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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
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
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
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
Enterprise Informa:on Management
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
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
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
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
Information Exchange
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
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
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
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
Agenda
Introductions
2
3
Integrating Sharepoint with eDOCs
Summary and panel discussion
eMail Filing in eDOCs
4
5
What’s New in DM10
1
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eDOCS Customer Day
Joe Combs, Solutions Consultant EMEA 11th December 2014
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Current Document Management Challenges eDOCS DM 10 eDOCS PorGolio
Agenda
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User Percep:on
Usability Expanding Universe
Current Document Mgmt Challenges
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User Perception
“DM doesn’t work.”
“I can’t find my informa2on.”
“Looks like a Windows 3.1 applica2on”
“Confusing to use.”
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
find what they are looking for 85% to 100% of the 2me.
21 % of Knowledge Workers
("Quan2fying Enterprise Search," IDC)
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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
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
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
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Enterprise Information Management
Discovery Business Process
Management
Enterprise Content
Management
Customer Experience Management
Information Exchange
Developer Tools
Ecosystem Solutions
Cloud Solutions
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
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
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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
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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
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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
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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
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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
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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
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Search Enhancements
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Search Enhancements
A new single click ac:on combines the metadata, content and Boolean search op:ons into a single interface
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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
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Search Within a Folder
Search Within a Folder and sub-‐folders
Includes searching documents from a remote library in the folder
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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
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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
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New DM Webtop
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New eDOCS DM 10 Webtop
§ DM Dynamic View Support § Re-‐designed in HTML 5
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New Document
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HTML Renditions
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DM10 Administration
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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
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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
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eDOCS Portfolio
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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 -‐
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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
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
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
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OpenText Image Crawler
Ensures all stored documents are searchable
Converts TIFF and other images to text-‐searchable PDF
Converts email ajachments to searchable content
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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
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
Agenda
Introductions
Integrating SharePoint with eDOCs
Summary and panel discussion
4
5
1
3 eMail Filing in eDOCs
2 What’s New in DM10
Company Confiden2al. Copyright of Aiimi 2014 Company Confiden2al. Copyright of Aiimi 2014
OpenText eDOCS eMail Filing
Joe Combs, Solutions Consultant EMEA
11th December 2014
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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
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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
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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
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Single storage location for both documents and email Increased users’ productivity
Offline and mobile availability
RM Classifications
Email Filing Benefits
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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
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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
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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
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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
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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
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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
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Quick Filing
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Personal Folder Auto Filing Link users’ Outlook folders to shared case folders in eDOCS
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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
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Monitored Outlook Folder
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Monitored Outlook Folder
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Monitored Outlook Folder
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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
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Subject Filing
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Subject Filing
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Subject Filing
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Case Studies
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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
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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
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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
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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
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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
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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
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SharePoint Search
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SharePoint Archiving & Distribution
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Synchronisation
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• 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
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Thank You For more informa:on:
+44 (0)207 397 5355
Aiimi Limited 31 – 35 Kirby Street London EC1N 8TE www.aiimi.com
@AiimiLtd
hjps://www.linkedin.com/company/aiimi