Configuration & Integration Instructions
Time & Resources Required
The following initial mot-r configuration process will require 2-3 hours of time of an experienced NetDocuments implementation resource. Resources should be well-versed with creating and managing:
- Profile Attributes
- User Permissions
- Folder Structures
- Workspace Configurations
- Adding Web Pages to Workspaces
- Settings/App Access
- Plugin Installation
Subsequent configurations can be completed more quickly, but the first time will undoubtedly take longer. Consider booking time with a mercanix support resource by emailing email@example.com so we can be prepared to support your configuration. Configuration and set-up of workflows takes considerably longer (days) and makes up the bulk of the time required to get a Client running effectively.
Initial Login to mot-r instance
Once you have received an email or call from mercanix indicating your instance has been deployed, you will be given an administrators account and the URL. You should then:
- Check the URL is spelled correctly and is functioning as requested
- Check the Client Name in the People & Units section is correct
- Check the Admin credentials of your User Account are correct
If any of these need adjustment, please contact mercanix support at firstname.lastname@example.org
Change your Temporary Password
When you are given the initial Administrator's account, you will be supplied with a temporary password. You can either continue with that password or modify it. Click on the People & Units icon in the navigation bar. Then find your User Name in the list and click grey ellipses at the right edge of the screen in line with your name:
Clicking on the grey ellipses will turn them red and will expose the Edit menu. Click on Edit. A pop-up screen will appear and allow you to modify your password or account details. If you do not have Administrative rights you will only be able to view details and not modify them. Every user will have the rights to edit their own details. You can also update your profile image at this time by clicking on the Add/Update Profile Icon. We suggest a 50x50px image.
Client ND Repository Review/Configuration
Prior to connecting mot-r to your client instance of ND, please ensure the following have been reviewed and configured if required:
- All potential mot-r users are confirmed ND internal users and have appropriate permissions for Cabinets & Workspaces you are intending to connect/integrate with
- Any new Cabinets, Profile Attributes, Folders, Workspaces and their associated permissions that mot-r will be interacting with have been created and are functioning properly.
These requirements will vary depending on what you intend to use mot-r for initially. For instance, if you are using mot-r for a Contract Management process/workflow, you'll likely need to integrate mot-r with an existing repository and into existing workspaces. If you are implementing mot-r for Onboarding & Termination and you don't already have an HR cabinet and Workspaces, you'll need to create these first before integrating. We're happy to help with this work if need be.
Connecting mot-r to an ND Repository
Once you have established the Cabinets, Profile Attributes, Permissions and Workspaces in ND, you can now connect your existing mot-r instance with your selected ND Cabinet.
Click on the Settings gear icon in the navigation bar. The NetDocuments tab should be open by default. Click the red Connect to ND button, and authenticate with ND to connect your ND repositories and mot-r. You will have to use an admin account/email address that has full repository admin access on the ND side to connect with mot-r. If you are an administrator, use your account. If not, create a new user within mot-r with the same credentials as exist within ND (User Name, Email Address).
You will be asked by ND to Allow mot-r to be connected. Click Allow.
Once connected and authenticated, click the + Cabinet button on the right side of the screen, then select the Cabinet you wish to configure first with the left most pull-down selector.
Then select the Attributes from the pull-down menu that you wish to use in creating a new workflow and displaying it in Workspaces. You can either use a one attribute approach (Client/Dept) or two attribute approach (Client and Matter/Project/Product).
Serialization is our term for automatically incrementing your Key/ID for each record. We strongly suggest using Keys in your NetDocuments configuration. Keys will need to be utilized for serialization to be useful. If you do not utilize Keys then do not turn on serialization. In the example above, we have clicked on serialization for Property, meaning if there is a Key, we will automatically increment the Key value from whatever the base (or last value) is. For instance, if your Key for Properties is 1000, and you click the + button in the Add New Record to NetDocuments screen, we will automatically increment the value by 1.
These, like all mot-r functions, are intended to support simple serialization schemes. With Use Prefix, we can use the Project Type (3rd attribute) to sit ahead of the serialized number. In the example below, the COM key for Commercialization projects, is placed ahead of the serialized number.
We also have a mercanix-configurable Key Pattern capability. Meaning if you have an establish Key approach that you'd like to continue using with mot-r such as FY2020-0001, then we can apply this Pattern in our configuration.
Connecting Multiple Cabinets
You can add as many cabinets as you like and vary them between single and dual attribute set-ups, but each instance of mot-r can only be connected to one server location (vault, au, eu) so you can't mix vault repositories/cabinets with au or eu repositories/cabinets.
Import ND Users (optional at this point)
If you wish to import ALL of your ND users into mot-r, you can click the Import ND Users button at this point and follow the prompts. You'll have to select a Unit for all of these users to be placed in, so we suggest you select "1" to have them put into the top organizational unit to begin with. You can skip this step and come back to it later as well. Or manually enter the users you wish to test with, then use the Import function later.
If you have a large ND installation and only want to use a small number in mot-r we suggest you manually create the users. If, in the event that you only have 5-50 total users, you're probably safe to import them all and then just delete the names that you don't want to have access to mot-r.
Create Initial Workflow Template Type(s)
Create Initial Units & People
For initial configuration and testing, create a limited number of users and units. Units are different from Groups in ND. That is, these are practice groups/departments/locations/etc. These Units are important when a Workflow Template is enacted, since only those users that have been assigned from the Unit you have selected to run the Workflow for, will get notifications and see the Workflow you create.
When you set-up Workflow Step Responsibility (the People icon in each step), you will need to have the Units already created so mot-r knows what Unit/Person combination to use when creating a new Workflow for a particular business/operating unit. RISK: If you create production-ready Workflows before you have your Units and People organization finalized, you will create problems for yourself and your Client.
To begin, you will already have the top organizational unit (mercanix in this example), as mercanix will have set that up for you. To create a new Unit or Person, simply click on the ellipses and select a choice.
Creating Client Workgroups & Users
For some configurations, you will be able to create Client Users and Client Workgroups. These are mot-r service configurations and you must be properly trained to configure Users, Workgroups, Service Intake Workspaces, Service Request Templates, etc. Currently these configurations are done exclusively by mercanix. Please contact email@example.com to request access to this training and capability.
Note, if you are given administrative privileges to create Client User profiles, you cannot have the same User profile on both Internal Workgroups and Client Workgroups listings. They must have different profiles and email addresses.
Create mot-r Folder in ND
If you are intending to use mot-r to manage Required Documents (uploads) and Generated Documents (precedents/templates/etc.) then we suggest you create a mot-r folder in your Client's ND repository where all the Generated Documents will reside.
You'll need to upload copies of your template documents using ndFolderImport or some other device in order to avoid having to "profile" the documents based on Client/Matter or variation. We recommend using actual Template files that end in extensions like .dotx so a new untitled document is created each time a Template link is clicked.
Configure Test ND Workspace/Then Production
Using an ND Admin account which is also present in mot-r, login to your target ND instance and either Add Web Page to an existing Workspace for a test, or use Define workspace templates in your Cabinet Settings area and add a web page to your current Workspace design.
Paste one of the following code blocks into the Edit Web Page Configuration:
Enter "mot-r by mercanix" (all lower case please) into the Web Page Label
Enter 800 into the Height input box.
Cut and paste this code block into the web page config. REPLACE xxx with the Client URL you are using. First one is for 2 attribute Workspace set-ups (ie. Client & Matter/Project/etc.)
This one is for single attribute set-ups (Client only):
When the mot-r login appears, use your mot-r login credentials to test your connection.
Once tested, you can take the same approach to configure Add A Web Page to the Workspace definitions in the Cabinet, so that the mot-r panel appears in every Workspace.
Create Initial Test Workflow using Generated and Required Documents
Work from an existing workflow template that was pre-loaded, or create a new workflow template from scratch.
When creating Documents from the documents icon, remember that Required Documents are documents that are required to be uploaded into ND, and Generated Documents are document templates being used and downloaded from ND.
To create a Required or Generated document open a workflow step you've created,
and click on the Docs icon to edit. You have two general paths now to follow with our Document Manager; creating a Required Document or Generated Document in the Workflow Step. In the screen below, we have clicked Required Document. This will create a button/link in the live Workflow which will prompt Users to Upload a Required Document. You simply enter the name of the Document you'd like to have Uploaded into NetDocuments, and click the Add button, then OK and you're done.
If you want to use a Document Template/Precedent that already exists within NetDocuments, you can click on the Generated radio button to select the Document you'd like to use as a Template. You will be given a few options to find and associate the Document Template to this step of the Workflow. Once the Generated radio button is selected, you'll be asked to select a Cabinet that you'd like to search for the Document Template/Precedent. In the example below, we have selected Corporate Cabinet. Once the Cabinet is selected, you can pick to search either a Folder or a Workspace. In the example below, we have selected a Folder and the available folder we're searching in is the mot-r Folder.
Once the Folder (or Workspace) has been selected, mot-r will search the Folder or Workspace for all the documents that currently reside in that location. You can narrow your search by inputting text into the Filter Documents field. This will automatically narrow the list to only those items with the letters you have input in their Title.
Click on the Document you want to use as a Template, and it will load in the Title field at the bottom of the screen.
Then click the Add button to load the Document Manager. The Title of the Template Document and the .nev will appear in the screen and allow you to Remove it if you have selected the wrong document.
If the Document is correct, click OK and that Document will now appear in the Workflow step to allow you to use it as a Document Template/Precedent.
In order for mot-r to be able to draw documents from ND and to upload documents into ND, mot-r needs to have it's handler installed. This little application is called motrOffice and will be accessible by visiting and using one of the following packages:
Then open Chrome (preferred browser) and add https://*.mot-r.com to Trusted Sites.
Run Test Workflow in ND
Once the mot-r web page has been configured/loaded. Navigate to an ND Workspace where mot-r is used, and login using credentials that exist in both ND and mot-r.
Click on the + button in the navigation bar of mot-r nd window, and select your test workflow that you already created.
Ensure the workflow timeline shows up in ND, and that you can open the Timeline, and open Step Details by clicking on the Step Circles.
Review Test Workflow in mot-r Web
After creating a new workflow in the nd view, login to mot-r web application to ensure the workflow is also showing up in mot-r. Remember to use the same login credentials you were using in ND or the permissions/viewing may be different.That's it. You should be up and running now completed integrated with ND.