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How to Configure your iManage Integration

Streamline document and matter management while maintaining strong governance over permissions and visibility

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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:

xakia-imanage-flow.jpg

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.

  • This field must be completed

Service Principal Username

This Username will be used to interact with your iManage account.

  • This field must be completed

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.

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.

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

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.

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

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

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

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.

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