Legal Case Management Webinar (Full Webinar)

alright perfect Thank You Lauren so real
quickly as an agenda we’ll do a quick
introduction of our media and then I
will turn it over to some at mania to do
a day in the life and the demo of the
application so a little bit about our
media we’ve been in business since 2002
and we started the company garner had a
term called narrowcasting which was
really you know find something that you
can do well and focus on that as a small
business and so we focus on the
enterprise content management space and
so enterprise content management really
covering document management business
process management case management web
content management records management
types of applications in 2002 we
partnered with documentum who was a
leader in the market both my mine share
and market share Howard Shaw was on our
board who was the co-founder of
documentum and then in 2005 when the
other co-founder John Newton actually
left the startup fresco we quickly
followed and have continued to be a
fresco partners on since then we are
been a neutral from the ECM platform not
only do we support a fresco and
documentum but we also support other ECM
platforms like SharePoint and and foul
net and etc our media is a CMMI level 3
organization sim my level 2 says you
have standardized process for program
management level 3 is you have not only
standardized processes and procedures
for program management but also for a
software development with the
closed-loop process for process
improvement we do quite a bit of work in
the DoD and Intel space which has
afforded us some clearances and even if
our project are not clear projects who
bring that same thought process into
into all our projects which is really
more of a need-to-know so people don’t
have are not working on your project and
they don’t get access to your systems
your data as we implement these projects
and I think our focus in the ECM space
has afforded us opportunity to to go
deep in a number of different platforms
and which is resulted into a number of
different awards for the work that we’ve
in our content services practice we’ve
seen a number of different patterns in
the work that we’ve been doing over the
last I say five or ten years case
management is one and we think about a
case we’re thinking about you know in
the most generic sense of the term
they’ve got a collection of related
information documents passed notes
people all this associated with with a
particular case so whether it be a
invoice application or HR application a
loan application the docket management
system a four year system that
collection information has some kind of
process and life cycle most of the
information that we’re doing that we’re
helping our customers with whether it be
a case management system IT
modernization most of those documents
are official records and need to have
some governance around them and so
implementing a records management system
that would allow them to have their
retention schedules and disposition
schedules to maintain them as those
digital assets and then lastly as people
look to modernize the platform for their
own implementing a migrating them from a
legacy ECM platform to more of a modern
ECM platform it’s been something that
we’ve engaged in and so how have we
addressed these patterns case management
we developed the arcade platform I’m
over the years and matt is going to show
you a quick demo of that a little bit
later but again our case allows us to
accelerate the implementation of case
management based applications again
application that have data and tasks and
notes and then putting a business
process around some of those records
management so at some event within a
particular application or case the
documents are declared as official
records and then they have a retention
policy and disposition schedule and so
we’ve implemented records management not
only for our case management systems but
also as in collaboration with other
applications to for a number of
different organizations and then for
platform modernization
we’ve done a number of different
migration project from Documentum to
SharePoint for superior energy for OPM
we migrated over 600 million objects
from or for UCM into a fresco and then
lately we we just finished the migration
with GSA moving them from the document
on platform to it to a fresco um so
we’ve seen some patterns that we’ve been
addressing we’ve also created some
solution and neighbors and these
solution and neighbors allow us to
increase our time to bathe so how do we
get our project into production faster
and then also how do we reduce the risk
associated with with implementing
solutions by having a framework by
having a toolset that we can go to
market with and so our case I’ve talked
about will see a demo of that so I won’t
speak much more about that Caliente is a
bulk migration framework it natively
understands CCM constructs we built this
based on doing our migration so it
understands voters and documents and
inversions and renditions and those
constructs associated with doing ECM
migration and then lastly I’ll just be
talk about is the our media content
cloud and so in collaboration with AWS
we partnered with a fresco and SS off
and our case to build a Content a
content management platform that’s been
FedRAMP moderate that’s out there on the
federal marketplace now that provides
you document management and image
management and records management and
business process management case
management all in a platform that that
adheres to the over 300 security
controls associated with with a bedroom
so with that fit as a quick background I
now want to turn it over to Matt main to
give us a demo of the the our case legal
application perfect thanks James
appreciate it 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
kind of how the story plays out so we’re
going to 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 a grievance 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 well 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 can
utilize sam’l kevro’s we can also
support CAC or pip authentication so if
there those are requirements of your
actual customer or of your 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 test 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
why’s 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 tasks
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 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 of 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 am a participant in
that next specific group I can see this
information and it really essentially
controls everything in the user
interface the role role access and
you’ll see that in the security section
in the admin configuration a little bit
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 a parent complaint 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 to the use case
additionally the people an 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
that 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 Denis or show you that export and
do a couple of different things here on
the search results we also had 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 set up security how to sub
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
correspondence 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 it’s
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 fact
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 Matt’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 e-fields 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 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 vs. we’re going to go ahead
and say this is versus Darren
construction if you want to collect
additional information why you’re saying
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
additionally moving to 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 module and it’s going to take
me there and save obviously the
information we’ve collected right here
on the form
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 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 then we 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 into 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
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 as a
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 on to 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’ve 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 nowhere no
further action or even refer externally
for today’s use case so we’re going to
go ahead and have it materialize 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 and basically we’re
doing 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
couple of 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 for Matt
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 update it 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 close but the case
it’s are complete 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 could do
on a case as it pertains to the
collaboration so collaboration
you can do a lot of things of Braun
collecting metadata you can add
additional details we do carry over
details from the complaints 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 it’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 Darrin 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 they’re ad-hoc
pestis 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 their
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
modules here at the bottom left so with
that being said and giving you an
overview of the case let’s
to collaborate on a case I already have
a case from earlier today that I want to
use that I’ve build out a little bit
more specifically the document section
so the document section can be set up in
many different ways you can have a
folder structure that is 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 had 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 documents on 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 all for one of
many documents you can edit it online
you can check it off on 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 or here’s a document once it
and 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
stamps 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 okay 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 okay 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 okay 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 a network 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
in search within the 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 work 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 allowing me
to 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
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 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 it 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
actions so you can actually customize it
to meet your needs now that that’s being
been done we keep track of all the tasks
so 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 bitter
Laer okay so jumping back into the
actual document section there’s a couple
of 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
and 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 gives 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 it combines
all the transcription of that video
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 charged
role 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 can charge
multiple days in multiple hours for you
know case 101 allows you 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 at that time and
any other time charge 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
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 like so
any of you that ever used alfresco the
out-breath scope 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 darin 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 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 okay you 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 okay 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 it 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
folks 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 czar 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 we’ve got 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 planet 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 into 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 closed and 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 alright 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 and then 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 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 go
ahead and hide gives you a little more
real estate you also have the ability to
export so export in the 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 in the columns and
that can be done per your requirements
from a canned reports perspective I’ll
run a quick couple of reports so you can
see what those look like let’s go run
for the last week and 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 versus that referred
externally so on and so forth
same thing with the
and 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 an export in
Excel and then and 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 a
search in the search module search
module is going to cover the whole gamut
all the metadata all the indexed
information so this is a more refined
search alright 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 make 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
but you can create analysis reports or
trend analysis or – for words I’m going
to go ahead and create an interactive
report and you can actually create these
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 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 in turn
Nations 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 you’re gonna sign it out and that
easily you can go right back into the
reports module and run that so a lot a
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 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