ilta, 2008 sharepoint and edocs-dm integration capabilities...

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1 Sharepoint and eDOCS-DM Integration Capabilities and Possibilities ILTA, 2008 Bengt Ringh – CIO Advokatfirman Vinge Staffan Hugemark – CEO Traen Sweden AB (formerly Intelligo AB) SharePoint vs eDOCS DM SharePoint – an excellent web platform for: - Intranet - Extranet - Portal eDOCS DM – a great infrastructure to: - Store, search and work with documents - Controls security and audit trail - Manages life cycle (RM) Slide 2 Combining SharePoint and eDOCS DM Use respective platform where it is strongest: - SharePoint to publish, share, aggregate, collaborate - eDOCS DM to manage content Th i i Three main scenarios: - Intranet - Documents are managed in eDOCS DM and published to SharePoint - Portal - SharePoint is used as a client to eDOCS DM - Extranet - Documents are shared through SharePoint Slide 3

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Page 1: ILTA, 2008 Sharepoint and eDOCS-DM Integration Capabilities …ilta.personifycloud.com/webfiles/productfiles/205/OPEN3.pdf · 2008-08-09 · 2 DM Webparts Gives access to eDOCS DM

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Sharepoint and eDOCS-DM Integration Capabilities and Possibilities

ILTA, 2008

Bengt Ringh – CIO Advokatfirman Vinge

Staffan Hugemark – CEO Traen Sweden AB (formerly Intelligo AB)

SharePoint vs eDOCS DM

SharePoint – an excellent web platform for:- Intranet- Extranet- Portal

eDOCS DM – a great infrastructure to:- Store, search and work with documents- Controls security and audit trail- Manages life cycle (RM)

Slide 2

Combining SharePoint and eDOCS DM

Use respective platform where it is strongest:- SharePoint to publish, share, aggregate,

collaborate- eDOCS DM to manage content

Th i iThree main scenarios:- Intranet - Documents are managed in eDOCS

DM and published to SharePoint- Portal - SharePoint is used as a client to eDOCS

DM- Extranet - Documents are shared through

SharePoint

Slide 3

Page 2: ILTA, 2008 Sharepoint and eDOCS-DM Integration Capabilities …ilta.personifycloud.com/webfiles/productfiles/205/OPEN3.pdf · 2008-08-09 · 2 DM Webparts Gives access to eDOCS DM

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DM Webparts

Gives access to eDOCS DM through Sharepoint SharePoint ClientAuthenticates through DM – users need to be DM usersTwo different modes:

Slide 4

Two different modes:- Active – Uses DM Extension for document

activities and application integration.No additional login!

- Passive – HTML-forms for document activites. Manual check out/check in document access.

DM Webparts

Webpart – Document List- Search Result (fixed or from Search Form)- Recently Edited Documents- Documents for Dynamic View level- Folder Contents / Quicksearch Result

Webpart – Search Form

Slide 5

Webpart – Search Form- Renders DM Search Form

Webpart – Tree View- Displays Libraries with Quick Searches and Public Folders

Webpart – Dynamic View - Displays DM Dynamic Views

Webpart – Upload Document- Renders DM Profile form and uploads document to DM

DM Webparts

Slide 6

Page 3: ILTA, 2008 Sharepoint and eDOCS-DM Integration Capabilities …ilta.personifycloud.com/webfiles/productfiles/205/OPEN3.pdf · 2008-08-09 · 2 DM Webparts Gives access to eDOCS DM

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Vinge Digital Workspace

Mission: To Create a Digital Workspace

An integrated workspace to address and manageOur need for information

Our document production

Our external communication

Slide 7

VDW, Key Objectives

One single access point to all matter information - Full integration to eDOCS DM, intranet, internal workflows

and back end systems

Personlized information – effiency and security

Leading Guidelines – risk management

Ease of Use – ROI- Intelligent email functionality

- Intuitive user interface

Future proof – standardized, scalable and flexible!

Slide 8

VDW, Fundamentals

eDOCS DM manages all documents

SharePoint used as User Interface

Webparts used to access documents

eDOCS DM controls securityy

Users can work through standard DM or SharePoint

eDOCS DM Dynamic Views used for client/matter navigation in SharePoint

Slide 9

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Page 6: ILTA, 2008 Sharepoint and eDOCS-DM Integration Capabilities …ilta.personifycloud.com/webfiles/productfiles/205/OPEN3.pdf · 2008-08-09 · 2 DM Webparts Gives access to eDOCS DM

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DM/SharePoint Sync

Automatic document sync between eDOCS DM and SharePoint

Save and profile SharePoint documents directly into eDOCS DM

Mi d t f DOCS DM t Sh P i t

Slide 17

Mirror documents from eDOCS DM to SharePoint

Links together DM folders with SharePoint lists

Sync from SharePoint to DM

Slide 18

When a document is uploaded in a linked SharePoint list…

… it is automatically saved and profiled into eDOCS DM, inheriting metadata and security from the parent folder.

Page 7: ILTA, 2008 Sharepoint and eDOCS-DM Integration Capabilities …ilta.personifycloud.com/webfiles/productfiles/205/OPEN3.pdf · 2008-08-09 · 2 DM Webparts Gives access to eDOCS DM

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Sync from DM to SharePoint

Slide 19

Just drop the document to the applicable folder and it is automatically…

Sync from DM to SharePoint

Slide 20

… uploaded to the applicable SharePoint list where it inherits security from the parent list.

Vinge Intranet – Document Content

Challenge:- Documents should be managed in eDOCS DM- All users publish documents- No additional training

Solution:- Build a DM folder structure where users can file

documents- DM/SharePoint Sync automatically updates the

SharePoint lists on the Intranet - Folder security controls who can add documents

where

Slide 21

Page 8: ILTA, 2008 Sharepoint and eDOCS-DM Integration Capabilities …ilta.personifycloud.com/webfiles/productfiles/205/OPEN3.pdf · 2008-08-09 · 2 DM Webparts Gives access to eDOCS DM

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Demo 2 Vinges Digital Workspace

External Communication - Projectsite

Questions?

Visit us at booth # 822

Slide 24

Page 9: ILTA, 2008 Sharepoint and eDOCS-DM Integration Capabilities …ilta.personifycloud.com/webfiles/productfiles/205/OPEN3.pdf · 2008-08-09 · 2 DM Webparts Gives access to eDOCS DM

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More Information

The following slides are for reference and more information.

They present Vinge and the Vinge Digital y p g g gWorkspace project.

There are also more screenshots of the eDOCS DM Webparts used in the solution.

Slide 25

Road to Success, Lawyers Needs First!

Listen to the users (but not too much)

Get them involved ”We do this for you”

Communicate and identify success factors

Quick responses, show progressQ p , p g

Start simple

The Project, How We Got Started

2004-2005 Interest build up

- Matter centricity ”teaser to important partners”

- Funding and engagement

2006 P j t St t U Vi VDW2006 Project Start Up, Vinge VDW

- Reference Group, identify the right people

- Seminar to gather needs and ideas for working processes

- PowerPoint Prototype

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The Project, How We Moved Forward

2007 Development (and adjustments)- Regular referece group meetings, extension of reference group

- Real prototype

- Build of the information part

- Start up of extranet project VingeDigital

Workspace

Information

KnowledgeManagement

ProductionClient/Matter

Centric

Knowledge DBDM, Mail, Project

Information

ExternalCommunication

Project-sites Client-sites

Vision for the future

Roadmap

Step…

Vinges Digital Workspace

Functionality

CollaborativeWorkspace

Access for Selected Clients

Three major milestones, minor releases in between

Step 1

Step 2

Step 3

Base level

Production Workspace

Information Workspace

Vinge Workspace - Relationships

Information

ProductionWorkspace

CollaborativeWorkspace

Documents can be created directly from Knowledge

Collaborative workspace gives automatic access to

Knowledge documents based on practice area

30

Information Workspace

Know-HowDatabase

Samarbetsplats med vissa

klienter

directly from Knowledge documents

Documents from production shared with clients

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Screenshots of Webparts

Slide 31

Document List Webpart

Slide 32

Document List – Filter E-mails/Documents

Slide 33

Page 12: ILTA, 2008 Sharepoint and eDOCS-DM Integration Capabilities …ilta.personifycloud.com/webfiles/productfiles/205/OPEN3.pdf · 2008-08-09 · 2 DM Webparts Gives access to eDOCS DM

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Document List – Group Search Result

Slide 34

Document List – Context Menu

Slide 35

Multi-Select Actions

Slide 36

Page 13: ILTA, 2008 Sharepoint and eDOCS-DM Integration Capabilities …ilta.personifycloud.com/webfiles/productfiles/205/OPEN3.pdf · 2008-08-09 · 2 DM Webparts Gives access to eDOCS DM

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History

Document List – Web Forms in Passive Mode

Folder Contents

Show/Edit Profile

Slide 37

Document Security

Search Form Webpart

Automatically renders DM Search Form

No additional design needed!

Slide 38

Combine with Library Selector Webpart for Multi-library searching

Tree View Webpart

Slide 39

Page 14: ILTA, 2008 Sharepoint and eDOCS-DM Integration Capabilities …ilta.personifycloud.com/webfiles/productfiles/205/OPEN3.pdf · 2008-08-09 · 2 DM Webparts Gives access to eDOCS DM

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Dynamic Views WebpartClickable Crumb Webpart

Manage subscriptions

Slide 40

One of several possible

configurations and layouts

Dynamic Views Webpart

Slide 41

Highly configurable to serve different purposes

e.g Browse for documents, Navigate a portal

Upload Document Webpart

Slide 42