One of the document management systems that Legalsense integrates with is iManage, specifically their cloud-based "iManage Work" product. To activate this integration, please contact our Support department.

Setting up the integration

Once the iManage integration has been activated for your environment, further configuration can be set up via 'Settings' - 'Integrations' - 'iManage'. Under 'Configuration' you need to fill in the following fields:

Hostname: The hostname of the iManage server that Legalsense should integrate with. For most customers, this will be cloudimanage.com, but if you are using on-premise hosting this value may be different.
Customer ID: One iManage server can host multiple customers, called 'tenants'. Each of these tenants has a unique ID. If you are using an on-premise host, the ID will likely be 1. Otherwise, the correct ID will be provided to you by iManage.
Default library: The name of the iManage library that Legalsense should use. You can find this name in iManage. Note, that it is possible for Legalsense to integrate with multiple libraries at once, ask our Support consultants about the possibilities.
Username: The username of the iManage user that is responsible for the integration. It is best practice to have a dedicated user for integrating with Legalsense. This user should have permissions to create 'workspaces', 'folders' and 'custom values'. Legalsense will never delete anything from iManage, so delete permissions are not required.
Password: The password of the iManage user that is responsible for the integration.
Client ID: The ID of the API client that Legalsense uses to make requests. Legalsense will provide the Client ID.
Client secret: The password used by the API client to make requests. Like the ID, Legalsense will provide the Client secret

Using the integration

The goal of the integration is to make all Legalsense matters visible in iManage, so that whenever you save a document, you can choose to save it in an iManage workspace that corresponds with a Legalsense matter.

In order to achieve this goal, Legalsense continuously pushes the list of all current matters to iManage. This means that when you create a Legalsense matter, you will notice that after a short time an iManage workspace with the same name has been created. When you change, for example, the name of a Legalsense matter, the name of the iManage workspace will change as well.

Templating system

Our integration supports 'workspace templates', which is a convenient way to have newly created workspaces structured to your liking. If you would like to use this, please do the following:

Create a new workspace that should be used as the template for other workspaces.
- You can call it 'Template workspace', for example, or a more specific name if this template should be used for specific matters.
- Inside the template, create the folders you would like all workspaces based on it to inherit.
- Take note of the ID (a value containing the ! character) of this workspace.
Contact Legalsense support and provide them with the ID of the template workspace

We will then make sure that all future workspaces will be based on this template. It's even possible to use different templates for different kinds of matters. Folders marked as "optional" won't get created automatically

Queuing system

You can see the current list of operations that Legalsense is about to perform in the so-called 'Queue'. Visit 'Settings' - 'Integrations' - 'iManage' - 'Queue' to view the queue.

Under normal conditions, the queue will be empty. Whenever you create or update a Legalsense matter, it will appear in the queue. When the changes have been synchronized, the queue will be empty again.

As you can see, there are two buttons available:

Add all active matters to sync queue.
Sync now

The first button adds all matters that are not archived to the queue. This is useful if you are just getting started with either iManage or Legalsense, because this will quickly synchronize all items by creating a workspace for each matter. It's safe to add matters to the queue that haven't changed; all that will happen is that Legalsense verifies that the corresponding workspace still exists, without making any changes. In other words, queue elements are idempotent.

The second button can be clicked to trigger the synchronization immediately. By default, Legalsense will synchronize every couple of minutes, but if you've just added new matters to the queue and don't want to wait, you can click this button.

Known issues and solutions

Duplicate workspaces

When connecting an existing iManage installation to Legalsense for the first time, it can happen that Legalsense doesn't exactly know which existing workspaces correspond to which Legalsense matters. In those cases, it may happen that Legalsense creates a duplicate workspace. This problem can be prevented by supplying our migration consultant with an accurate list of which workspaces belong to which matters. The list should preferably be provided as a spreadsheet with these columns:

The ID of the workspace in iManage (a value containing the ! character).
The name, number and/or ID of the matter in Legalsense.

When this doesn't happen, or happens incorrectly, Legalsense will still attempt to sync up with the correct workspace by comparing the name of the matter in Legalsense with the name of the workspace in iManage. In cases where this fails and a duplicate workspace gets created incorrectly, feel free to reach out to Legalsense support and supply them with ID of the workspace you originally intended to use.

Connection errors

Sometimes, it can happen that Legalsense cannot reach the iManage servers due to some kind of a connection error. In those cases, you will notice that the queue size continues to increase, and that changes you make in Legalsense will no longer immediately be reflected in iManage. Luckily, these errors are often temporary and will resolve itself over time. If you're in a hurry, you can always click the 'Sync now' button to attempt to synchronize immediately.

For other errors, such as authentication errors, servers outages, or bugs, you can rely on our experienced monitoring crew to notice and resolve them. And you can of course always contact Legalsense support when you have questions.