Aiimi & open text edocs event

Aiimi and OpenText : Exploi2ng eDOCs as your Strategic Pla=orm

Date: 11th December 2014 Version: 1.0

Aiimi and OpenText : Exploi2ng eDOCs as your Strategic Pla=orm

Date: 11th December 2014 Version: 1.0

Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014

Agenda

Introductions

3

1

Integrating Sharepoint with eDOCs

Summary and panel discussion

eMail Filing in eDOCs

4

5

What’s New in DM10 2


Aiimi ?


NASDAQ: OTEX, TSX: OTC

OpenText Confidential. © All Rights Reserved. 4

140 Offices around the world

# EIM 8000

# of Employees

$1

Global Revenue

Billion

Customers

80k

.3 20

# of Innovation

years


Enterprise Informa:on Management


Technology enablers for Enterprise Informa:on Management

Discovery Business Process

Management

Enterprise Content

Management

Customer Experience

Management

Information Exchange

Developer Tools

Ecosystem Solutions

Cloud Solutions


Enterprise Informa:on Management

Enterprise Content Management §  Information Governance §  Document Management §  Enterprise Information Archiving §  Email Management §  Legal Content Management §  Engineering Document

Management

Business Process Management

§  Business Process Management §  Smart Process Applications §  Dynamic Case Management §  Business Architecture

§  Cloud and Server Fax §  B2B Integration §  Virtual Desktop §  Secure Messaging §  Capture and Recognition


Customer Information Management

§  Content Analytics §  Enterprise Search §  Semantic Navigation §  Auto-Classification §  eDiscovery

Discovery

§  Web Content Management §  Customer Communications

Management §  Digital Media Management §  Social Communities §  Portal


eDOCs as the founda:on for EIM ?

Document Management

Workflow

Desktop integra2on Search

Records Management

Third party collabora2on

Enterprise Content

Management

§  Information Governance §  Document Management §  Enterprise Information Archiving §  Email Management §  Legal Content Management §  Engineering Document

Management


Agenda

Introductions

2

3

Integrating Sharepoint with eDOCs


eMail Filing in eDOCs

4

5

What’s New in DM10

1


eDOCS Customer Day

Joe Combs, Solutions Consultant EMEA 11th December 2014


 Current Document Management Challenges   eDOCS DM 10 eDOCS PorGolio

Agenda


User Percep:on

Usability Expanding Universe

Current Document Mgmt Challenges


User Perception

“DM doesn’t work.”

“I can’t find my informa2on.”

“Looks like a Windows 3.1 applica2on”

“Confusing to use.”


find what they are looking for 85% to 100% of the 2me.

21 % of Knowledge Workers

("Quan2fying Enterprise Search," IDC)


Expanding Universe

Operational Excellence

Risk Mitigation

Lowering Cost of Compliance

Commercialization of Legal Services

Paperless Office

Collaboration

Hosting

Client Marketing and Social Media

Enterprise Social Media

Finance Client PortalsSecure ad-hoc File

Sharing

Document Mgmt Records Mobility Hosted Services


By 2020, all of the major opera:ng func:ons of the enterprise will be digital Enterprises will focus on three key stakeholders: §  Clients §  Employees §  Partners

The Digital Enterprise


Enterprise Information Management

Discovery Business Process

Management

Enterprise Content

Management

Customer Experience Management


Developer Tools

Ecosystem Solutions

Cloud Solutions


 DM Extensions Refresh  Updated Forms to Windows Presenta2on Founda2on (WPF) and enhanced usability

  Enhanced Search User Experience  Find content more easily and faster

 New eDOCS DM Webtop  More responsive, with the focus on day to day DM ac2ons reducing the number of clicks for the users

DM 10 Started With Three Areas of Focus


 A Unique Forms Rendering approach driven by a “Less is More’ philosophy where the user spends less :me categorizing the documents they are authoring and more :me contribu:ng to the content of them.

Profile Form Enhancements


New Profile Form Rendering

 New look and feel when rendering the profile form metadata fields  User is presented with the Mandatory fields to minimize data entry   Less clicks when selec:ng content to add  No work required by your DM administrator to upgrade your exis:ng forms.

 They are dynamically rendered when selected


New Simplified Forms

 We include new simplified profile entry and search forms

 A single check box for your administrator to enable them in your environment


Intuitive Save As Dialogue Box

 Updated look and feel   Sec:on headings  Recently used loca:ons are easily accessible to the user

 People typically create mul2ple documents for the same project  Easily select a current or previous project to inherit from


eDOCS DM Sync

  Is another Simplified way to contribute content to DM   Easily Map a Windows folder to DM   Simply Drag and Drop a document or save to the folder and the documents are saved to DM


Usability Enhancements

•  Type Ahead Metadata •  Automa:cally fill in document name

•  Intui:ve Save As User Interface •  Persistent user preferences and recent loca:ons

•  Legacy/classic form support •  Time zone neutrality


Search Enhancements


Search Enhancements

 A new single click ac:on combines the metadata, content and Boolean search op:ons into a single interface


Search With Dynamic View

  The Dynamic View Search will populate the profile form with the search criteria from the selected node allowing you to further refine or expand the search criteria


Search Within a Folder

  Search Within a Folder and sub-‐folders

  Includes searching documents from a remote library in the folder


DM Hybrid Search

 No longer requires *text* to find the value in the document name field

  Searching on an a persons name will find them in the Author Field


Outlook Filter– Current Mailbox Search

 Use the Outlook search bar to filter emails and documents in the current loca:on.

  This screen shows the users RED list to only show emails with Patrick in the :tle


New DM Webtop


New eDOCS DM 10 Webtop

§  DM Dynamic View Support §  Re-‐designed in HTML 5


New Document


HTML Renditions


DM10 Administration


eDOCS DM Management Studio

§  Remote access to all DM Servers §  No longer required to remote desktop to the servers

§  Replicate across DM Servers §  A single change can be replicated to all the servers in a cluster

§  Manage Indexes §  Monitor and maintain the DM indexes making sure the users have the best search experience


Administrator Benefits

•  DM Management Studio •  Background Save •  Object Inheritance •  New Security Group •  Time zone neutrality •  Create Custom Office Footers •  No Save As UI Config •  New extensions Windows Presenta:on Founda:on (WPF) aligns UI with Windows 7, 8, and 8.1 opera:ng systems


eDOCS Portfolio


Expanding eDOCS Universe

•  Ent Archiving •  OTRM •  OTDS

•  Hos:ng Svcs

•  PC Docs •  Cyberdocs

•  MBPM for eDOCS •  Web Services •  Mac Client •  Windows DM App •  Tempo Box

•  eDOCS Int for AutoCAD •  Wireless DMS

•  eDOCS Int for SP •  Email Filing

2013

2012

2011

1991

1984

2014 -‐


  Many DM add-‐ons/integra:ons supported for eDOCS

  eDOCS Integra2on for SharePoint   Wireless DM   Email Filing   Managed File Transfer   Secure Mail   OpenText Records Management for eDOCS   MBPM Integra2on for eDOCS   Archiving for eDOCS   eDOCS Integra2on for AutoCAD

+ Many Addi2onal Partner Solu2ons

Extending the Value of eDOCS


OpenText eDOCS Integration for AutoDESK AutoCAD

  View and edit complex technical drawings stored in eDOCS DM

  Files can contain many layers, or cross references

  AutoCAD Passive Integration

  Hotspots can reference other documents


OpenText Image Crawler

  Ensures all stored documents are searchable

 Converts TIFF and other images to text-‐searchable PDF

 Converts email ajachments to searchable content


eDOCS DM 10 Online

 OpenText Live Webinar which can be shared with co-‐workers   Includes more detailed slides with all the features in the release

h`ps://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=54896956&objAc2on=browse&sort=name&viewType=1

  eDOCS DM 10 Sokware and Documenta:on

h`ps://knowledge.opentext.com/knowledge/llisapi.dll/Open/54017765


Agenda

Introductions

Integrating SharePoint with eDOCs


4

5

1

3 eMail Filing in eDOCs

2 What’s New in DM10


OpenText eDOCS eMail Filing

Joe Combs, Solutions Consultant EMEA

11th December 2014


 Validation Users cannot tell if the emails are safely filed into the corporate repository.

 Duplication Users feel they must save every email themselves creating duplicate copies unnecessarily.

 Classification  Users already have a folder structure created in Outlook and don’t want to file emails a second time.  Emails are often part of a thread of replies

 Mobile Working  Users want to file emails while on the road with the use of mobile devices

Email Business Problems


Storing emails into the corporate repository presents unique challenges:

 Users cannot tell if the emails are safely filed  Users already have a folder structure created in Outlook; they don’t want to file emails a second time.  Emails are often part of a thread of replies and users don’t always remember how they filed previous emails.  Performance issues when filing groups of emails.

Current User Complaints


  The Email Filing applica:on contains several tools developed to maximize the value of the business content captured in emails.

 All modules integrate with eDOCS DM, ensuring that users can easily and effec:vely store emails in the document library, increasing the organiza:on’s return on investment (ROI) and users’ produc:vity.

OpenText Email Filing, eDOCS Edition


 Single storage location for both documents and email   Increased users’ productivity

 Offline and mobile availability

 RM Classifications

Email Filing Benefits


Ensure users easily and effec:vely store emails in the document library   Email Marker -‐ Users can easily iden:fy which emails have already been saved in the document library

  Email Filing Assistant -‐ Intelligent way of saving emails by learning the likely profile defaults based on threads and email addresses

  Email Bulk Filing -‐ Allows users to select mul:ple email or folders and save them into DM in a single opera:on which occurs on the server and allows the user to con:nue working without interrup:on

  Email Auto Filing -‐ Tagging Outlook folders with DM profile defaults sothat any future documents dropped into these Outlook folders will be imported into DM without further user interven:on

  Email Thread Filing -‐ Looks for emails in threads in specified folders in Outlook and files them automa:cally

  Email Quick File -‐ Reduces number of clicks and increases speed of filing when manually saving emails in Outlook.

Email Filing Tools


Email Filing Service

Manages filing processes Server Marker

Replaces Marker applications on client Exchange Connector

Replaces Auto Filer applications on client

Email Filing Server Tools


  Subject Filing  Looks for defined strings in subject and use to auto file email. Eg [MN-‐12345-‐001] store email on ma`er 001 for client 12345.

  Set up and monitor Outlook folders for automa:c filing   Setup Outlook rules to file to monitored folders  Process email threads and automa:cally file the replies   Sugges:ve filing

Automated Filing Features


  By making it easy to track which emails have already been saved, eDOCS Email Marker ensures that nothing important gets overlooked.

  eDOCS Email Marker automa:cally checks the content in the Microsok Outlook folders and compares it with the content in the DM library.

  It then flags saved or unsaved emails with selected colors, making it easy for the user to iden2fy which emails have been saved into the document library.

  Via the Outlook category field, Email Marker also works inside Outlook to indicate where an email has been saved by showing profile field informa:on from any emails that have been filed in the DM.

  “Cleanup Rules” emails can be automa:cally deleted from Outlook aker they have been saved to DM based on definable :me scales.

eDOCS Email Marker


  By making it easy to track which emails have already been saved, eDOCS Email Marker ensures that nothing important gets overlooked.

eDOCS Email Marker

DM Metadata Displayed to Visually Iden2fy Emails that have been saved into eDOCS DM


Email Filing Assistant A more efficient way to save emails for users where association between the sender/receiver and the last matter/case or recent matters/cases saved within are used, amongst many other ease of use advantages

Previously saved emails/attachments to/from same sender/receiver

Previously saved emails/attachments based on mail threads


Quick Filing


Personal Folder Auto Filing Link users’ Outlook folders to shared case folders in eDOCS


  eDOCS Email Auto Bulk Filing allows users to file large batches of emails into eDOCS DM using monitored Outlook folders and metadata that has been associated with the Outlook folder.

  The user simply selects which Outlook folders to Auto Profile and any email moved into the monitored folder will be automa:cally profiled into DM with the assigned profile.

  The emails can also be filed from Outlook Web Access or a Blackberry to these folders and the emails will be profiled in DM.

  The user has a clear overview of monitored folders with the possibility to display and sort folders based on source mailbox and defined DM metadata, providing total control over the email filing process.

  The back-‐end process monitors the Outlook folders and copies any new emails to a folder on the server where the email filing service takes over, making sure all messages are stored into eDOCS DM with metadata and email header fields.

Email Auto Bulk Filing


Monitored Outlook Folder


 All incoming email that are part of an email thread will be automa:cally filed by Auto Bulk Filing

  Filing can be done aker ensuring that the email is read   Timing for when to Auto File

Automated Filing


Subject Filing


Case Studies


 Open Text customer since 1995, having deployed Open Text Document Management, eDOCS Edi:on

  Interna:onal Law Firm with over 50 worldwide offices.  Over 3400 eDOCS users   Email Filing used for managing Outlook Personal Folders   SharePoint POC installed to look at extending eDOCS content to SP

Eversheds DM Environment

70


 Challenge in filing emails from users’ inbox to DM   Email Filing Solu:on chosen

 Required features collaborated on with Eversheds Business Teams and OpenText, product developed accordingly  Excellent feedback from business users  Rolled out to all UK staff, starting roll-out to international staff  Filing an average of 10,000 emails per day

 Benefits  Time it takes for users to file emails cut down from hours to minutes  Secretaries focus on their core business instead of filing emails

Email Filing Project

71


 OpenText customer since early 2000’s, having deployed and upgraded through DM to eDOCS 5.3.1

  Small UK specialist law firm   45 eDOCS users

Moore Fisher Brown DM Environment

72


 Challenge in filing emails from users’ inbox to DM  Lots of individual schemes for filing emails  Reluctance to change

  Email Filing  Expressed a desire for open collabora2on  Rolled out to all UK staff  Extremely well received by business users

 Benefits  Secure collabora2on with virtually no change in the filing mechanism  Works off-‐line  Reduced duplica2on

Email Filing Project

73


Agenda

Introductions

Summary and panel discussion 5

1

2 What’s New in DM10

3 eMail Flling in eDOCs

4 Integrating SharePoint with eDOCs

Introduc:on to eDOCS – SharePoint Integra:on Maj Eustace Principal Consultant Date: 11th December 2014


eDOCS integra:on for SharePoint provides: WebParts

  Search Integra:on   Synchronisa:on   Archiving   Publishing Which can be used for:   Project, Client or Majer Sites   Extranet   Intranet   Informa:on Management Dashboards

eDOCS SharePoint Integration


SharePoint Search


SharePoint Archiving & Distribution


Synchronisation


• SharePoint talks to SeeUnity Services • CIS Connectors enable integra:on with a mul:tude of systems if required

• SharePoint Web Parts • SeeUnity App Parts • WebDAV Client • Search Crawler

Architecture


Thank You For more informa:on:

+44 (0)207 397 5355

[email protected]

Aiimi Limited 31 – 35 Kirby Street London EC1N 8TE www.aiimi.com

@AiimiLtd

hjps://www.linkedin.com/company/aiimi

Aiimi & open text edocs event

Technology

Transcript of Aiimi & open text edocs event