iManage Integration – Clarra

Clarra integrates with iManage to provide you with an easy, secure, and efficient way to store, access and manage documents directly within their existing Document Management System (DMS) while syncing seamlessly with Clarra’s Matter and Docketing tools. It respects iManage user permissions and supports secure access, consistent folder structures, and synchronized metadata between the two systems.

Enabling the integration is simple and done in just a few steps. First, the firm’s Admin enables the iManage integration in Account Settings > Integrations and configures the folder setup (automatic or manual). Users can then connect their accounts via User Settings > Integrations to access and manage iManage documents directly within Clarra.

What the Integration Does

Automatically or manually links Clarra Matters to iManage workspaces.
Enables secure access and file interaction within the Clarra interface using iManage permissions.
Allows document uploads in Clarra to be saved directly to iManage folders.
Synchronizes metadata/tags between Clarra and iManage.
Lets users view, edit, and manage files in iManage from within Clarra via an embedded iFrame.

Only one DMS integration can be enabled at a time. Enabling a second DMS will disconnect the current integration. Documents going forward will be saved in the newly enabled DMS and users will no longer have access via Clarra to files and features associated with the previously connected system. You can re-enable the authentication later but that requires manual folder re-linking for the existing Matters.

If you do want to switch DMS systems, contact our support team to help you migrate your documents.

Enabling the iManage Integration

Administrator Setup and Configuration

Go to Account Settings > Integrations > Document Management.
In the iManage section, click Enable.
Follow the steps on the screen to add the Clarra App to your iManage account (this is done in iManage).
After adding the Clarra App to your iManage, return to this page and click on “Next”.
Login to iManage.
Choose the iManage Folder Setup Method:
- Automatic Setup: When a new Matter is created in Clarra, the system auto-generates a corresponding workspace and folder structure in iManage using a pre-selected template.

This setup is ideal for firms that want to automate the process of iManage folder creation for new Matters. It saves time and ensures consistency in the folder structure for new Matters.

Manual Setup: During Matter creation in Clarra, the user links an existing iManage workspace by entering its URL.

This option is best for firms that already have their folder structures set up in iManage prior to setting up the Matter in Clarra and want to connect them to Clarra manually. It gives firms greater flexibility to maintain pre-established structures and is better suited for firms that manage workspaces outside of Clarra’s workflow.

Set the Matter Naming Convention. This step is required only for Automatic Folder Creation. Select the naming convention for the Matter in iManage:
- Matter Name – Matter Number
- Matter Number – Matter Name
- Matter Number Only
Set the Folder Setup for Non-Matter-Related Documents.
- Choose where documents uploaded to Clarra that are not related to a Matter will be saved by entering the URL of the iManage folder for each Clarra Section.
Selecting “Save” enables the integration and allows your users to connect to iManage.

User Setup

Once iManage is enabled for your organization by an admin, each user must connect their individual iManage account in User Settings. This ensures they have the appropriate permissions to access and use iManage features within Clarra.

Individual User Configuration

Go to User Settings > Integrations > Document Management.
Under iManage, select “Connect”.
Login to iManage with your credentials.
Permissions from iManage are synced to control access rights in Clarra.

Creating Matters with iManage Integration

When creating a new Matter, users will follow the Automatic or Manual folder setup workflows based on the configuration set in Admin Settings.

In the Automatic Folder Creation workflow, when the Matter is created in Clarra, the folders and subfolders are auto-generated in iManage based on the selected iManage Template.
In the Manual Folder Linking, the workspace has already been created in iManage prior to setting up the Matter in Clarra. The user creating the Matter in Clarra simply enters the URL of the Matter in iManage.

Workflow 1: Automatic Folder Creation

Click New Matter in Clarra
Select an iManage template.
Click on “Review Folder Setup”.
Confirm folder structure and map the Clarra sections (e.g., ClarraDocs, Events, Accounting) to corresponding iManage folders. This is where files uploaded to each section in Clarra will be stored in iManage.
Choose the Matter Naming Convention
Save the Matter. Clarra will create the workspace and folders in iManage.

Workflow 2: Manual Folder Linking

Click New Matter in Clarra
Enter the iManage Workspace URL in the designated field.
Click Review Folder Setup and map Clarra sections (e.g., ClarraDocs, Events, Accounting) to existing iManage folders. This is where files uploaded to each section in Clarra will be stored in iManage.
Save the Matter. Clarra links to the existing workspace without creating new folders.

Working with Documents after Enabling iManage

Once the iManage integration is enabled and configured, users can work with documents directly from within Clarra’s interface — while all files remain stored and managed in iManage. The experience is designed to be seamless, with full access to your DMS functionality.

Accessing Documents

Navigate to the Documents section in the main sidebar or to the Documents tab within a specific Matter.
You’ll see multiple tabs:
- iManage – displays your iManage workspace using an embedded iFrame. This provides a native-like DMS experience, offering identical functionality as in iManage.
- ClarraDocs – lists all final documents logged in Clarra.
- Templates (if enabled) offer additional options for document generation and imports.

Key Capabilities

Edit Files: Click the iManage icon next to any attachment to open editing options including:
- View Properties
- Edit in iManage
- Show in Documents
Tag and Sync Metadata: Tags added in Clarra sync to iManage, and vice versa, keeping your document metadata aligned across systems.
Send to ClarraDocs: From any file in iManage, you can select Send to ClarraDocs to log it into Clarra’s final document repository.

Navigational Tips

Clarra remembers where you left off within the iManage interface, helping you return quickly to the same workspace or folder.
Files linked via iManage remain accessible and editable within Clarra without needing to re-upload or manually sync content.