imDocShare Sync App

An Overview

imDocShare Sync – Automatically perform bi-directional / one-way sync of everything or selected folders/files, including metadata fields & permissions, between SharePoint, Teams Files, OneDrive Libraries and iManage Workspaces/folder.

Key Features

Bi-directional / One-way (either direction) sync files from the Microsoft Teams Files Tab to iManage workspace/folders (Standard, Private and Shared Channel Types).
Bi-directional sync files from SharePoint to iManage workspace/folders.
Bi-directional sync files from OneDrive to iManage workspace/folders (incl. OneNote file sync).
Sync iManage documents as “Linked Documents” within SharePoint Document Library, Teams Files Tab, and OneDrive for Business
Save iManage documents as “Linked Documents” with metadata to SharePoint Document Libraries, Microsoft Teams Channel Files Tab, and OneDrive for Business
Save & Move documents from SharePoint List (Attachments) & Document Libraries to iManage workspace/folders.
Save documents from OneDrive Document Libraries to iManage workspace/folders.
As an administrator view all the scheduled jobs that have been set up by or on behalf of users.
Administrative capabilities of audit, job utilization, and error handling.
Ability to sync metadata columns between SharePoint/Teams/OneDrive and iManage.
Ability to sync permissions at item level between SharePoint/Teams/OneDrive to iManage.
Ability to move workspace and related folders from one workspace to another within the same iManage Work Library preserving DocIDs.
Ability to copy workspace and related folders between iManage Work Libraries.
imDocShare Sync Admin desktop app allows users to synchronize SharePoint Server 2016/2019 on-premises or online List Attachments & Document Libraries to iManage workspace/folders.
imDocShare Sync OneDrive desktop app allows users to synchronize their Personal OneDrive Document Libraries to iManage workspace/folders.
imDocShare Sync SharePoint extension allows users with contribute access within Document Library to initiate the
“quick sync” with iManage workspace/folders, right from within SharePoint context menu.
imDocShare Sync Teams extension allows users with contribute access within imDocShare Channel Tab to initiate the “quick sync” with iManage workspace/folders, right from within Teams Channel Tab.

Key Use Cases

We see that most customers even today, do not want copies of the iManage Work Server 10.2+/iManage Cloud content outside of iManage Work Server 10.2+/iManage Cloud because when it lives within iManage Work Server 10.2+/iManage Cloud there is governance, compliance, and security. This is the reason why law firms buy DMS products like iManage Work Server 10.2+/iManage Cloud content.

imDocShare has a great software called imDocShare Sync which provides the ability to see that content securely in SharePoint and Microsoft Teams, without necessarily copying it over to SharePoint and Microsoft Teams.

Scenario 1

In scenarios wherein the modern tools that Microsoft ships, the attorneys live within Microsoft Teams, to some extent in Microsoft SharePoint, or within their OneDrive for Business.

For example, an attorney is outside in a place where he is disconnected from the Internet, and he starts working on an NDA document (a non-disclosure document) or a Master Services agreement document (MSA) in his OneDrive offline client. He would create a document there and would assume that it would synchronize back to OneDrive when he comes online or eventually press the send button assuming that the contract would go to the customer. There are chances of two problems with that, one is that attorney will have content that is not stored in the attorney’s File drive/OneDrive or iManage Work Server 10.2+/iManage Cloud content. In either scenario, the matter-centric contract document doesn’t live in the DMS iManage Work Server 10.2+/iManage Cloud content. Technically, it could get stolen or shared accidentally or could be different scenarios otherwise.

This is where the imDocShare Sync plays an important role. imDocShare Sync moves the document into DMS iManage Work Server 10.2+/iManage Cloud once the attorney comes online. Therefore, the attorney doesn’t need to worry about highly sensitive documents such as matter-centric content being outside the iManage Work Server 10.2+/iManage Cloud content. This is how the important files from an attorney’s OneDrive can be seamlessly backed up.

So, the most important use case of imDocShare Sync is the ability to move documents out of Microsoft Teams or SharePoint, or OneDrive into iManage Work Server 10.2+/iManage Cloud content.

Within imDocShare Sync, while configuring a sync process, users can update the date time stamp. *Date time stamp means that we can preserve the modified data and the created date and that could be very important because the attorney wants to track when they created the document, the original created modified date.

Sometimes attorneys prefer to do bi-directional synchronization of iManage Work Server 10.2+/iManage Cloud with Microsoft Teams, SharePoint & OneDrive because this could be very important in the code of law. In imDocShare sync, let us assume that you have some documents stored in a folder. When you select the entire folder to sync, it will continuously synchronize all the files in this folder into the iManage Work Server 10.2+/iManage Cloud content, which means in this case it’s not synchronizing, it is moving it. Whereas if you select a specific document, it will synchronize the content that you selected. If you clicked on “select all”, it will automatically synchronize all the content. This is a very important distinction.

Also, when you click on the “folder”, you are moving the entire folder and its content into iManage Work Server 10.2+/iManage Cloud content. But, when you click the “move”, it will still leave behind the folder in SharePoint and is not going to delete it. It will move all its contents and will a generate URL for that folder. When you click on this URL, you can see that it now opens the document in iManage Work Server 10.2+/iManage Cloud content. Basically, with imDocShare Sync, you can configure “move job”, which moves files from that respective location into iManage Work Server 10.2+/iManage Cloud content. By doing this, an attorney is free to use whatever software they want to their heart’s content and do offline collaboration and communication. Therefore, compliance will be implemented through imDocShare sync, so that content is always in the iManage Work Server 10.2+/iManage Cloud content. This is one of the first key business use cases of imDocShare sync.

Scenario 2

In recent years, collaboration in law firms mostly starts in Microsoft Teams and this is why matter-centric teams are getting created in Microsoft Teams. Let’s consider a scenario wherein three members in a law firm are simply clicking a document within Teams and are collaborating in different sections. So, the co-authoring is happening live, and to do so is extremely easy in Teams. This is why a lot of attorneys prefer working in Teams. So, every time when one of the members drags and drops a document into a Team channel post, or even attaches; automatically, this leads to uploading the document into the SharePoint document library. It’s a big deal because now the content authored by these three members might be a client-centered important document and should really live in iManage Work Server 10.2+/iManage Cloud content. This is where imDocShare Sync makes sure that their documents should sync, and collaboration continues in Teams.

Scenario 3

Let us consider another scenario, where a company that doesn’t have a DMS or any matter document-centric team like a law firm could have a situation where there might be a chance of a spillage of confidential data. Let’s see how imDocShare Sync takes this into consideration.

For example, let us consider moving a Team’s job to iManage Work Server 10.2+/iManage Cloud content, but at the same time allowing other members to collaborate. You would ensure that this content is part of the client matter workspace and iManage Work Server 10.2+/iManage Cloud from a governance enforcement perspective. This is a perfect scenario for bidirectional sync, where you would proceed to select the general tab, and set up a sync job. During this synchronization, this document will be permanently checked out in iManage Work Server 10.2+/iManage Cloud content. This prevents “race condition” so that nobody can check in iManage Work Server 10.2+/iManage Cloud while collaboration is happening in Microsoft Teams. In this way, you ensure that your document will not get overwritten because the Teams is where the collaboration is happening. So, you don’t want people to go into iManage Work Server 10.2+/iManage Cloud and collaborate on the document. Therefore, once the collaboration is complete in Teams, they can repurpose the Team job to a different source and destination between Microsoft SharePoint, Microsoft Teams Files, OneDrive Libraries, or iManage Work Server 10.2+/iManage Cloud Workspaces/Folders.

In addition, imDocShare Sync provides users the ability to move the iManage files from one location to another location within iManage Work Server 10.2+/iManage Cloud.

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END-USER imDocShare LICENSE AGREEMENT

This is a Legally binding agreement between you (either an individual or a single entity) and KLoBot, Inc. (“KLoBot”) for the “imDocShare” Software and associated media and printed materials, and many include online or electronic documentation for imDocShare Software Product or imDocShare Software (collectively “imDocShare”). By installing, copying or otherwise using imDocShare, you are agreeing to be bound by the terms and conditions of this agreement, including imDocShare license and disclaimer of imDocShare software warranty below. Please read this document carefully before using imDocShare. If you do not agree with the terms and conditions of this agreement you should not install or use imDocShare.

1. GRANT OF LICENSE; imDocShare USE RESTRICTIONS.
In consideration for your payment of any applicable license fee for imDocShare, KLoBot hereby grants to you a personal, non-transferable (except as expressly provided in Section 4 below) and non-exclusive right to use and execute imDocShare on a single Microsoft Office 365 SharePoint Online Tenant or Microsoft SharePoint on-premises farm (collectively “tenant”), without right to sublicense imDocShare. Under no circumstance may you store, use or allow the use of imDocShare in any manner on more than one tenant at a time. You agree that you will not reverse engineer, decompile or disassemble any portion of imDocShare. If you dispose of any media or apparatus containing imDocShare, you will ensure that you have completely erased or otherwise destroyed any imDocShare contained on such media or stored in such apparatus. Except as expressly provided in Section 4 below, you may not distribute, lease, transfer for profit, loan or otherwise convey imDocShare or any portion thereof to anyone.

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(i) your use and possession of such copies shall be solely under the terms and conditions of this Agreement, and

(ii) you shall place the same proprietary and copyright notices and legends on all such copies as included by KLoBot on the authorized copy of imDocShare that you downloaded from the imDocShare web site.

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The software is exported from the United States in accordance with the Export Administration Regulations. Diversion contrary to U.S. law is prohibited. You agree that you will not:

(i) export or re-export the software, directly or indirectly, to Iran, Syria, Sudan, Cuba or North Korea; or

(ii) release the software to a person on the denied persons list, unverified list, entity list, specially designated nationals list, debarred list or nonproliferation sanctions list (see http://www.bis.doc.gov/complianceandenforcement/liststocheck.htm ). The foregoing obligations will apply to you unless the Office of Export Licensing of the U.S. Department of Commerce has granted authorization to you in writing for the export or re-export of the software. Your obligations under this section shall survive any termination of this Agreement.

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If you fail to fulfill any of your material obligations under this Agreement, KLoBot and/or its licensors may pursue all available legal remedies to enforce this Agreement, and KLoBot may, at any time after your default of this Agreement, terminate this Agreement and all licenses and rights granted to you under this Agreement. You agree that KLoBot licensors referenced in imDocShare are third-party beneficiaries of this Agreement and may enforce this Agreement as it relates to their intellectual property. You further agree that, if KLoBot terminates this Agreement for your default, you will, within thirty (30) days after any such termination, deliver to KLoBot or render unusable all imDocShare originally provided to you hereunder and any copies thereof embodied in any medium.

8. DISCLAIMER OF SOFTWARE WARRANTY.
KLoBot PROVIDES imDocShare TO YOU AS IS AND WITHOUT WARRANTY OF ANY KIND, EXPRESS, IMPLIED OR OTHERWISE, INCLUDING WITHOUT LIMITATION ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. NO ORAL OR WRITTEN INFORMATION OR ADVICE GIVEN BY ANY KLoBot EMPLOYEE, REPRESENTATIVE OR DISTRIBUTOR WILL CREATE A WARRANTY FOR THE imDocShare, AND YOU MAY NOT RELY ON ANY SUCH INFORMATION OR ADVICE.

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If any third party brings a suit against you that is based on a claim that imDocShare, solely as furnished to you under this Agreement, constitutes direct infringement of any patent issued by, or copyright registered in, the United states, KLoBot shall defend such suit or proceeding and shall pay any damages and costs finally awarded therein against you with respect to such matter, provided that you promptly inform KLoBot of any such claim, furnish KLoBot with a copy of each communication, notice or other action relating to the alleged infringement and give KLoBot the authority, information and assistance necessary to settle, compromise or litigate such suit or proceeding. Following notice of a claim or a threatened or actual suit, KLoBot may, without obligation to do so, at KLoBot sole option:

(a) procure for you the right to continue to use imDocShare as furnished,

(b) replace or modify imDocShare to make it non-infringing, or

(c) discontinue your license for imDocShare and refund to you any license fee that you paid for it, less a reasonable value for use, determined by prorating such license fee on the basis of a thirty-six (36) month straight line depreciation method, applied to the period of actual use.

KLoBot shall not be obligated to defend or be liable for costs and damages if the infringement or claim thereof arises out of:

(i) use or combination of imDocShare with products or data not provided by KLoBot,

(ii) use of other than the latest unmodified release of imDocShare made available to you by KLoBot if such infringement would have been avoided by the use of such release of imDocShare,

(iii) modification of imDocShare by anyone by KLoBot,

(iv) use of imDocShare after receiving notice, or having reason to believe, that imDocShare infringes a patent or copyright of a third party, or

(v) a claim based on any portion of the Windows(r) software that may be included with imDocShare.

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11. TECHNICAL SUPPORT TERMS.

Definitions.As used herein the following capitalized terms have the meanings set forth below:

“Correction” means, without limitation, a workaround, maintenance release, patch and/or documentation change, as KLoBot deems appropriate.
“Defect” means a material failure of imDocShare to operate substantially in accordance with the applicable user guides and reference manuals.
“Update” means a maintenance or minor release of imDocShare that provides corrections or performance improvements, is designated by KLoBot as an Update and is generally made available to all KLoBot technical support customers.
“Upgrade” means a major release of imDocShare that provides new features or functional enhancement, is designated by KLoBot as an Upgrade and is generally made available to KLoBot Premium technical support customers.

Technical Support.

During any 12/24/36-month support period for which you have pre-paid the required premium support payment, KLoBot will provide you:

Notification, if you have requested to be notified, when Updates are available for downloading from imDocShare website at www.imDocShare.com ;
Notification, if you have requested to be notified, when Upgrades are available for downloading from KLoBot’ website; and
Access to My imDocShare Support Portal on KLoBot’ website through which you may:

- Download Updates when commercially available;
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- Report Defects in imDocShare and obtain Corrections as described herein and in accordance with the types of response and timing referenced on KLoBot’ website;
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- Access on-line documentation regarding imDocShare, including application notes that include installation instructions, release notes and Frequently Asked Questions (FAQs).

Defect Correction.

When you report a suspected Defect in imDocShare to KLoBot using its My imDocShare Support Portal, KLoBot will attempt, based upon information provided by you, to recreate the suspected Defect. If the Defect is confirmed, KLoBot will use commercially reasonable efforts, given the nature and scope of the Defect, to make available to you through the My imDocShare Support Portal a Correction in accordance with the guidelines set forth on KLoBot’ website. KLoBot will make available to Premium technical support customers live chat, telephone call back and live meeting support as appropriate and warranted to confirm Defects and develop Corrections.
KLoBot will not be responsible for correcting Defects in any release of imDocShare other than the most recent release of imDocShare, provided that KLoBot shall continue to support the prior release superseded by recent release for a reasonable period sufficient to allow Premium technical support customers to implement the newest release or until the end of the current non-Premium technical support period.
You agree to implement within a reasonable time all Corrections provided by KLoBot hereunder.

Limitations.

KLoBot will not be obligated to provide technical support relating to problems, errors or malfunctions caused by

malfunction of the computer system and communications network on which you have installed and are using imDocShare,
other software installed in the same SharePoint environment not licensed pursuant to this Agreement,
any use of imDocShare in disregard of any known adverse consequences, including without limitation the failure of user to make appropriate backups, warning messages, and other written instructions,
any modification to imDocShare not authorized by KLoBot,
Mainstream Support of a given SharePoint Platform has been retired by Microsoft, or
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Renewal of Support.

KLoBot provides the first year of basic technical support for no additional charge. Unless renewed in accordance herewith, basic technical support will cease on the last day of the 12-month support period that commenced upon the effective date of imDocShare license.
For an additional fee, you may obtain Premium technical support. Unless renewed in accordance herewith, Premium technical support will cease on the last day of the support period for which you have paid the additional Premium technical support fee.
Support fees for additional support periods must be paid in advance on or prior to last day of the support period for which you have paid the required support fee.
Approximately forty-five (45) days prior to the termination of the then current support period, KLoBot will invoice you for renewal of technical support. The support fee due for the next support period shall be KLoBot’ then current applicable list price for renewal of technical support as of the date of invoice.
KLoBot reserves the right to withdraw technical support of imDocShare, and to alter the prices, terms and conditions for technical support in advance of any renewal of support. Any such withdrawal or alterations will become effective as of such renewal date.

Reinstatement of Support.

If you allow technical support to expire, in order to reinstate support of imDocShare, you may be required to pay to KLoBot a reinstatement support fee, the then current annual support fee, and, If you are not licensing the then current release of imDocShare, an upgrade license fee for the current release of imDocShare.
Required Identifier.

In order to access My imDocShare Support Portal you must provide the identifier issued to you when you licensed imDocShare. Upon entry of such identifier access will be granted if you have paid in full the required maintenance fee.
Termination of Technical Support.

Notwithstanding Section 4 above, resale, assignment, or transfer of the technical support provided by KLoBot is strictly prohibited and will be grounds for termination of the technical support.

imDocShare Sync App

An Overview

Key Features

Key Use Cases

Scenario 1

Scenario 2

Scenario 3

Key Highlights

Key Functionalities

Key Features

Key Functionalities

The Key Features

Key Use Cases

imDocShare

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