Collabspaces Quick Reference Card

NetDocuments CollabSpaces Level 1

Explore CollabSpaces The NetDocuments administrator must have enabled a COLLABSPACES tab in the Workspace. To explore and access a CollabSpace: 1. Open the workspace that contains the CollabSpace you want to work with. The workspace opens, with tabs to access various types of content stored in the workspace. The DOCUMENTS tab is selected by default. CollabSpaces are not displayed in the DOCUMENTS tab of a workspace when in Summary View.

2. Click the COLLABSPACES tab. The CollabSpaces associated with the workspace are displayed, with basic information regarding their creator and the date they were created. To view the contents of a CollabSpace:

. Click the appropriate CollabSpace. The CollabSpace opens with its contents displayed.

To return to the workspace Summary View: 3. Click the Navigation Pane Pin icon to dock the . Click the workspace link. Navigation Pane and keep it displayed. Once inside a CollabSpace, you can work with the contents just as you would inside any other workspace folder. To display the CollabSpace content in List View: 1. Click the Switch to List View button . The documents are displayed but the folders are not.

2. Click a document’s check box to select it. To access a CollabSpace using the Navigation Pane: The Power Bar is active and all features are available. 1. Click the Navigation Pane button . To return to the Folder View: The Navigation Pane is displayed. . Click the Switch to Folder View icon . 2. Expand Recent Matters and then expand the appropriate workspace. The display is returned to the Folder View. The workspace contents are displayed, including the CollabSpace, which is differentiated from other workspace Create a CollabSpace containers with a specific icon . To create a CollabSpace: 1. With the workspace open where you want to create the CollabSpace, click the COLLABSPACES tab. 2. Click the ADD COLLABSPACE button.

5/12/2021 Page 1 of 6 The Add CollabSpace dialog box is displayed. If you do not have rights to create a CollabSpace, when you click the ADD COLLABSPACE button, the Request a CollabSpace dialog box is displayed:

You can create an unlimited number of CollabSpaces in a workspace.

Modify a CollabSpace

Type the name of the CollabSpace you want to create and click To modify a CollabSpace: OK. The administrator will create the new CollabSpace for you. 1. With the appropriate 3. Click in the CollabSpace name field, type a name, and CollabSpace open, click the press Tab. CollabSpace Options button. 4. In the CollabSpace description field, type a description. 2. From the menu, select Customize. 5. Click OK. The Customize CollabSpace dialog box is displayed. The Add CollabSpace message is displayed.

6. Click OK to acknowledge the message. The Access List dialog box is displayed.

3. Delete the description and click OK. To set or modify a CollabSpace profile: 1. Click the CollabSpace Options button and from the menu, select Edit Profile. The Edit Profile/Tags dialog box is displayed.

To add existing internal groups or users to your new CollabSpace:

. Under User Groups, click the Options button, select an existing group, and click the Select button to add it to the list under People Sharing this CollabSpace. . Under User Groups, click the Options button, select an existing group, click the Show Members button, use Shift+Click to select the individuals to be given access rights, and click the Select button. . Click Close. The CollabSpace is created with default access rights.

It is useful to set the CollabSpace profile because any new To manage CollabSpace group membership: content added directly to the CollabSpace will inherit the CollabSpace’s profile by default. 1. Open the Modify CollabSpace Group dialog box in one of these two ways: 2. Make any changes and click OK. . From the CollabSpace Options menu, select Create, Manage, and Delete CollabSpace Modify access. From the Modify Access dialog box, select the CollabSpace group to manage. Groups . From the CollabSpace Options menu, select To create a CollabSpace group: Modify access. From the Modify Access dialog 1. Open the appropriate CollabSpace, click the box, select Modify Access. From the full Access CollabSpace Options button and from the menu, List dialog box, select the name of the CollabSpace select Modify access. group and click the Details button. The CollabSpace Access List is displayed, showing existing The Modify CollabSpace Group dialog box is displayed. access rights. To remove an external user from the CollabSpace 2. Click the Modify Access button. group: The Access List dialog box is displayed. 1. From the Members of the appropriate CollabSpace group name list, select the user’s name and click Remove. The user’s name is returned to the External Users list. 2. Click OK. 3. Click Close to close the CollabSpace Access List dialog box. To delete a CollabSpace group: 1. Open the full Access List dialog box, select the CollabSpace group, click the Deselect button, and click OK. 2. The group is removed from the list and an information message is displayed. Click OK to acknowledge the message. 3. Click the Create CollabSpace Group button Create External Users and Invite Them to a . CollabSpace Group The Create CollabSpace Group dialog box is displayed. If you do not have rights to create a CollabSpace group, the To create an external user: Create CollabSpace Group button will not display: 1. With the appropriate CollabSpace open, click the 4. From the Group Name field, type a name for the CollabSpace Options button, from the menu select group. Modify access, and click the Modify Access button. You can use the same CollabSpace group name for different CollabSpaces, just not for other groups within the same 2. Click the My CollabSpace. CollabSpace Group link and select the Details button. 5. From the External Users list, select users to be added to the group and click the Add button. The Modify CollabSpace Group dialog box is displayed. 6. Click OK. 3. Under the External Users list, click the Add User button. The new CollabSpace group is added to the list, with View rights to the CollabSpace. The Add User dialog box is displayed. 7. Click Close to close the Access List dialog box.

5/12/2021 Page 3 of 6 7. Click Close to close the CollabSpace Access List dialog box. When you add a CollabSpace group or external user to the access rights of the CollabSpace or change the rights of any users or groups that already have access, those changes are not applied to the existing content of the CollabSpace by default. The primary way to apply 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.

4. From the Email address field, type the external user’s email address and click OK. The Create External User Account dialog box is displayed.

Add Content to a CollabSpace To copy content into a CollabSpace: 1. Click the Documents s earch fol der. A list of the documents in the workspace is displayed. 2. Select the document to be copied. 3. From the Power Bar More button: If you prefer to send the welcome email later, clear the check box, and later, from the Modify CollabSpace Group dialog box, . Click Move/Copy, expand the appropriate select the Send welcome email check box and click OK to workspace, select the CollabSpace, and click the send a welcome email to all the users in the list on the right. Copy button. Change the new filename if desired, modify profile fields if necessary, and click OK. 5. Complete the form and click OK. The welcome email is sent to the new external user, and the . Click Share externally, expand the appropriate Modify CollabSpace Group dialog box is displayed, with the new workspace, select the CollabSpace, click the Copy external user added to both lists. radio button, and click OK. The document remains in its original location and a copy is placed in the selected CollabSpace. To move content into a CollabSpace: 1. Click the Documents s earch fol der. 2. Select the document to be moved and:

The welcome email the external user receives specifies both the . Open the Navigation Pane, expand the name of the repository and the name of the CollabSpace. appropriate workspace to display the CollabSpace. Point to the selected document’s icon and drag it to If the external user does not already have an existing account, when they select ACTIVATE, they will be asked to set a the CollabSpace on the Navigation Pane. password. . From the Power Bar More button, select 6. Click OK to close the dialog box. Move/Copy, expand the appropriate workspace,

select the CollabSpace, and click the Move button. 3. Complete the remaining required fields and click Change the new filename if desired, modify profile Continue. fields if necessary, and click OK. The CollabSpace with the new folder is displayed. . Click Share externally, expand the appropriate To move a document into the new folder: workspace, select CollabSpace, click the Move radio button, and click OK. 1. Drag the document to the left until a blue shaded area appears. The document is moved from its original filing location to the selected CollabSpace. To add content to a CollabSpace: 1. With the appropriate CollabSpace open, click the +Add button and select Upload from the menu to upload a document from the computer. The Upload Documents dialog box is displayed with the CollabSpace selected.

2. Continue dragging to the left until the Navigation Pane appears. Drag the document to the new folder and release the mouse button. A message is displayed. 3. Close the message box. The document is moved into the folder.

Search for a CollabSpace To search for a CollabSpace: 1. Click the Advanced Search button.

2. Click the File extension field. 2. Upload the document using one of these methods: A menu of choices is displayed. . Click the upload documents from your 3. Select CollabSpaces Only. computer link, then navigate to and select the 4. Click Search. document. The Search Results, with all the CollabSpaces in the cabinet(s) . Drag and drop a document from the desktop or File listed, are displayed. Explorer to the open area at the top of the dialog box. 3. Click OK. The document is filed in the CollabSpace. . To add a folder to a CollabSpace: 1. From the appropriate CollabSpace, click the Search within a CollabSpace CollabSpace Options button and select Add folder. To search within a CollabSpace: The New Folder Profile dialog box is displayed. 1. With the appropriate CollabSpace open, click the Quick 2. From the Folder name field, type a name. Search field, select the Everything radio button, and type the search text.

5/12/2021 Page 5 of 6 2. Press Enter or click the Search button. Remove Content from a CollabSpace The Search Results list displays the document containing the search text. To remove content from a CollabSpace:

. Select the documents or folders to be removed, and choose from these options:

. From the Power Bar, click the More button, If you run the search while viewing the CollabSpace content in select Move/Copy, navigate to the new location, the Folder View, only the content of the CollabSpace not in a and choose Move. folder is searched. To search in the folders as well, switch to the . List View before running the search. Drag the content to another location in the workspace using the Navigation Pane. To use the Advanced Search dialog box to search within a CollabSpace: . From the Power Bar, click the More button, select Unfile, and from the confirmation prompt, 1. Click the Advanced Search button. click OK. The Advanced Search page opens with the CollabSpace search The document or folder is deleted from the CollabSpace. filter active, limiting the search to that CollabSpace by default. 2. Click in the Everything field, type the text to search for Delete a CollabSpace and Its Contents and click Search To delete a CollabSpace and its contents: The Search Results list displays the document containing the search text. 1. With the appropriate CollabSpace open, click the CollabSpace Options button. To search in any CollabSpace: The options menu is displayed. 1. Click the Advanced Search button. 2. From the menu, select Delete. 2. From the Advanced Search page, scroll down and click the Show more options link. The Delete CollabSpace dialog box is displayed with two options, with Unfile documents from this CollabSpace and its The additional options are displayed. subfolder(s) selected by default. 3. Review the options:

. Delete documents in this CollabSpace and its subfolder(s) deletes the CollabSpace and its subfolder(s). Any documents currently filed in this CollabSpace and its subfolder(s) will be moved to Deleted Items. . Unfile documents from this CollabSpace and its subfolder(s) deletes the CollabSpace and its subfolder(s). Any documents currently filed in the CollabSpace and its subfolder(s) will be unfiled from the CollabSpace and its subfolder(s) and will be accessible through search. Any documents profiled to the workspace of this CollabSpace will continue to 3. From the Filter by options, click the In a be profiled to and remain accessible through that CollabSpace box. workspace. 4. Scroll up to the Author field and type an author. The second option is less destructive, because the documents remain in the workspace and are not moved to Deleted Items. 5. Click Search. 4. Ensure that Unfile documents from this A document in any CollabSpace with the selected author is CollabSpace and its subfolder(s) is selected. displayed in the Search Results. 5. Click in the text field, type the required text, and click 6. Click the selection check box for the document. OK. The document Details Pane is displayed. The CollabSpace is removed and no longer appears in the list of 7. Scroll down to and click the LOCATIONS link in the CollabSpaces associated with the workspace. Details Pane. The document’s location is displayed.