com.
Permissions Management
Xakia respects iManage best practices, creating public workspaces for non-confidential matters, and strict access control for confidential ones.
Non-Confidential Matters
Any non-confidential matter in Xakia will result in a public workspace being created in iManage.
Confidential Matters
Confidential matters are treated differently:
Xakia is regarded as the source of truth for matter permissions on confidential matters
The integration replicates these permissions from Xakia into iManage
How It Works
This is achieved in the following way:
Any users that are team members or the matter manager on a confidential matter in Xakia are explicitly granted read/write permission on the iManage workspace
Note: When a matter is made confidential in Xakia, confidentiality overrides general access rights except for the 'All Matters including Confidential' and 'Group Matters including Confidential' access levels. This will also be reflected in iManage workspace permissions.
iManage 'Xakia Confidentiality' Group
A special 'Xakia Confidential' group in iManage is explicitly granted read/write permission on the iManage workspace
The name of the group to use can be configured in the Xakia iManage integration.
Any users that are granted 'All Matters including Confidential' access in Xakia should also be added to the corresponding group in iManage, thus giving them access to confidential iManage workspaces
Matter Access Changes
If the access for a matter changes then any associated changes to permissions are pushed through to iManage automatically. For example:
Switching from Confidential to Non-Confidential
Switching from Non-Confidential to Confidential
Team Members added/removed
Matter Manager changed
Groups added/removed/edited
Important Note! User email addresses must match EXACTLY in both Xakia and iManage for permission mapping to work correctly.