NetDocuments Data Restore: Read Me First

NetDocuments Data Restore: Read Me First

Create Profile Attributes

The Universal Migrator requires certain profile attributes to exist in NetDocuments.  Please create the following Profile Attributes.  

Property Value
Client  
Name Client
Type Text
Maximum Length 50
Use Lookup Table True
Hide Lookup from External Members True
   
Matter  
Name Matter
Type Text
Maximum Length 50
Use Lookup Table True
Hide Lookup from External Members True
Link to Parent Client
   
Category  
Name Category
Type Text
Maximum Length 50
Use Lookup Table True
Hide Lookup from External Members True
   
Legacy Id Optional
Name Legacy Id
Type Notes
   
Comments Optional
Name Comments
Type Notes

Create Cabinet

Create a new cabinet for the customer with the following properties.

Property Value
Name Documents
Configurable Document Attributes
Client
Matter
Category
Legacy Id
Comments
 

Edit Cabinet

Once the cabinet is created, edit it and set the following properties

Property Value
Cabinet Security
1.  Select "All Groups"
2.  Next to "Internal Users", click "Add"
3.  Choose VES

Note the Repository and Cabinet Names

Go back to the page that lists the cabinets and click on the "Documents" repository.
The URL in the address bar will look something like this:
 
.../neWeb2/acctCabDetails.aspx?acctName=...&cabGuid=NG-CABINET&mode=...&curPageParam=CA-REPOSITORY&xt=...
 
The cabinet starts with NG- and the repository starts with CA-.
 

Define Workspace Templates

Once the cabinet is created, edit the cabinet and choose the "Define Workspace Templates" at the very top of the screen.  Workspace Templates should be configured with the following settings.
 
Property Value
Base Workspaces on this attribute: Matters
Organize documents ... by this attribute: Category
Name ... Workspace Filters: [CategoryDescription]
Enable Workspaces in this Cabinet Checked
Workspace Title [ParentDescription] --- [MatterDescription]
 
Then click "Save Templates".
 

How Data is Restored

Users

Users (which exist in the __M_Users table) will be restored as users into NetDocuments.  The following table describes the usage of various columns.

Final_Email

This will become the user's email address.  It cannot be blank.
Final_UserName

If provided, this will become the user's username.
Final_FirstName

This will be the user's first name.
Final_MiddleName

This will be the user's middle name.
Final_LastName

This will be the user's last name.

Please ensure you have the appropriate number of licenses to accommodate all users in this table.

When users are restored, a user-search is first performed for the user's email address.  If one is found, the record is resolved to the existing user and no properties or attributes of it are changed.  If multiple users specify the same email address then they will resolve to the same user. 

Document Categories

Document Categories (which exist in the __M_DocumentCategories table) will be restored into the Category lookup table.  The following table describes the usage of various columns.

Final_DisplayNumber

This will become the Key of the lookup table entry.  It cannot be blank.
Final_Subject / Final_Description

This will become the description of the lookup table entry.  The first non-blank value will be used and if none is found, a default will be provided.
 

Clients (Contacts)

Contacts (which exist in the __M_Contacts table) will be restored into the Client lookup table.  The following table describes the usage of various columns.

Final_DisplayNumber

This will become the Key of the lookup table entry.  It cannot be blank.
Final_Type

This controls what fields are used to generate the description of the lookup table entry.

Must be either Person or Company.

Final_FullName

(When Final_Type = Company)

This will become the description of the lookup table entry.  If it is blank, a default will be provided.

Final_FirstName, Final_MiddleName, Final_LastName

(When Final_Type = Person)

These will be combined to become the description of the lookup table entry.  If it is blank, a default will be provided.

 

Matters

Matters (which exist in the __M_Matters table) will be restored into the Matter lookup table.  The following table describes the usage of various columns.

Final_DisplayNumber

This will become the Key of the lookup table entry.  It cannot be blank.
Final_Subject / Final_Description

This will become the description of the lookup table entry.  The first non-blank value will be used and if none is found, a default will be provided.

Final_ClientContact_Id

This Id references a Contact with the specified Id.  The associated Contact's DisplayNumber will be used as the Parent Key for the lookup table entry.

When a Matter is restored, a corresponding Workspaces will also be created.
 

Document Files

Document Files (which exist in the __M_DocumentFiles table) will be restored as Documents into NetDocuments.  The following table describes the usage of various columns.

Final_Matter_Id

This Id references a Matter with the specified Id.  The Workspace associated with the specified matter will be the Destination workspace.  It cannot be blank.

Final_DocumentCategory_Id

If it contains a non-blank value, Category profile attribute of the document will be set to the Final_DisplayNumber of the associated Document Category.  Although not required, we recommend all documents be assigned a category.

Final_FolderPath

The path inside the containing Workspace that the document should be placed in.  Any necessary elements will be created.  Although not required, we recommend all documents be placed in folders and not directly in the root of the workspace.

Final_FileName, Final_FileNameExtension

These will be combined to create the filename of the document.  Substitutions and replacements may be automatically applied in order to comply with NetDocuments naming policies.

Id

This functions as the Primary Key value of the row.  If the Legacy Id profile attribute was created, it will be populated with this value.

Document File Versions

Document File Versions (which exist in the __M_DocumentFiles_Versions table) will be restored as Document Versions into NetDocuments.  The following table describes the usage of various columns.

Final_DocumentFile_Id

This Id references a document with the specified Id. It must specify the Id of a document from the __M_DocumentFiles table.

Final_DisplayNumber

This value will be used to populate the version's "Version Name" in NetDocuments.

Final_ContentPath

This is the file system path that should be read to populate the version's content.

Final_Created_At / Final_Updated_At

This contains the created/modified dates that should be assigned to the version.

Final_Created_By / Final_Updated_By

If it contains a non-blank value, it must specify the Id of a user from the __M_Users table.  If present, the version will be specified to have been created/modified by the corresponding users.

When Document Versions are restored, they are sorted by Final_DisplayOrder and Final_Update_At and uploaded in that order.  This means that the document with the lowest DisplayOrder will become the first version, the second lowest will become the second version, etc.

 

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