good afternoon everyone thank you for
waiting my name is Lauren I’m with our
business development team here at our
media and I want to start off saying
thank you for signing up for our modern
for a solution webinar as a quick
outline for today’s webinar we’ll have a
brief overview of what what and who our
media is and what we do before we head
into our live demo and then rounding off
our time we’ll have a quick question and
answer session to get started I’m going
to introduce today’s speakers we have
James Bailey who’s president and one of
our founders of our media you’ll begin
with a brief overview of our media and
then we have Matt Mane’s who is our
project manager of art case who will be
leading the live demo if you have any
questions please put them in a question
box below and then during our question
answer session we’ll have Matt and James
answering all those so thank you for
your time and now James let’s get
started
perfect thank you so much Lauren and
before I jump into it I do want to thank
our partners for working with us on this
demo or this webinar first AWS where ADA
has been a strategic partner of our
media for a number of years we work with
AWS and with a fresco to to implement a
cloud-based FedRAMP compliant
environment called the our media content
cloud that’s out there on the the
FedRAMP marketplace now as well as a
fresco who’s been a partner for well
over 10 years and we’ve done a number
implementations with so I want to thank
our partners for joining us in this
webinar and and for supporting us over
the year real quickly as a as a as an
agenda we’ll do a quick introduction
with of our media and then we’ll get
into some typical four-year challenges
that we but we’ve seen with some our
customers that are better come up and
then we’ll get into a day-in-the-life
and I know we want to get to the demo so
I’ll try to go very quickly through our
media and some of these other material
so real quick about our media we’ve been
in business since 2002 helping
organizations manage their their
unstructured data as well as some of
their structured data back in 2002
garner had a term called narrowcasting
which was
you know really for small businesses
find something that you can do well and
focus on that versus trying to do
everything under Sun and looking at
where CIOs were spending money our our
background and relationships we decided
to focus on the enterprise content
management space and so what is
enterprise content management so really
helping organizations manage their
documents of document management capture
how do I take paper documents and move
them into electronic form how do I
automate business processes from from a
workflow perspective how do I put
governance around some of these the
information that’s in it by putting
records management around that also web
content management but really how do you
help organizations manage and protect
their unstructured information share
that information and then exploit that
information to get more value out of and
drive business decisions out of it our
media is our CMMI level 3 organization
so it’s CMMI level 2 you have
standardized processes for program
management at level 3 it’s not only
program management but it’s also also
software development with a closed-loop
process for process improvement being a
niche firm in the ECM space back in 2002
we partnered with Documentum who was a
leader both from a market share and mind
share Howard Shaw was on our board for
eight years Howard Shaw was the
co-founder of Documentum the other
co-founder in 2005 left to start a
fresco and we quickly followed John
Newton and and have been partners with
him ever since we do quite a bit of work
in the DoD in Intel space which is
afforded us some clearances and then I
think our focus in the ECM space and
helping organizations manage their
information has afforded us an
opportunity to win the number of awards
from different product vendors so we’ve
seen some challenges over the last five
to ten years and the type of work that
we’ve been seeing with our customers
case management is definitely one of the
challenges that we we’ve seen and so
when we think about case management we
think about in the most generic sense
it’s a collection of related information
and so that in this case is a four year
request that goes through a business
process and there’s a number of
documents and
participants and reports and everything
that’s associated with that and so on
vacations also a document management
system that we’re doing with Postal
Regulatory Commission or medical release
released information that we’re doing
with shared care and so again in the
most generic sense of the term a
collection of related information that
goes through some kind of business
process most of these applications as
well as other applications those are
formal records or documents within the
system that we’re building so we like to
integrate in with a records management
tool again to provide that governance
how do you to associate the retention
policies and disposition schedules
associated with that so whether it be a
case management system that we’re
developing or a another business
application that we’re integrating
records management to do seamless our
records management it’s a core
capability that we look to implement and
then the other one is is platform
modernization and so folks your own
legacy application they’re looking to
migrate to a more modern architecture
and just helping them think through that
migrated out that legacy application
into a more modern ECM platform and so
we have a number of solutions that we’ve
got we’ve developed to address the
challenges that we’ve been seeing so our
case our cases the core platform case
management platform that we use the
Builder for you system and so we’re
going to demo that but we’re also using
that at a number of Apple an umber of
customers and it is a part of the
FedRAMP spat for the our media content
cloud that’s on the marketplace along
with the fresco again for documented
records and workflow and SSL for
document capture and then we talked
about records management we’ve done
records management both in the
commercial space as well as in the
public sector for a number of our
customers and then platform
modernization here for Office of
Personnel Management we migrated them
off of older version of the Oracle UCM
platform over 600 million records
totaling more than 40 terabytes into Ana
fresco environment and so we’ve
developed some solutions to help us go
to market with those
and so some of those solutions that one
reduce the risk as we have a pattern for
implementing these solutions but also
just at the time to value as we can walk
in with a framework that allows us to
accelerate those implementations our
case we’ve already talked talked about
so and you’ll see a demo of that so I
won’t spend as much time there Caliente
Caliente is a framework that we
developed based on doing large scales
easy on migration tools that we kind of
bring in the again to help us do these
these migration projects and then I’ve
talked about the are media content clout
but the are media content cloud Postal
Regulatory Commission is the
organization that sponsors for the fair
gram moderate we also have the Nuclear
Regulatory Commission that’s that’s
adopted this FedRAMP environment for
their office of general counsel for a
case management system and then we have
a number of other customers that we’re
talking with about taking advantage but
it is a federal offering with a fresco
aerosol and arcades to to meet your
content management needs so as we
transition from a little bit about our
media and then some of the accelerators
that we have some of the challenges that
we’ve at least that we’ve heard from
from our customers some of our customers
their own have manual processes or the
ability to find duplicating information
within it some the applications that
they’re using don’t deal well with
unstructured data so documents and being
able to organize those documents and
being able to package up that
information and provide it to the
requesters in an automated fashion so
they can download a zip file and
everything in it the the cost of
maintaining some of the legacy platforms
out there and the cost of making changes
to some of those legacy platforms that
are out there as well as doing some of
the reporting the analytics across
they’re there for your application so
these are just again some of the things
that we heard from customers there may
be some other challenges that you all
are
and if you if you do that we would love
to hear about those if you can put them
in the chat box and maybe we could we
could speak to that but with that said
what I want to do now is I want to
transition it over to Matt Mane’s who’s
going to walk you through a demo and
again as he goes through it if there’s
any questions that come up please feel
free to put those in the chat box and
then we will address as many questions
as we can at the end making sure that we
respect your time of keeping this to an
hour so thank you and I’ll transition it
now to Matt mains thank Jane all right
so before we actually get into there’s a
lot we want to cover for our cake for
you but I do want to give you kind of a
high-level story of what we’re actually
going to show today we’re going to show
a specific use case that use case is
going to be submitting a new request
we’re actually going to send it out the
customer today is going to be myself
we’re going to send it through the web
portal and then we’re going to actually
see and process it right through the
actual different queues in the our case
FOIA system we’re going to make it very
simplistic it’s going to be all done in
this short period of time during the
demo from intake all the way through a
release or distribution we’re going to
show you some of the things that you can
do as you process it through the
different cues like redaction will do
the fill step will probably read acts
something and then in the approves that
will actually burn it once again this is
a very simplistic workflow that you’ll
see today let’s just think about how you
can compound that over days or multiple
users and we’ll talk a little bit about
that so this is the high level flow
you’re going to see portal all the way
through to our case through the service
api’s and then we’re actually gonna
process it to the workflow and then
distribute to the portal and we’ll spend
a little bit of time on some of the
other bells and whistles like the
reporting module to search module and
definitely the admin to show you some of
the configuration that drives this but
before we do this actual workflow let me
jump out to the application and let’s go
ahead and jump into the application so
when I law again I’m actually logging in
as my personal user what you’re going to
see here on the screen is my view and
when I say my view this is our case
handles everything with role based
access control the login with a manual
login as you can see there but once
again you do have the ability
out-of-the-box to do single sign-on so
integration with kevro’s sam’l any CAC
or authenticate or pivot n ocation that
is available out of the box that just
needs to be configured today what you’re
seeing here just from a high level to
get you used to what you see on the
screen and how the navigation works
before we do the actual overall workflow
is you have your navigation your modules
on the left-hand side once again
role-based access so whoever has access
to these modules obviously that role
dictates it so I logged in as someone
like a supervisor or even just a basic
day-to-day analyst they may only see say
two Q’s module in their dashboard they
may not see all these other modules that
we’re seeing today also at the top you
do have global new we won’t need to
create any of these we’re going to
create a request from the actual web
portal and automatically will ingest but
you also do have your simple search that
leads in your search module and then
your internationalization up at the top
once again the landing page is the
dashboard page this is kind of your
jumping-off location and we’ll use this
as part of the workflow so let’s go
ahead and get into what that workflow
looks like and then we’ll come back to
some of these other modules and talk
about them after the workflow so as I
transition we’re going to transition
over to the sample web portal and as you
can see here we’re going to go ahead and
just submit a FOIA request I’m going to
say that I want to know the 2016 federal
budget not all of these fields are
mandatory but as you can see here there
are some that you must you know you have
to enter specifically name and email
address that type of thing and we’re
going to populate that some of these
other fields are obviously configurable
whether they’re minutes were optional
all the dropdowns are controlled through
the admin module which will show up in
the look-up tables later once again this
overall view or form this angular form
is also configurable so once again
out-of-the-box that provides some of the
main pieces of information that most
businesses need to collect from a FOIA
perspective but once again this can be
configured to meet your requirements
some of these other fields we’re just
going to lead blank anything from
expedite or how much you’re willing to
pay
so on and so forth so I’m going to go
ahead and enter in my information and
I’m going to submit this request so a
couple of things are happening at this
point not only with this ingestion
method specifically the web portal but
whether it was email ingestion that
creates a request or fax ingestion we’ve
had clients using fax with a drop folder
and ingesting no matter what option you
utilize as it pertains to getting the
FOIA request into the system you
ultimately are seeing that we’re
leveraging the open restful api’s of our
case FOIA and at the same time when
we’re taking this information not only
are we putting it in the actual
application persistent in the database
we’re also utilizing out Fresco’s
document management to store all of the
actual files and when I say the files on
creation of a request we actually take
the metadata that’s collected and we
create an actual PDF file we place all
the information in the right location
and that becomes your quote-unquote
request document so it’s actually in
document form and has been being saved
out on the alfresco document management
section of share which you’ll see a
little bit later at the same time we are
also taking this through the process
we’re going to leverage the document
throughout the process that’s going to
be channeling all the versioning control
and then when we move to a state of
release we’re actually going to use
alfresco as records management to
seamlessly move this document into
making it a record and moving it to the
file management plan which you’ll see
here in just a minute so with that being
said we’ve already submitted an actual
request let’s go ahead and jump into the
intake you all I did was actually click
on the actual bar from the actual widget
right there on the home screen and as
you can see your when I open up 137
which is request 137 it’s going to
populate the information of the 2016
federal budget as you can see here not
only are we loading actual data but
we’re also loading the actual view of
not only the request form as you can see
in the first tab but also the
acknowledgement letter the
acknowledgement letter is just a
correspondence template that actually
populates the information these are
sample templates that can be used
out-of-the-box or can be configured to
meet specific requirements or leverage
forms that you are ready use so once
again this acknowledgment letter by
default in this in the out-of-the-box
for you
sends an email to the end user as you
can see here we said we’d send an email
that’s the email of the acknowledgement
letter okay with that being said let’s
talk about some of the information
associated to the actual request first
off we have the request or information
that came in as an intake person some of
the main things that you’ll have to do
is obviously pick a request track is it
simple complex expedite these are
specific things that have to be tracked
and say and persisted so you can report
on them on the doj reports that we’ll
talk about a little bit later in the
report module additionally to that you
can add additional information may be
that all the populated information
wasn’t populated or someone called in
and gave additional information you can
actually add that you also have the
ability to dictate maybe the spelling of
the request surname was wrong or the
address is wrong you can update that
information okay so once again to
accelerate this due to time we’re going
to go ahead and just move this on and
the overall path but before I do that I
want to point out the buttons at the
bottom that allow you not only to send
this maybe over to the whole queue
maybe you’re waiting on something maybe
all the information is not there maybe
you need to delete this because it’s a
duplicate maybe you need to send this on
to maybe the next queue and continue to
work on it or you can actually send it
on and queue up the next individual
request in the queue and that’s what
that next buttons for so for instance I
am an actual person that works all day
on intake that’s my only job I process
intake and I make sure that moves on
into the next queue I can do that by
just basically looking at these
individual intake you like we’re seeing
now and populating the information and
hitting neck it’ll just queue up the
very next request in my intake you but
because I’m an admin and we want to see
this single request go through the whole
process I actually had the access to
complete this by hitting this complete
button it’s actually going to update my
status and it’s going to actually ask me
civilly about my category so I’m going
to go over here and actually show you a
different views so one of the things
that we have to update is the actual
category if the end user populates it
which I forgot to do on the web portal
if you populate it here you’re you’re
actually able to see that it’s authentic
eighths it gives them metadata so if we
go back into this specific or request
and go ahead and try to complete this
you’ll see that it actually will move on
no problem so once I actually open up
this request again in the actual intake
you we’ve already got all the
information populated here so I’m going
to go ahead and complete this and move
this on into the next queue once I
complete it you’ll see that the actual
status is now moved in fulfill so at any
one time the end user the person that
submits the request they can come in and
check status of their request and see
where it is in the overall process if
you scroll down 137 is currently in
fulfillment ok you’ll see some of the
other requests that they’ve actually
done in the past and we’ll talk a little
bit more about that here shortly with
that being said let’s switch gears now
we’re no longer taking the intake of
this request we’re actually starting the
process or fulfill it there’s many ways
to fulfill this request but we’re going
to use the most simplistic way today
just due to time the folder structure
you have within the actual request view
we have a working request folder which
is these two documents that
automatically get created and stored in
the alfresco document management you can
see them both loaded here we also have a
working folder and a response floor the
working folder allows you to upload as
many documents as you want whether it is
from a network drive maybe you’re
searching a system outside of alfresco
maybe you want to search just alfresco
there’s many different ways to upload
documents and you’re working for you
even have the ability through the
outlook or the out prescott outlook
connector if you have it tied to your
outlook you can actually drop files
directly from your email into this
folder so there’s a lot of different
things that you can do if you decide to
configure and leverage those so let’s go
ahead and just look at adding real
quickly from my network drive you’ve got
some sample files I’m going to add for
files that cover the 2016 budget maybe
these are the file that will fulfill
this response
so once these have been added to the
actual folder the actual folder will
actually show you some information not
only the title and what kind of
documents but who uploaded them that
they’re active they’re not actually
records so they actually can be worked
on and what version there are let’s just
say that as the person is doing the
fulfill they have to go through each of
these documents and make sure that one
they’re the right document so as you can
see we’re going to go ahead and load
just in the tab the document you can
move through the different pages make
sure that everything looks good you even
can search for keywords so maybe you’re
looking for SSN or something that you
may need to redact you do have the
ability to do a quick search and then
you can redact all matches or redact one
and move on or you can do what I’m going
to show you now which is just be able to
redact a single area I’ll go in here
I’ll go ahead and read act once you read
act an area this is just what we call an
overlay so we can still be moved around
but I can actually tag it as a specific
exemption code so let’s just say that
due to national security we’ve got to
protect this area okay with that being
said you can still add any other types
of annotations at this time you can add
rubber stamps which are configurable
maybe it’s a signature maybe it’s a line
to underline a section maybe it’s a note
to the next step in the overall workflow
that you want them to look at something
maybe it’s something you want to note to
say that you need litigation to look at
it whatever it may be you can add that
right here to the actual physical
document so we’re going to go ahead and
save this so basically what it’s doing
is it’s saving as the current version
but just an overlay when we burn this at
in the next step you’ll see how it
version controls the document so with
that being said this is a very very
simplistic story this may take hours and
hours or days of researching and finding
documents it may take many hours of
looking at each of these documents and
redacting the key sections out that you
need to radec to make it a final
document maybe you actually have
multiple tasks that need to be sent out
to many different users and as you can
see here’s a start basic task we can
fire a task
actually from the request and say hey
Sally please go ahead and look for dis
set of documents whatever it may be you
can do that very easily specifically if
your workflow dictates you having
automatic tasks sent out on every single
request to a set group for them to do
certain pieces of the steps of the
workflow through configuration we can
change your workflow we can use this
out-of-the-box workflow we just add some
automated tasks that fire when you hit
say the fulfilment to you whatever it
may be really depends on your
requirements but our case is flexible in
the configuration that it allows so with
that being said let’s go ahead and move
this on the overall workflow we’ve gone
through the intake we populated the
basic information we’ve now done some
fulfillment by finding the documents and
actually ended up weird acting something
we’re going to go ahead and send it on
to be approved so it can be finalized so
it can be burnt and then it can be
placed in the actual response order as
you’ll notice here we’re still in the
same page I haven’t the roles of admin
to complete this and move it on as you
can see here we’re now on the approval
state when that being said I can go in
here and I can go ahead and just burn
this actual version one the great thing
is here is that I’m accelerating this
overall path you know there may be a lot
of other things that have to be done by
the approver himself the reality is he
can go back in here and look at the
updated document if he wants to look at
the updated document as you can see we
are on version 2 of one like I told you
earlier when we redact something it
actually shows the original and then it
burns the new version so it does not
affect the original version as you can
see here the new 2.0 version has now
burned the redaction you can see the
exemption code on top of that not only
that but we also populate and capture
all the exemption codes on every single
document the reason we do that is once
again for the exemption report the DOJ
extension report to give you counts okay
so once again just to summarize we’ve
taken something from intake we fulfilled
it very quickly we then approved it
everything is copasetic everything is
good there’s a couple of things that you
can do at this point
boy out of the box allows for the
ability to move
through what we call litigation q well I
say litigation I mean like general
counsel or some form of hire supervisor
approval you do not have to send it
through this general counsel q you can’t
send it if you decide to check the box
with litigation according to the
out-of-the-box workflow but some
specific businesses may need it to go
through general counsel or a request to
go through every single day and if
that’s the case we can actually set the
workflow up to do that and you would
never have to hit litigation we just go
on through we’re now going to go ahead
and just skip that q though due to time
purposes and go ahead and move it on to
the workflow so this is another step in
the overall workflow which is as you see
here billing the billing q the billing q
is very specific to depending on what
type of payment processor that your
specific business wants to use you may
already currently have a payment
processor maybe your payment process is
peg of we have this demo set up to just
mock that but once again we can
integrate with any payment processor
once again we just use the RESTful API
is to communicate send out invoices have
the invoices paid and then we actually
process that automatically by
automatically checking the paid check
box but since this is a demo environment
we don’t have that set up to process
payment we’re going to assume that the
actual customer paid their invoice and
we have been notified that it’s been
paid until it’s been paid it cannot move
out of the billing queue so per
out-of-the-box rules or configuration
rules it has to stay in the billing
queue until it’s paid once it’s paid
that they can move on to be released in
the release queue okay so before we do
that I want to show you a couple of
things before you move it on to be
released you have to move the documents
the final documents you want in the
actual response folder so that way that
they’re the response documents are
delivered so I’m going to go ahead and
show you that this is a full-fledged
document management which means I can
make my own subfolders if I decide I
wanted subfolders just so you can see
that when we actually submit this out we
will actually deliver each of these
documents in the order structure that we
have here so I’m going to go ahead and
move all four of these documents I can
either drag and drop play
I’m doing I can do a massive drag and
drop I can copy and paste I can do a lot
of different things associated here so
if I wanted to go ahead and you know cut
this and paste it into that folder I
didn’t have to pull everything over if I
didn’t want to pull everything over but
I decided to just go ahead and pull
everything into this folder okay
so once I’ve done that once again this
can be done at really any process
depending on if you want to make this
the billing step maybe you want to make
this the approve step at this point you
can do it in many different ways but
let’s go ahead and complete this and
have this move on to the final step the
final step is essentially it’s going to
release this there’s a couple of things
that are happening at this point we’re
taking all the final documents or any
documents in the response folder and
we’re essentially marking them as
records and moving them over to the
records management plan so this is the
alfresco records management plan so
we’ll work with any records managers to
set up their file folder structure and
actually show you how to basically build
out your your retention policies and
we’ll go from there and essentially this
will be a seamless connection what’s the
the actual setup for the RM is done and
configured this will be a seamless
connection between our case FOIA and the
records management file plan so before
we go out and show you where those
documents live in alfresco let me show
you the end result of that specific
request we took through the overall
workflow so as you can see here 137 has
now been released and we actually can
see that the actual request idea is an
actual download and as you can see you
can open up the zip file it did maintain
the folder structure we gave it and as
you can see here we’ve got all of our
different documents that are available
to us and I can’t remember I apologize
I’m not sure which one that I actually
marked but once again they would get all
the file documents which would be your
burn documents things along those lines
okay
all right well with that being said
we’ll come back to the alfresco share I
just wanted to show you where the end
result documents were living so
essentially the anyone outside of a
Records Manager really won’t need to
worry so much about where the documents
live that’s going to be a seamless thing
you’ll notice that in our case
everything can be done here in our case
just understand that the underlying
repository is the alfresco DM & RM and
once again it’s seamless once it’s been
configured and set up initially okay
alright so let’s kind of switch gears I
want to go back into the request module
real quick and show you the requester
you’re working today the request module
is essentially just a different view of
the same request we just processed so
you may be saying hey that queue
management is really nice but I only
have three for you folks we don’t need
to go through the queues management or
anything like that okay that’s fine we
have a total of different view for you
folks you have the ability to use what
we call the request module essentially
the same request you can do all the same
things like implement the collecting the
information you can send something
through litigation you have all the
ability to kind of move through the
overall workflow right here within this
at this location so you can move through
the individual steps by completing this
ticket and moving it on through you also
have access to the documents section
like we talked about earlier so here’s
all our final documents so once again as
you can see our they are marked as
records I do apologize I couldn’t show
you and share but they are marked as
record this is a seamless thing
additionally you can see all the
different tasks that maybe a fired out
for this specific request so if we had
created a manual Tasker that you can see
it here so once again this is just a
different view you can even see the
actual person that submitted this and
once again that ties in to the people
module things along those lines so once
again there’s a lot of functionality
that can be used and just depends on how
you want to leverage it queues and
requests module are essentially the same
thing just different views for the
request the tasks module also once again
is
we’re all tasks that are in the system
so this would be maybe you needed a new
global task you wanted to create a task
maybe I needed to meet with James about
something maybe I wanted to tie a
specific task to an actual request this
is how you can see that it’s linked so
once again you can process these
requests or these tasks at any time so
as you can see or if I move down to a
specific task like the approval of a
cost sheet so we talked a little bit
earlier an introduction that you can tie
a lot of things to an actual to an
actual request so we can track cost and
time associated to request whether it’s
mine Matt the user that’s logged in or
maybe James has logged in working on the
same request finding documents he can
also charge time it calls this is just a
process in which the individual cost
sheet goes to the workflow so once again
there’s a lot of tasks that will be
fired any task that is associated to
step in the workflow will have a process
diagram so you know where in the overall
process it is jumping down into time and
cost this is what a cost sheet looks
like each person can create their own
cost sheet and timesheet and they can
actually tie it directly back to a
specific request so I can see how much
expense is associated back to this
request I wanted to jump back to the
request and take a look at the request
and look at the cost or time associated
I could actually see that information
right here within the actual
within the actual request okay time is
the same thing you can track the hours
associated and you can tie the actual
hours to an actual charge charge roll
and very quickly I’ll show you by
editing the timesheet I can show you
what a charge roll looks like as you can
see here if I go in here and say I
needed an investigator who is looking
for something and I spent they spent two
hours on Monday you can see that it
costs $300 an hour so this is a
configurable value in the actual admin
module so once again a lot of other
bells and whistles where you can track
time and cost associated to a specific
request
all right so let’s switch gears once
again we are able to now process the
request and there’s many different ways
to process a request but how do you find
your information well the first way is
just our advanced search the advanced
search can find the information that
we’re looking by using keywords or as
you can see are we going to type ahead
and what this is doing is they’re
searching across all of the metadata are
all the persisted data but it’s also
searching across all of the documents
that have been ocr’d
and indexed so we are searching full
text and on metadata here this search
result is fully configurable these are
the out of box columns and the out of
the box facets or the categorization so
maybe use one of the singing things been
released about budget you can see that
narrows down that information maybe I
wanted to see anything about the you
know something that’s specifically in
the intake you like a narrowing down
once again these are all hyperlinks that
will actually redirect you out to the
location so you can see the detail maybe
you were looking for a specific file you
could actually see that there’s you know
a way to narrow down by an object type
like a file maybe I was looking at a
specific document wanted to download it
I can actually download native format
and show you what that looks like very
easily you can jump out to the view or
jump out to the parent together where
that document is there’s a lot of
flexibility and not only finding the
information but then navigating to see
the details okay there’s also another
way to search utilizing tags this is a
very focused search so you can add tags
to really any layer of object when I say
an object I mean a request the document
a task whatever it may be so you can
categorize things with tags so it’ll
help you find the information much much
more quickly so you can see all of these
things have to do with a budget tag so
if I was to go out to any of these
locations you would see that either the
document or the request is tagged so
once again just another way to search
but has the same look looking field has
the search results and has the facets on
the right-hand side so I’m going to jump
over and show you real quick where the
tags live as you can see here this is
where the tags live I can add tags not
only on the request level but I also can
add them on the document level so it’s
pipe ahead it’s already going to tell me
that it’s already
Tagg and it’s going to let me add a tag
there so I can add a tag here or I can
even go in and add a tag in it on a
document or something like that okay so
once again very easy you can add
multiple tags at any one time so if I
want to need a tag one it’s a new tag
maybe I want a tag too I got as many
tags that want on each individual
requester document once again just
another way to categorize things be able
to search and find them so let’s jump
into the canned reports so I’ve got some
of the sample reports in here and I’m
going to run it for the last couple of
days you do have the ability to leverage
all of the out-of-the-box
DOJ reports this happens to be one of
those samples there are 32 DOJ reports
that will be available to you out of the
box but you do have the ability through
the admin report designer to create your
own one-off report so we don’t limit you
to what we provide you have the ability
to build your own so this is just some
of the canned reports that you can see
the exemption codes we talked about
earlier and how we categorize those and
as you can see here these are these are
laid out after the example of the DOJ
reports we also have an audit report the
audit report actually is running against
all system audits and manual out audits
that are actually happening on the front
end so basically anyone that logs in it
basically performs really any type of
search or viewing or opening it will
actually log the information here what
IP address is coming from so just
another sample report that’s available
to you now transitioning to admin admin
is really the brains behind the overall
system obviously our case for you out of
the box will work for pretty much any
business but once you get to the point
where you want to start configuring the
application to best meet your
requirement whether it’s terminology
like labels or drop-down changes or
maybe it’s around security so security
we talked about we do offer syncing with
Active Directory we do provide a single
sign-on but since this is implemented
with Active Directory we do have the
ability to sync Active Directory groups
but once those are synced we actually
have to tie them directly to
punctual access control the functional
access control is the actual role that
we talked about the admin role that role
is actually tied to many specific
privileges as you can see are they’ve
got a lot of authorized privileges for
the administrator group but as you go
down through the different groups or
roles or Schumi the roles you have
different privileges out of the box you
can utilize these you can leverage these
you can tie these roles directly to your
your groups in Active Directory and you
can use the system essentially the first
you know the first second you have it
downloaded so if you decide you want to
build this out and modify these roles by
editing them or changing the privileges
or even creating your own roles just
create the role here in the the actual
create role privilege config
configuration and then tie that
functional access new role to the
group’s you want to have that access you
can tie a role to one group or many
groups there’s no restrictions there
moving on in security you also have the
ability not only to drill down into
privileges but you also have the ability
from a higher level to restrict an
entire module so for instance maybe I
want to restrict the subscription module
as you can see here we have the
subscription module available and is
actually available to the role
administrator that happens to be the
actual role that’s tied to my group I’m
going to go ahead and remove that and as
you can see real-time it’s successfully
updated okay so basically anybody that’s
utilizing that or has access to that now
no longer has access to it so that’s
real-time it’s the same way with
dashboard configuration and reports you
do have the ability to control which
reports are associated to which group or
role I should say
additionally within the configuration
you have things like label configuration
I’ve talked about dropdowns maybe you
decided immediately that the file types
that we’re leveraging requests document
and audio and video these are not docx
types that you want well it’s very easy
for you to come in here and delete that
information you can delete it you can
even edit the information maybe you want
to drag-and-drop the location of where
these things are in your actual
drop-down so you have full control on
what is shown in your actual table and
what order is in and once again this is
pretty robust pretty much any drop-down
you have in the system
available in this lookup table you also
have label configuration so label
configuration is extremely robust so
let’s spend just a minute talking about
this so this is not only just like
navigation labels or table labels it’s
actually down to the individual columns
of a table so basically any button or
column anything along those lines you’re
able to modify the actual label within
the actual application so out of the box
it may work for you but you may decide
you want to change some labels you can
go in here and basically click on any
label you can change the label and
update it if you want to reset to the
default you can reset and then as you
move through the different modules you
can change these labels freely and
easily so we put the power into the
end-users hand so as things change maybe
terminology changes you do have the
ability to update pretty much any label
change or lookup drop-down within the
application on your own now we’ll train
you how to use this once again we’ll be
available for support if for some reason
you need help utilizing that we also
allow you to handle your own logos
whether it’s the header logo at the top
left or even a login logo once again out
of the box we provide the art keys for
you logo but you can update that with
your personal logos if you have someone
on staff that can handle custom CSS you
can change the look and feel of the
overall application so a lot of things
we’re putting it back in the hands of
the end user one item that we didn’t
talk much about today but was kind of
implied was the correspondence templates
we talked about the acknowledgement
letter that’s automatically generated
and sent out by email well that is a
correspondence template you have the
ability to maintain your static
correspondence templates and every time
they’re used they populate the
information like all the merge
excuse-me merge fields what we call mail
merge you have the ability to build out
templates and utilize them as part of
your workflow so maybe they were the
acknowledgement letter doesn’t meet the
standard text that you want we can go
into the correspondence template
download your template and then update
it and upload right back into the course
this and maybe even modify some of the
data that you want to be placed on that
specific correspondence template and you
would then see the next time that that
template is generated either
automatically or manually it would have
the new information placed on there the
new static template would be used so on
and so forth and you can build out as
many templates as you want here in the
correspondence template we provide quite
a few samples but you can manipulate
those so outside of that that really
kind of gives you a high-level idea of
the overall process I know we rush
quickly through the use case a request
coming in from a web portal once again
it can come in from many different
ingestion places whether it’s an another
external system maybe its back
suggestion email address and maybe it
set up snail mail and scanning something
in through say Epis all or some other
scanning mechanism that would come right
into our case you would then take it
from the intake you these are just
suggested or sample queues out of the
box but they can’t can be configured to
other queues that are needed I mean we
take it on through essentially to a
release point where we actually provide
the final documents to the end user at
the end of the day you do have the
ability not only to get that information
in and process it let’s go then search
it in many different ways and then
control the overall look and feel
through your admin module so hopefully
this was beneficial from a very quick
perspective and we can go from there
all right so I’m going to go ahead and
show you one last thing I know I
mentioned it since we have just an extra
minute before we turn it over to Q
this dashboard I was talking about
earlier is specific to my user which
means that I have access to control the
dashboard so I can move things around I
can actually set this dashboard up any
way that I want I can remove dashboards
I can add dashboards once again this is
high-level information that helps me as
the user that logs in see what I’m
actually trying to process and what I’m
actually trying to do for the day maybe
right here on my dashboard once again
these Dashboard widgets out-of-the-box
are available to you but you can
configure your own dashboard widgets
maybe you need specific metadata that
you want your supervisor so your
higher-ups to see every single day so
you can actually use it to jump off the
different
locations as you can see here I’ve
changed my dashboard as you can see
where I jump to the intake you from this
widget maybe I wanted to jump right into
a specific request right there from the
table and as you can see it jumps you
right into the request so I can see the
detailed information so wanted to make
sure that you knew that everything in
this application is role-based driven so
i as this user that’s logged in has a
lot of control about configuring my look
and feel and what access i have
throughout the application to focus it
to my specific persona so that’s really
the the nice thing about our case ploy
it provides a lot of configuration right
from the admin front-end to be able to
make the users experience what that
persona needs and only what that person
zona needs but what that means said I’m
going to turn it back over to Lauren for
questioning