Legal Case Management Webinar (Demo Only)


so what I’d like to do is I’d like to go
ahead and set the stage before we
actually get into the actual demo of the
application let’s talk about the story
we’re going to show today it makes a
little bit more sense to show a really
of a day in the life especially for
those that will be utilizing this
application you want to see kind of how
the story plays out so we’re gonna
actually show legal management but it’s
going to be handling an actual grievous
grievance complaint specifically we’re
going to utilize Ethan and Darren Ethan
is going to be the person that’s been
kind of passed up or discriminated as
for a promotion and this is kind of a
high-level workflow we’re going to use
our case obviously utilizes an actual
user interface that allows you to create
forms and from those forms take those
two workflows and obviously to be able
to collaborate so we’re going to create
agreements as a complaint we’re going to
have Matt the user in our case legal to
go through this triage it and then
actually open up an investigation from
there the case will be essentially
opened and then we’ll collaborate on
that case we’ll spend quite a bit of
time going through that at some of the
day to day things that can be done on
say documents or workflow or tasks or
even finding information by searching or
looking at reports and then we’ll
actually close this case out and show
you how you can automatically or
seamlessly buy a status change declare a
record well then show some of the other
bells and whistles like the admin
configuration and spend some time there
with that being said let’s go ahead and
transition to the actual application so
this is going to be your login screen as
you can see here we do have login
information you do have your forgot
password fought forgot user name we’re
going to go ahead and login manually we
do also have out-of-the-box single
sign-on integration we you can utilize
sam’l Kerberos we can also support CAC
or pip authentication so if there those
are requirements of your actual customer
or of your of your group you can
actually utilize that out of the box
with our case legal as you can see here
logging in you land on the home screen
this is our dashboard screen on the top
you actually have what’s called your
global new this is where you will
initiate a new complaint
case tasks whatever it may be and we’ll
go through that manual process today you
also have at the top you have your
simple search which leads into your
advanced search module on the left hand
side you also have your actual
internationalization here at the top
right if you need to utilize that or you
have requirements around that on the
left hand side you also have the
individual module starting with the
dashboard that we’re on this is actually
out of the box provides specific widgets
to visualize the information that you
may use like lists of complaints and
being able to hyperlink out to them into
the actual module cases maybe you have
actually have pie charts or specific
widgets that represent your information
the way you want to see them and then
even task being able to jump out to that
location so this is your jumping-off
location jumping into the complaint
module like it needs to click on the
complaint module or I could even just go
ahead and click on one of the actual
complaints in the widget it takes me
right out to that complaint within the
complaint module the great thing about
art case is from a user interface it’s
very intuitive it allows you to see
really visualize the information and
very similar ways across all the modules
as you can see here we have a list of
individual complaints and within those
complaints or that virtual folder you
have quite a bit of metadata and content
as you can see here once again we will
go through the complaint module when we
talk about the use case but jumping into
the case files module all is the same
paradigm so you have a list of cases you
have access to and all of the metadata
another thing to mention here is that I
am logged in as an admin user what that
means is I have access to the actual
admin role that role allows for X number
of privileges in the application it
gives me access to modules it gives me
access to certain cases because that I’m
a participant in that next specific
group I can see this information and it
really essentially controls everything
in the user interface through role role
access and you’ll see that in the
security section in the admin
configuration a little bit later
moving into the tasks module very much
follows the same paradigm you can have a
concept of an ad-hoc task or even a task
that is associated to an actual parent
case or parent
complained and it may be part of a
workflow so as you can see or you can
have process diagram and we’ll go
through some of those actual tasks and
completing the task here in just a few
minutes when we go through the use case
additionally the people in organization
module this is think of this as your
people database or your organization
database has its own metadata
so essentially you may have a specific
person associated to one or many cases
and you can see that what cases or
complaints they actually have
associations with and then you can also
see from an organization perspective
demographics or information about that
organization and once again see any
complaints or cases or the object that
you’re actually associating them to
jumping down into the search module we
do have a full full search capability as
it pertains to not only the metadata but
the full text search on all images so we
can OCR those images and store those
index you can search across them as you
can see this is a faceted search and if
we have time we’ll come back and narrow
dentists or show you that export and do
a couple of different things here on the
search results we also have canned
reports once again we provide some
canned reports but we will show you a
little bit later how to not only run the
canned reports but will actually create
very quickly a one-off report right here
in the demo in about 30 seconds and then
expose it in the application so we’ll
show how to design a report jumping down
into the admin section this is where
we’ll spend the last five to seven
minutes or so and we’ll talk about how
to control your security how from day
one to setup security how to such
security around the dashboard widgets
that you have access to how to create
new reports or change the labels and
terminology within the application all
the dropdowns and how you can configure
those and change the values even down to
how can you create your own
correspondents templates to be leveraged
within a case or complaint and we’ll
talk quite a bit about that as we go
through that so without further ado now
that you have a kind of a high-level
idea of the layout let’s actually go
into the actual use case so the use case
we had talked about was creating a
complaint so this complaint can be
created by a manual user today is going
to be manually created by Matt
and let’s just say this is a phone call
that comes in or an email that comes in
that we need to create a complaint that
needs to be triaged okay you also have
many other ways to create things by
maybe integrating with a web portal
maybe integrating with facts import or
some other tool or other system that
would communicate with our case our case
has exposed Russell api’s where it’s
very easy to integrate with our case and
integrate not only system importing data
but also our case exporting data to
other systems so we’re going to go ahead
and create an initiator if you remember
we actually had talked about Ethan Ethan
is going to be the person that is going
to going to enter in his information
basically for the initiator so that’s
taking a phone call from Ethan we can
actually enter in quite a bit of
information whether it’s adding in the
organization he’s associated to or maybe
even the location once again we’ve made
this very simplistic from a
configuration perspective and we only
have two minute or effuse
last and first name to get a person in
the system so we’re go ahead and save
that person once we do that we can
either move to the next tab or we can
hit next we’ll go ahead and move to the
next tab as you can see here here’s one
of our configurable lookup dropdowns and
we’re going to go ahead and scroll
through this and make sure that we
specify this incident or this complaint
as a grievance okay we’re going to go
ahead and we’re going to say this is
Ethan Allen versus we’re going to go
ahead and say this is versus Darren
construction if you want to collect
additional information why you’re say on
the phone with Ethan or if this was a
web portal Ethan could be entering in
his own information a detail description
may be how often this has happened
there’s a lot of other metadata that out
of the box comes on this form but this
is a configurable form that can be
changed to support your business
requirements additionally moving in the
next tab I don’t have any other
mandatory information so I’m going to go
ahead and create this due to time but I
could enter in as many associated people
whether I wanted to add in Darren as the
wrongdoer or someone else as a witness I
could do so so I’m going to go ahead and
create this what this is doing is going
to create a complaint within the
complaint mods
and it’s going to take me there and save
obviously the information we’ve
collected right here on the floor
so once we’ve actually created that
information you’ll notice it refreshes
and takes us back to the actual
complaint module and it gives me some
notifications that this has been updated
so if somebody else is in the system
it’s working in the complaint module
they would also see those notifications
to say hey a new complaint has been
filed that your actual group has access
to and you can go out and look at it so
starting with this specific complaint
you can see that jumping through this we
have some of the information we entered
like Ethan so if I wanted to jump out to
Ethan’s a person account I could
actually do that I could even then
narrow down and start entering in
information about Ethan I could go in
and add details about his address I
could go in and enter in his phone
numbers or even his email addresses I
could then also maybe put a organization
association they put in the actual
construction company that he works for a
lot of things can be injured so
essentially out of the box you have
access to all these things but you can
restrict these tables or sets of
metadata if you do not want to leverage
them or you can make them optional
additionally we know that there’s a
complaint that he’s associated to which
is this complaint if he had multiple
things that he was associated to you
would see all of the different
complaints or cases anyway just allows
us to jump right back into the complaint
we’re working so the ease-of-use and
navigation around our case is really
what you know our claim to fame is we
really want you to be able to not only
enter the information but be able to
navigate the application very easily so
let’s jump in to kind of moving this on
in the overall workflow let’s assume
that someone is a participant once again
we can assign it out through what we
call business rules or configuration
rules and we have assigned it
automatically to the investigator group
so this is where the participants are
you do have the ability to create
automatically what groups or what users
have access to this and you also have
the ability to add additional
participants
well since I’m part of the actual
investigator group
and the admin group I have access to
assign this to myself or claim it so I
can actually click on claim and assign
it to myself or I could ultimately go
ahead and just leave it in the bucket
and allow somebody else to grab it so
once again there’s a lot of flexibility
and how you want to set the application
up out of the box that has example rules
like you see here but once again it’s
very easy to change this information so
let’s just assume that the triage has
happened we have done some basic
investigation we’ve had conversations
maybe with both Darren maybe we’ve had
conversations with a witness we could
add additional notes on the complaint we
could add additional documents or
artifacts onto this complaint and we’ll
talk a little bit more about that when
we talk about case collaboration with
that being said let’s go ahead and move
this on in the overall workflow we
created the K or the complaint and we’ve
triaged it we then now need to move it
on in the overall workflow so out of the
box you have the ability to convert this
complaint and a couple of different
disposition methods you could
additionally add this to a case so maybe
there’s a case that already exists maybe
this is an additional complaint from
from Ethan maybe it’s a complaint from
another employee from the same company
you have the ability to add that to an
existing case you can also say hey no
further action maybe this is needs to be
stopped here we need to go ahead and
close this complaint is no other no
further action or even refer externally
for today’s use case though we’re going
to go ahead and have it materialized
into an actual investigation due to time
I’m going to go ahead and I’m going to
assign this to myself but this could
essentially be a review task or an
automatic workflow that is assigned to
anyone that you want to assign it or has
access to actually approve a closure I
could as part of this task enter in
details maybe I could say hey Matt
review this specific complaint make sure
everything is populated that you need to
start an open an investigative case we
also can add uploaded documents to
support that so we’re gonna go ahead and
submit this off-base what we’re doing is
is we’re going ahead and we’re
triggering because of the status change
due a disposition of open investigation
we’re actually triggering a workflow the
way you know that that’s happening
the reasons you actually see that the
status is in approval now you also then
can expand and go into your actual tasks
and within your task you’ll see that
there is a specific task format to work
on this and it’s active
so since I’m actually logged in as Matt
I can actually go and look at this
specific task once again if you’ve seen
the complaint case task people
organization module you know how the
layout is we can actually get into the
details of the task by expanding the
actual task description we also can see
who it’s assigned to we also can see
what is linked to we can see that this
specific task is part of a workflow
that’s linked directly to a complaint
okay that doesn’t always have to be the
case if you do not have a link to a
parent you will not see the high-level
information in the actual ribbon here to
show you where we are in the overall
workflow this is a very simple use case
it’s either an approve or a rework task
as you can see here we’re in the review
process of this process diagram you can
see that we can actually go through
either a rework or an approval and then
it goes back through the process for
simplicity we’re going to go ahead and
just assume that this has been reviewed
by Matt he’s comfortable with this being
opened into a case and we’re going to go
ahead and send it on for approval this
approval is going to do a couple of
things it’s not only going to close out
the task as a completed task and keep
track of that it’s also going to close
out the original complaint and it’s
going to reference the new as you can
see here then updated you’re going to
see the brand-new case information
associated to that complaint so once
again a case will be complete come
created and ultimately you can have a
total different group that is assigned
that as a default and let’s go through
that process let’s go back to the actual
complaint all I did was click on the
actual hyperlink from the task and
you’ll notice if I go into the details I
can go into the task table and I can see
this task is not only closed but the
case it’s our complaint itself is closed
and I also can now see there’s a
reference to a brand-new case file so
let’s go ahead and look at that case
file right there from the table a
hyperlink to it as you can see we’re now
in the case module and a left-hand
navigation so
just to summarize we can wear it created
a complaint we triaged it we’ve sent it
over to be investigated we did the
approval of open in a case for it and
now we have a case so let’s talk a
little bit more about what you can do on
a case as it pertains to collaboration
so collaboration wise you can do a lot
of things of Braun collecting metadata
you can add additional details we do
carry over details from the complaints
but once again a configurable value we
can carry over details we can carry over
the people associated but at this point
we can still collaborate and add
additional information
maybe we wanted to go in and add an
existing person that’s already in the
people database so maybe I want to grab
Kim Jones who happens to be associated
to this as maybe the lawyer associated
to this specific case maybe we want to
go in here and add Darren as the
wrongdoer or whatever it may be we can
search or even create new people right
here on the fly and continue to build
our case same thing from an organization
perspective maybe I wanted to go out
here and find out if the construction
company is is already part of the
organization so there’s no construction
company currently associated so I can go
in and create a new organization if I
wanted to skipping over the documents
section which we’ll come back to you do
have the ability also to control the
participants associated this can be
through the configuration rules or you
can actually add a one-off person and
put down what type they are they owner
they approve or they maybe have no
access to this maybe they’re just a
reader that type of thing you can put
additional notes in you can put in tasks
whether their ad hoc tests just
associated to this case or not you can
see the original reference back to the
complaint that has been closed you also
can see things like the history
associated so any history associated to
this specific case so as we add
documents as we add notes everything is
audited and shown here in the history
section we also can track time which
I’ll show a little bit later and you can
track the time and cost associated to
doing specific work around the actual
case so if you have a an analyst or a
paralegal or someone that is actually
have a specific rate and charges there
hours you can track that information you
also have the ability to track tag so
categorizing your individual cases
complaints documents you can add tags
which allow you to search and the tags
module here at the bottom left so with
that being said and giving you an
overview of the case let’s actually
collaborate on a case I already have a
case from earlier today that I want to
use that I’ve built out a little bit
more specifically the documents section
so the documents section can be set up
in many different ways you can have a
folder structure that it’s automatically
created through configuration rules or
you can have a way of having just a root
folder and manually building out your
actual folder structure to store not
only your folders subfolders and
documents but also correspondences and
let’s go through each and every one of
these so first off you can actually add
a subfolder so if I wanted to add a demo
folder for today and then within that
demo folder I wanted to add an
additional folder maybe a subfolder to
that so let’s just call it a subfolder
once you have that information you can
then go in on any folder and right-click
and add a document once again another
drop-down list it is fully configurable
once again out-of-the-box comes out with
some samples that you can utilize or you
can manipulate and add your own you also
have the ability to add correspondences
and we’ll do that here in a second
you also have the ability to control the
participants and control on that
individual set of document from document
management sections with that being said
let’s go ahead and let’s open up one of
these actual documents as you can see or
I have a lot of documents already in
here there is no restriction on format
or size or how many documents but you
can see the information associated to
what the actual format is what type of
doctype it is when it was actually
created and then the version because we
control all the version control on these
individual documents so let’s go ahead
and let’s just by double clicking we can
actually open a document well that one
is loading you also have the ability not
only to add documents in the actual
folder but you can do a lot of other
things on documents you can cut and
paste them you can email them out you
can create a new task or for one of many
documents you can edit it online you can
check it off on off check it out and
work on it offline there’s a lot of
things you can do in document management
here and we won’t have time to cover all
of that but you can do quite a bit as
you can see here here’s a document once
again this is just a viewer that you can
expand a full view tab through these you
do have the ability to work on the
actual document by putting annotations
whether it’s you know a text annotation
maybe you want to put in specific
highlights or even signatures or
rubber-stamp so if I wanted to put a
signature on once again these are all
overlays so you can actually basically
change all that information as you do
that so you can go through here maybe I
put too many stamps on there I can
actually change that information I
wanted to delete it I’ll do is right
click and just delete that out says yes
you want to delete it once again I can
do the same thing on each and every one
of these and you can really control
where you want to put this on the
document once again folio overlay does
not affect the original version you also
have the ability to redact an area so if
you wanted to redact an area you could
do so once again still an over leg maybe
you put it in the wrong location or you
need to expand it you can do so and then
you can actually save this information
what it’s doing is it’s saving as an
overlay on that version ok if you want
to burn it so you can actually email out
this copy and protect the data behind it
you can actually go in here and you can
burn the annotations what that’s going
to do is it’s going to go ahead and
refresh to a new version and it’s
actually going to burn the information
into your actual document ok so as you
can see or if I go back out to my
document table and I look at that I can
see now that that specific budget is now
two of the second version of two I can
roll back to the original version if I
have the privilege to do that and see
what the original one looks like with
the annotations ok we also have the
ability to not only work on existing
documents and view those documents but
we can upload new documents so if you
wanted to come in here and upload a
motion to compel or whatever the doctype
is we can actually go out we can look at
it
or drive we can look at a local Drive
and we essentially can grab any of the
information that we want to grasp let’s
grab a document and upload it we can
upload one or many as you can see here
now we’ve got the motion to compel who
uploaded it version 1 you can upload one
or many documents you also have the
ability to right-click and search within
the system to find the documents that
you’re looking for maybe it’s actually
part of another case or just in the
system somewhere and you want to put it
on this case you also have the ability
to reference other cases if you decide
to do that and then you can jump quickly
to that and see the documents associated
additionally not only do you have the
ability to add new documents but you
also have the ability to add
correspondences as you can see or this
motions folder is empty but if I
right-click on it and go to
correspondences I can actually generate
a motion to dismiss this is pulling from
my correspondences that I have as
templates and my admin module and we’ll
show that a little bit later I’m going
to go ahead and show you that not only
can you show it in the viewer see it in
the viewer you also have the ability to
download it in native format this
happens to be a doc or docx format and
we’ll go ahead and open this up and show
you what it looks like so now that I’ve
downloaded I can open it up in Word
format and you can see that it actually
looks like an actual you know to a
motion of dismiss of dismiss file and
you can still add to it we can actually
edit this and that’s what we’ll do next
but some of the information that pulled
in we pulled in the actual person’s name
we pulled in the actual case number
things along those lines so that’s where
the mail merge or the templates are
utilized when you add it to a case pulls
in the data that you want want to be on
that template and then you can edit it
further before you send it out for say
review or whatever it may be so let’s go
ahead and right click on that same
document we can edit this online we can
actually collaborate with simultaneous
editing or we can actually check it off
out offline and work on it and then
check it back in I’m going to go ahead
and edit online basically what this
means is it’s going to try to open up in
the native tool which is where and this
is not making me save it locally so if I
check it out offline I have to save it
locally work on it and then check a new
version it this is actually
to manipulate the existing version by
just caching it locally and working on
it so when I open this up it’s actually
going to show you the information that
we just saw in the view originally but
it’s going to allow you now to enable
editing and we can do a couple of
different things we can either type
right into the actual document or what
I’m going to do which is actually go
over the review and click on track
change this I click on track changes I
could come in here and maybe I wanted to
put in some information like the company
that’s associated with maybe I wanted to
go in here and add you know a new
section whatever it may be maybe you
want to copy and paste things in really
the ability to do whatever word allows
you to do you can do that once you’re
done all you have to do is hit save and
close it out and we’ll go right back
into our case and save it a new version
for you so if I go back into our case we
take a look at the motion if I scroll
down you’ll notice that now we can
actually see that is on version 2 of 2
ok once again you can do check out what
off offline you can also do online
editing for PDF so as long as you have
some type of native tool like Acrobat
you can edit PDFs also alright with that
said let’s move on kind of to the next
type of thing you would do from a
collaboration perspective maybe you have
now created this correspondence document
and you need someone to review it like
and right-click it and create a brand
new task from there I can then send it
out to ever want to send it out to so
maybe I want to send it out to Sally so
I select Sally in the group group she’s
associated to I convinced that you know
review this document I can set a date
for when it’s due I can even send this
through its own unique process so maybe
all of the correspondence documents have
to go through a tier 1 and tier 2
approval maybe it’s a approval at the
paralegal level and maybe then it goes
up to Lourdes or whatever it may be you
have multiple processes as it pertains
to what process you want it to go
through so we’re going to go ahead and
pick the doc and workflow which is a
very simple workflow which is an
approval or we rework once again you can
create your own workflows in our case
and then tie those directly to these
accidents so
you can actually customize it to meet
your needs now that that’s being been
done we keep track of all the tasks all
I got to do is jump over to the task and
you can see we actually have two tasks
that are active for Sally right now ones
that review the document the other one
was something we did a little bit
earlier okay
so jumping back into the actual document
section there’s a couple other things
that I wanted to show you we have
integration with AWS transcription
service which means that we can allow
you to upload rich media so there’s no
restrictions on the format we allow you
to upload audio video different types of
rich media and then automatically send
it out to the transcription service that
AWS offers and we can transcribe that
information so this may not be something
you use on a day-to-day basis but it
allows you to transcribe audio video and
then generate a transcription document
that can be used as an artifact in court
or can be used as supporting information
so let’s go ahead and open up one of our
actual rich media files this happens to
be a video file and it’s going to open
up in the viewer we allow you to see the
actual video in streaming which means
that you can actually see the video and
the actual transcribed text on the video
itself not only that but you can also
see the transcription associated so we
can see that this has been sent off and
transcribed and you can see here in the
transcription section that you actually
have an actual control around confidence
that’s controlled their configuration in
admin and you can see that most of these
sections have come back it’s pretty
confident if it’s not confident it will
actually flag it if it’s under your
threshold and then you can go in and you
can actually click on correct it and you
can correct this information you can
even jump to the 26 second in the video
and actually type as you actually listen
to the video so once again it’ll it’ll
at least gets you to a point where it’s
transcribed and automatically but allows
you to still make corrections if you
make corrections and save that you can
then compile that information and all
it’s doing is it is creating a version
one of that compiled information
and it is putting it in your actual
document section of that case as you can
see here here’s my transcription okay so
it’s just a Word document
combined all the transcription of that
video all right that being said there’s
one other thing that I wanted to show
you specifically on this case and that
is tracking time we talked a little bit
earlier about the time module and being
able to track information against a case
as you can see here we have actually two
timesheets one was entered by myself one
was entered by another user and we can
see how many hours that they’ve actually
burned and the cost for their actual
hours per hour
if you jump out to the actual timesheet
takes you right into the time module and
then you can see the details of what
that means as you can see here we’ve got
multiple hours and we’ve got a charge
roll of analysts we’ve got the actual
total cost and once again you have to
link back to the original so Matt can
actually create this timesheet for this
time period 624 to 630 and he can charge
to one or many cases I could charge
multiple days in multiple hours for you
know case 101 I also could charge two
other cases I also have the ability to
tie back directly to that original case
by just clicking on that hyperlink and
then I can see the high-level
information associated to that time and
any other time it’s a charge to this
case from any other user okay let’s jump
now kind of from the overall workflow
before we show some of the other modules
here on the left-hand side and show you
how we can actually add thanks to the
document management section from other
avenues we talked about being able to
email out of the system or upload a
document or search a document you also
have the ability to use your email
through the alfresco outlook connector
to place a document within the actual
document section let me show you how
that works so let’s go back to the case
we created today which has minimal
documents and I’ll show you that there’s
only one folder in here so let’s go
ahead and create a new folder so let’s
just say demo now that we have a demo
folder in here and there’s no document
let’s jump out to my email and let me
show you what that looks
life so any of you that ever used
alfresco the out fresco connector is a
very nice tool to allow you to expose
the folder structure within the Outlook
frame so if I go in here you can see
that we have obviously the site we have
the individual folders once again this
would be your specific setup for your
folder in your content but as you can
see here we have the case that we
created today and we actually have a
folder called demo within that folder
there’s nothing in there but I very
easily can take an email that maybe I
got from Ethan or Darrin and make it as
a document or artifact within the actual
art case application so as you can see
there I went ahead and uploaded it you
can see that there’s an actual email and
an actual attachment by doing that
immediately I can go right back into the
application and I can see that within
that actual demo folder as soon as it
syncs with it you will actually see that
individual test demo or excuse me that
test email within the actual demo folder
which you can see there I can then
utilize this to send a task around that
maybe review this email I could also
download it and to pull it down in
native format so now this is an artifact
on the actual case itself and you can
see here’s the email so once again you
don’t have to be in our case to upload
documents so it gives you the freedom to
drag-and-drop to move things around just
gives you another option of getting
documents into the system ok they also
have the ability to right-click and
maybe send this email directly into our
case if you wanted to do that or just do
the drag-and-drop ok once again there’s
a lot of bells and whistles that we may
not be able to cover today but there are
a lot of things you can do just alone in
the actual document management section
so let’s go ahead and change gears and
talk a little bit about the end of this
overall use case so just to summarize
you’ve completed a complaint for Ethan
he’s called in or emailed you triaged if
you’ve actually opened it up into an
open case you’ve collaborated on it for
days maybe you’ve added tasks documents
maybe you’ve work through some
collaboration with other
on this case now we’re going to close it
out as it being a closed case and the
reason that we’re going to do that is we
want to show you the records management
side of the house where all of the
documents associated get declared as
records seamlessly so our case is
seamlessly integrated with alfresco as
our MA and I’m going to go ahead and
show you without closing the case I’m
gonna go ahead and show you when I
closed a little bit earlier today
refresh this page it may ask me to log
back in but this is the actual alfresco
share site and this site is only going
to be for your records manager so this
is not something that every user will
actually go and log in on a day to day
basis but your records management side
of the house would basically manage all
of their actual file and retention plans
here in our case as you can see here
we’ve got quite a few documents that
automatically got moved over to the file
management plan as you can see here in
the folder here because it hit a status
of closed case so if I went in here and
looked at this specific this specific
record it will actually show me some of
the information or metadata around the
the status you know how it was closed
what type of file management plan that
it is actually a record that type of
thing so as you can see here again a lot
of information it’s got its own viewer
it can tell you you know that this has
actually been moved over to a records
management plan it is being retained you
can even put a retention schedule or
rules around that and that it is DoD
5015 records management with the
artifacts here additionally to that
you’ll notice that within the actual our
case application if I actually go into
the into this section you’ll actually
see and let me jump in to the one we
just looked at you’ll notice when I go
into the document management section
that some of this information has been
declared so whenever an actual
individual case has been declared the
actual documents will also be declared
and let me jump back into the complaints
module we also can declare the
complaints even if they’re closed out
and not made into an actual official
record and let me just show you real
quickly actually let me go in and sort
my list as
an investigation here’s the one we did
earlier I can go into the document
section and when I go in the document
section you’ll notice that some of that
information has been updated okay so
once again we keep track of everything
not only on the art case side but also
on the alfresco side this is what I was
trying to show you here is that we have
actually declared this one as a record
so now you cannot manipulate these
documents within our case because
they’ve been moved over to the records
management plan all right let’s move on
to some of the other bells and whistles
we talked about creating complaints
managing cases working on tasks
associated people an organization of
those cases or complaints but how do you
find the information so maybe we want to
go out and look for maybe Ethan I can
look for Ethan this is going to search
for any metadata or even any information
within documents I think can narrow down
that information maybe I’m looking for
just the cases associated to him
maybe I want to go out and look for say
AT&T; maybe it’s the organization that
I’m looking for I can actually see that
I can narrow down to the information
that I’m looking for
maybe the organization organization
Association as you can see this one
organization and you have hyperlinks so
you can actually go out and see the
details of that organization by just
doing a one click take you out to that
place in the application if I uncheck
the the actual facet or the categorizing
of the individual information or search
goes back to the original search also
have the ability to sort each and every
column so if I wanted to sort by a
senior just descending order with a
primary or secondary search I also have
the ability to hide columns so maybe I
don’t care who the assignee is I’m going
hide gives you a little real estate you
also have the ability to export so
export in a CSV so you can can
manipulate in the information there in
your actual excel sheet a lot of things
you can do once again fully configurable
to the facets that you have also allows
you to dictate what information you want
to reflect on the actual result set and
the columns and that can be done per
your requirements from a canned reports
perspective I’ll run a quick coupler
report so you can see what those look
like let’s go run for the last
we can show you some of the information
these reports can be tabular reports
they can be bar charts pie charts
whatever you want to or how you want to
visualize your information as you can
see here this happens to be a complaint
disposition how many were opened into a
case verses that referred externally so
on and so forth
same thing with the canned tabular
reports once again these are fully
configurable these are just sample
reports that come out of the box to show
you the versatility of how you can do
things you also have the ability to
export these or view these in different
formats so if you want to export in
Excel and then manipulate that data you
could do that do that in just a minute
we’ll go ahead and create a new report
and show you how that works we already
talked a little bit about the time
tracking so we won’t talk about that but
before we get into admin the last one I
want to show you is the tags module the
tags module is what we talked about
earlier where you can actually tag
individual documents or cases or
complaints with specific tags or
categorizations that allow you to narrow
down your information so if you wanted
the same thing that was tagged with
criminal law you can see that in the
results and then actually quickly jump
out to that location once again that’s a
little bit different search than this in
the search module search module is going
to cover the whole gamut all the
metadata all the index information so
this is a more refined search all right
now that you’ve seen the overall
workflow and the bells and whistles kind
of around search and reporting how does
the actual application really work how
do I get up to up and running the first
day essentially once you’ve actually
installed legal the legal management
application you can go in and not only
sync your Active Directory you also have
the ability then to control those Active
Directory groups who has access to those
individual groups you also then can tie
those individual groups to what we call
our case role access or functional
access control this is what really
controls the actual interaction in the
application not the groups but the roles
that are associated to the groups we
have out-of-the-box groups that are
available or roles that are available to
you and those roles already have
privileges but right away day one you
can
go ahead and remove all those and edit
or create your own new role and then
assign privileges specifically we use
the administrator and the investigator
as you can see certain privileges are
authorized some are not so essentially
everything is controlled through this
role based access and the functional
access control that you can essentially
manipulate right here from the admin
section you also have the ability to
control what modules you have access to
as you can see here all the modules that
you see may not have made most folks may
not have access so for instance going
into the audit module you can see only
some folks have it going into the
administration module only the admin
admin has it so if anybody else logged
in that’s part of any of these other
groups you wouldn’t even see the module
on the left hand side you can control
your dashboard configurations we talked
about once again similar paradigm what
roles have access to the individual
widgets any widgets that you create
specifically to meet your requirements
also would be exposed here and you can
regulate them there you also have the
ability to create reports and load the
report designer by clicking that it will
open up a new tab and will allow you to
create your own new reports and let’s
just do that really quickly just so you
can see how quickly you can actually
spin up your own reports we won’t go
into great detail of building this
report that report out but I want to
show what the designer look like looks
like because it’s extremely user
friendly and and how you can do the
different things associated so I want to
create this time an interactive report
which you can create analysis reports or
trend analysis or – before words I’m
going to go ahead and create an
interactive report and you can actually
create the reports off of many different
data sources so if the data sources were
the our case database or even other
systems that are out there you can still
utilize this tool and create the
connection to those individual data
sources whether it’s a sequel query or
whether it’s an actual ODBC whatever it
may be to connect so once again this is
more of a super user someone that would
have to understand how to drag-and-drop
and utilize the actual data source this
happens to be a specific table and as
you can see or it lists all the actual
columns I have access to so I could go
in here and I could say well I want the
actual
actual case number in this report I want
that then to be maybe a group or maybe I
want it just to be a column then I can
add additional information maybe I want
to see the actual case creator okay as a
column so once again you can continue to
add the information you can double-click
and enter information so let’s just call
it you know legal once we’ve got
everything set up the way we want we
could change the formatting we can
change the look and feel we’re good to
go we can actually save this as the
report name we want it to be and
actually save it right in to our file
folder as you can see there’s a couple
of reports already in there we’ll go
ahead and save that one and jump right
back into our case you’ll notice there’s
only four here but as soon as you
synchronize legal is now available to
you going to sign it out and that easily
you can go right back into the reports
module and run that so a lot of lot of
things can be done around reporting
creating canned reports or trend
analysis or even dashboard reports you
even can schedule reports you can change
the timesheet configuration about the
charge rolls you can control your
workflow which could we could spend a
whole hour on just kind of showing you
how you can control your workflow and
workflows being triggered by specific
forms or actions you also have the
ability to control your your labels or
your look-up tables we talked a little
bit about your actual dock types your
case types as you can see here this is
just one of the many dropdowns you can
edit this by deleting or editing or
adding you can even drag and drop the
order you want things to be in in the
drop-down so there’s a lot of control in
the actual individual users hands this
is one of the things that is really
important to one of our current
customers the Nuclear Regulatory
Commission as you have been utilizing
this for a couple of months from for the
ODC office and one of their biggest
things that they love about it and I
keep hearing them them emailing me about
is how nice it is to be able to go in
and make the changes they want to not
only dropdowns about labels so we put
the power back in their hands so when
things change or come down from the top
as it pertains to terminology or forms
changes or drop-down changes they can do
that on their own right here in the
admin section
not only that they can change logos or
even CSS at any one time right here in
the application without having to call
our media to make those changes
additionally they can maintain all of
their correspondence templates so email
templates that they send out document
templates they use to generate for their
actual cases and you can see here one of
the actual templates we didn’t get a
chance to use but I’ve built for this
demo is an approval letter so just an
approval letter you can see that this is
the template and you’ll notice it’s a
template because it actually has the
mail merge terms within the template and
you can see it would have pulled in the
date it would have pulled in the first
and last name and then once again you
can still edit this you can manipulate
this add more merge terms you can see
some of the static text once again you
can have as many templates as you want
we’ve shipped with quite a few samples
so you can see the different variations
but you do have the ability to create
your own templates and utilize the vast
amount of merge terms to populate the
actual mail merge within those templates
so it populates as much data as possible
to make your job much easier when you’re
generating these documents the last
thing that I have before I’m going to
turn it back over to the
question-and-answer time is the
transcription transcription is an extra
value add which means that you don’t
have to use it you can actually turn it
off completely by disabling it or you
actually can have it enabled and set it
so it’s not automatically sent off the
AWS maybe it’s a manual action you want
someone to be able to right-click and
send a transcribe maybe it’s every once
in a while you have an audio file or
video file you need for the
transcription you need to present in
court you have the ability to control
that also so we didn’t cover everything
in admin or everything in the
application but hopefully this was
beneficial to you to show you not only
what our case can do but what you can do
specifically in the legal management
application now with that being said I’m
going to turn it back over to Lauren for
question answers