Cabinets

What is a Cabinet?

A Cabinet is used for common access to an organized and managed document repository.  For example, all of your employees may need access to this common, secured repository, just as they might with a shared drive on a LAN.  Whenever a member of the Cabinet logs into NetDocuments from any computer connected to the Internet, that user will see the Cabinet and all documents he or she has access to within the Cabinet, either through a Search, a Category, or through navigation if a folder hierarchy has been created.
 

Use of Cabinets

NetDocuments Basic account includes one shared Cabinet by default.  Customers may purchase the Enterprise NetDocuments account and have ability to create additional shared Cabinets as necessary by contacting a NetDocuments representative.  NetDocuments Enterprise Administrators may create additional cabinets as needed. 

Cabinets can be used to securely manage different types of documents in a firm.  There may be a Client Documents Cabinet, a Board of Directors Cabinet, and a Human Resources Cabinet.  Some organizations may choose to create a Cabinet for an extranet purpose which is designated for an important client where the client is also a member of that Cabinet for common access to documents on an ongoing basis. 

Every user also has a private Cabinet named My Cabinet with storage at a set limit of 3MB.  The purpose of this Cabinet is to be able to receive NetBinders from users who are outside of your available Repositories.  We do not recommend storing other documents in this Cabinet.  DO NOT GO OVER THIS LIMIT OR YOU WILL BE LOCKED OUT OF YOUR ACCOUNT FOR ALL OF YOUR DOCUMENTS.

Cabinet Types

Each Cabinet created can be either a standard "Active" cabinet or an "Archival" cabinet.  The differences are as follows:

Active Cabinet
A cabinet with all standard options.  These include the ability to edit documents and utilize the various options related to those documents and have full-text indexing of documents.

Archival Cabinet
A cabinet that restricts the editing of documents and does not provide full-text indexing.  One of the main advantages of the archival cabinet is that the storage cost is considerably less than an Active Cabinet.  These cabinets are to be used to store inactive, non changeable older documents or to provide an environment where the requirement is to ensure documents cannot be changed for legal purposes.  Documents can be added to this cabinet either by moving them from an Active cabinet or by importing documents in various ways.  Options related to modifying documents are also not available such as creating new documents in the cabinet, checking out/in documents, etc.  Documents can be deleted (not modified) by the Cabinet Administrator.

Go to http://www.netdocuments.com/Professional/Pricing/ for pricing details.

Sharing Cabinet Documents with External and non-Cabinet Members

Sharing with External Members
Each cabinet can have two types of users or members.  The standard user is called an Internal user.  These are generally employees of your organization or people who work together to create documents, etc.  Generally they will all use a common email domain for their emails.  The other type of user is called an External user.  External users are people who are not associated directly with the organization, but that the organization needs to share documents with.  External users will not have the full capabilities of the Internal users.

Sharing with an external user is generally the same as Internal users.  The External users will see the Cabinet and folder structure if they have been given rights within the cabinet.  These are generally for a long-term sharing relationship and a larger number of documents.

Generally these types of users will be used for an Extranet Cabinet which allows a law firm to share with clients on an ongoing basis.

Sharing with NetBinders
If you are doing ad-hoc sharing with fewer people and fewer documents, a Cabinet members may use NetBinders to share documents with non-Cabinet members, such as clients and business partners, without outside users seeing Cabinet documents and folders.  Users who you share with are registered for NetDocuments to access the NetBinder.  Those new users will see the My Cabinet as described below, and the NetBinder will appear within the Inbox folder.  There is no charge when sharing with users in a NetBinder. 
 

My Cabinet

Every NetDocuments user has a personal space named My Cabinet.  My Cabinet is accessible only to that user and is to be used to receive NetBinders, faxes and email.   The logged in user is the Administrator for My Cabinet and no other user can access documents stored in My Cabinet.  DO NOT GO OVER THE 3MB LIMIT OR YOU WILL BE LOCKED OUT OF YOUR ACCOUNT FOR ALL OF YOUR DOCUMENTS.

Understanding the Features of My Cabinet:

  • All NetDocuments users are provided with a pre-defined 3 megabytes of storage in My Cabinet.  This disk space cannot be increased.  A user desiring more personal storage space, must purchase a standard Repository and Cabinet.  Go to the www.netdocuments.com web site to purchase a cabinet or learn more. 

  • NetBinders and their contents do not account for any part of the pre-defined 3 megabytes of storage space.  The storage used by a NetBinder is accounted for from within the Cabinet where the NetBinder was created. 

  • A NetBinder cannot be created from within My Cabinet.  NetBinders are created within paid standard Cabinets and shared with people who will see the NetBinder in the My Inbox folder of My Cabinet. 

  • My Cabinet does not support custom profile fields.

  • We do not recommend that you store other documents in this Cabinet.

  • My Cabinet is available to you as long as you maintain your account.  If you are added to a company Repository/Cabinet, and later leave the company, you will no longer have access to the company documents, but you will still have access to My Cabinet.  When this occurs, in order to get proper notifications, you will need to change your email address in My Account under Personal Information.

  • Full-text searching is not supported in My Cabinet.  The following fields are searchable:

     Supported Searches in My Cabinet   

     > Document Name

     > Document Creator

     > Date Created

     > Last User to Modify     

     > Date Last Modified

     > File Extension

     > File Size

     > Document ID

 

See Also
Cabinet Administration

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