Sharepoint and eDocs-DM: Integration Capabilities and Possibilities

Presented by:

Judy Arrigo – Applications Integration Manager

Buchanan Ingersoll & Rooney

Attorneys: ~550, Users: ~1100

JUDY.ARRIGO@BIPC.COM

Agenda

� Software & Hardware

� Integration Examples

� Extranet

� Sharepoint and DM5 Design

� Benefits

� Considerations

� Intranet

� Sharepoint and DM5 Design

� Benefits

� Considerations

� Questions

Software and Hardware

� OpenText eDocs DM 5.105

� Microsoft Office Sharepoint Server 2007 (MOSS 2007)

� XMLaw OneView Connect – Integration Toolkit

� Microsoft SQL 2005 – 64 bit in a SQL cluster

� IntApp – Used to maintain AD – DM User/group changes

� Hardware:

� (2) Intelligent Application Gateway 2007 (IAG Server)

� 2 Front End Web Servers / Search Servers w/ Cisco Load Balancer

� 1 Application / Index Server

� 2 SQL 2005 Clustered Servers

Extranet - Sharepoint and DM5 Design

� External Users and Groups need setup in AD and DM5

– We use the AD user / group in Sharepoint for security and content editing access

� Folders created in DM5 to segregate and secure extranet documents

� Internal User: Required procedures:

– If necessary, PDF or scrub document to remove metadata

– Secure the DM5 document with the External group and change to Read Only

– Add the document into the Secured DM5 Folder

� We have not permitted clients to upload documents to the Extranet at this time, until the process and site design can be defined

Integration Example #1: IP Client Extranet.

Select the desired PATTSY Matter radio button

You will then see the three DM5 Folders set up

in DM5 with the matter #000095. Select the

“Correspondence” folder radio button.

You will then see the actual DM5 folder

contents. This folder contains one DM5 document.

�The Extranet, Site (Client Folder), Matter Folder, and Content Folder structure is initially created in DM5. We wrote a program to create the Content folders under each of the Matter folders. These matter folders are then created under the Site folder so the user only needs to set up the Extranet workspace and select the Site folder.

�Setting up this structure in DM5 allowed our end users to drag and drop emails and documents directly from the Outlook inbox and DM5 Search or Recently Edited window into the Folders

These are the same three content folders displayed on the Extranet for each Matter

Integration Example #1: IP Client Extranet (con’t):

Duplicated Extranet Site, Matter, and Content Folder Structure in DM5.

Site (Client) Folder

Matter Folders

3 Content Folders

ExtranetBenefits: Sharepoint and DM5 Integration

� Avoids confusion on the latest version of documents for the client and

internal team

� Avoids sending large documents through Email

� Saves attorney time if there is a lot of email document transmission

� Can use familiar DM5 functionality to secure and folder documents

� Value Add for clients

� Relies on the robust features of DM5 to manage documents and useDM5 as the document repository. For example: Internal users can

see the history or activity log of the extranet documents

� Can be an incentive for more consistent DMS document repository

usage

ExtranetConsiderations: Sharepoint & DM5 Integration

� Non-PDF documents are not automatically scrubbed for Metadata

� Can be confusing on how to handle “Work in Progress” documents. This happens when there is a need to edit and collaborate internally first, before document is made available on the Extranet

� Will require additional administrative time from the IT organization for User Account Maintenance of external users

� Will require additional administrative effort to secure and folder documents – may not be billable.

� Certain information will be unavailable during System outages – will need to notify client when this happens

� More planning and testing will be necessary as part of system and application upgrades

Intranet - Sharepoint and DM5 Design

� Majority of Documents available on Intranet must be profiled in DM5.

– Avoids the requirement to manage and secure Intranet content in

multiple places

– Takes advantage of the full functionality of the DMS as the document

repository and respects the DM5 security

– Allows us to use the existing XMLAW DM integration webpart instead

of building our own

� We use the AD user / group in Sharepoint for security and content editing access

� DM5 Folders are usually created to facilitate segregation of Intranet documents.

� Simplified Sharepoint interface offers infrequent DM5 users quick access to Recently Edited documents

Integration Example #2: Intranet My Tabs – My Matters.

This webpart does not appear for attorneys. Attorney

List comes from secretarial assignments in our HRIS

system. Select attorney name to see the matters in Elite

for that Attorney.

You will then see the DM5 documents in all libraries with

the selected C/M# in the profile. Click on the document

and open the DM5 document through the API.

Select the desired

Client/Matter #

Integration Example #3: Intranet My Tabs – My DM Documents

IntranetBenefits: Sharepoint and DM5 Integration

� Avoids confusion on the latest version of documents

� Easier to manage and distribute the content management responsibilities to true owners of the Intranet information.

� Can use familiar DM5 functionality to secure and folder documents

� Security on sensitive Intranet documents can be handled at the document level (within DM5) instead of at the Sharepoint/webpartlevel

� Relies on the robust features of DM5 to manage documents and useDM5 as the document repository

� Can be an incentive for more consistent DMS document repository usage

IntranetConsiderations: Sharepoint & DM5 Integration

� Can be confusing on how to handle “Work in Progress”

documents. This happens when there is a need to edit

and collaborate internally first, before document is made available on the Intranet

� Will require additional IT administrative time for User

Account Maintenance for Content Editors

� Certain information will be unavailable during System

outages

� More planning and testing will be necessary as part of

system and application upgrades