We love our clients. With each engagement they provide valuable feedback. Through these relationships, ADV has been able to develop a Matter-Centric template for eDOCS DM that provides the flexibility to quickly implement a successful Matter-Centric environment using industry best practices. Our tools provide the fastest and most painless way to Matter Centricity. We’ll attempt to describe them in this blog post, but you may also want to watch the recording of our recent joint webinar with Open Text that also addresses Email Filing.
The industry trend is to move away from application-centric environments to data-centric. A good matter-centric implementation is an important step to ensure your document management repository includes all the important data and records in one location. It also provides a solid foundation from which to implement your records retention policies and initiatives. But, you know all that.
Our clients know that first you need to provide a well-designed matter structure in which users can easily and logically and intuitively save those records.
Let’s start with the challenges, both from a technical and user adoption standpoint. Please note the following examples are legal-centric, but can be applied generally to many different organization structures. eDOCS DM provides a very flexible platform, which is one of the reasons we see so many successful implementations regardless of the business requirements.
Challenge #1: eDOCs DM provides a feature called ‘Dynamic Views’ which provides the ability to present a matter-centric structure (Client/Matter/Doc Type). The challenge for many is that the Doc Type structure presents all doc type ‘folders’ regardless of the Matter Type. Depending on the number of document types, you can imagine how unwieldy that structure will be. And, the folders that appear will relate to all areas. So, initially you have a structure that isn’t user friendly or relevant. The example below displays a universe of 20 types.
Challenge #2: If the folder structure presented does not immediately provide a user-friendly and easy to use and understand structure, adoption will fail, and getting them back to the table will be difficult.
ADV provides Templates that are easy to install and solve both challenges. It can be configured and designed easily once installed to meet the various demands across Practice Groups and business processes.
Let’s look at some of the high-level capabilities:
- Data Driven
- Easily map folder ‘templates’ based on Matter type (Practice Area).
- Document Driven
- A very easy to implement first step, avoiding any decisions or discussions, and still delivering a relevant structure.
- Optional Sub-Type (Sub-Document Types)
- Ability to provide the option to Profile/organize at a more granular level, but leave it optional so each user can choose.
- Ability to create new Sub-Types ‘on-the-fly’.
- Users can optionally create Sub-Type folders for a given Matter that is uniquely relevant to the content. Litigators LOVE this. For example, you can create a sub-type (folder) with the name of an Expert Witness (Dr. Hyde). That folder will appear only for that Matter, and more importantly, it will be added to the underlying lookup table, so it becomes a re-usable and validated field.
- Ability to delete document types and sub-document types.
- This provides the non-technical folks an ability to easily clean up document/sub-document types. Something eDOCS DM does not provide out of the box.
- Matter-Only View.
- The template provides the standard view (Client/Matter/Doc Type/Sub-Type), but also a Matter-Centric view that combines the Client and Matter levels into a single Client/Matter level. Less clicks to get to the Matter content. How often have we heard complaints about the number of clicks? Less clicks is good, and very popular among our clients.
- Ability to easily synchronize content across Libraries.
- Ensure each Matter presents the same content and structure regardless of where the user is located, or which Library they are accessing.
Let’s take a look at another example of a Matter View. It’s using the same Library and data as the example illustrated above, but utilizes the EDV Matter-Centric Template:
You’ll note there are fewer folder levels (Client and Matter levels are combined), and the doc type/folder structure shows fewer, relevant folders.
My Attorney Matters View
The EDV Template also includes another unique View that again, our clients designed. This view is an important tool for Legal Assistants. Using this View, they can subscribe to a User, and easily navigate through the Matter
Once you have developed the right structure, the next step in getting content, especially email content into the repository becomes less challenging. Email management challenges? Well, that’s another blog.
Open Text has two upcoming webinars, June 12 and June 17. In these webinars, a panel of eDOCS users (your peers) will discuss first hand their challenges and solutions for implementing Dynamic Views and Email Filing. We encourage you to hear for yourself.
And, finally, we’d love to hear from you. If you are undergoing some of these challenges, we’re happy to discuss and demonstrate some of the solutions we’ve discussed here. For more information about us, please visit our website. And for information about Extended Dynamic views, please click here.