OpenText recently published a white paper describing the use of a feature in eDOCS DM that’s existed for quite some time, filtered enumerations, which allows the top-most enumeration (most commonly Document Type) to be filtered based on the bottom-most level (most commonly Matter).
This feature, augmented by some database logic, allows the DM client to present a list of document types based on the practice area of a matter or the existence of a document within the library.
While this is important functionality, we’ve learned over the last 9 years of implementing matter-centric systems, there’s a lot behind this seemingly simple concept.
With so much focus on the typical law firm use case, it’s worth reiterating that Extended Dynamic Views (EDV) is a generalized product which has provides a variety of functionality not available in standard dynamic views. This is covered in detail here here. Our most complex client that we’re aware of has implemented between 40 and 60 dynamic views within a single library. Filtered Enumerations, whether the specific feature or the legal-specific packaging, doesn’t address the full range of needs that EDV does.
eDOCS DM is a wonderfully flexible product and dynamic views an important feature. After several implementations in 2012, it became clear though that we needed to move beyond features and to a matter-centric solution that combined the best of eDOCS DM, EDV, and standardized the best practices our law firm clients repeatedly asked for. That’s where our templates for EDV evolved from.
The templates build on the Filtered Enumerations feature and offer more:
- Optional sub-types are most commonly used to allow users to create their own folders below the document type which work just like other dynamic view nodes (and are multi-library friendly).
- Ability to create sub-type templates based on the matter’s practice code.
- Lookups for profile entry and search that work consistently with the dynamic view.
- Choose whether or not to show the client level (even if matter numbers are not unique), eliminating a click that many users find annoying. Of course, you can allow client to be shown for other users.
- Improved collaboration between assistants and attorneys by allowing an assistant to navigate and save directly to an attorney’s subscriptions without cluttering their own My Matters list.
- A completely consistent view of a matter across all libraries.
- Deletion of practice codes, mappings, document types, and sub-types directly from DM Webtop Admin or Library Maintenance (and a reason why if it can’t be deleted).
- The fastest implementation. Everything is packaged avoiding nearly all of the work in SQL and DM Designer.
Some of the concepts embedded in our Matter Centric Templates for EDV are DM customizations packaged for efficient deployment while others use EDV specific features. In the end though, it’s all about the solution and end-user experience. ADV is first and foremost a services company and are happy to assist organizations with an out-of-the-box dynamic views implementation, an implementation based solely on the filtered enumerations technique, or our evolving template.
PS: Regardless of the approach you take to matter-centricity with eDOCS DM, ADV’s modular Client Matter Sync module can provide an inexpensive, multi-library capable, customizable, notification enabled, Windows service for replicating the clients, matters, and practice codes from your time and billing system or master database to eDOCS (and your records management system).