eSentio’s deep understanding of the challenges in the legal industry has fostered the development of a number of key applications assisting legal and IT professionals around the world. Our products are catered to all legal users helping them run more efficiently and effectively. eSentio offers a variety of applications designed to work with today’s most popular legal solutions, for enhanced operability and performance.

Challenge: Many NetDocuments customers want tighter control over group management and synchronizing group memberships from AD into NetDocuments. NetDocuments can use federated identity to pass group memberships along with the user login. But this has limitations. With AD Sync administrators can push out group memberships for users before they login to the DMS. And AD Sync can synchronize group memberships for groups whose names in the DMS and in AD don’t match.

Solution: eSentio has created a ND AD-User Sync application that provides a mapping UI where a user maps groups in AD to a group in the DMS.  Then a scheduled process runs and synchronizes group memberships from the AD groups into their mapped NetDocuments groups.

Key Features:

• Synchronize group memberships from AD into the DMS.
• A mapping user interface facilitates 1 to 1 or 1 to many relationships between AD groups and DMS groups (group names do not need to match).
• Expanded Capabilities: Add more control over group memberships in the DMS.
• Sync on a custom schedule: Sync when necessary and needed for you.

Challenge: Often, law firms are required to give clients extensive reports of user activity data or use it for internal reasons. 

Solution: The eSentio ND Reporting tool gives you the capabilities to create the necessary reports quickly in an easy-to-use interface.

Key Features:

• Design Custom Reports: Use crystal report-like functionality to develop comprehensive reports.
• Filter and Sort Activity Data: Create reports for a specific date range, client, matter, author, etc.
• Graphical report design user interface allows for complex reports with advanced capabilities.
• Gain valuable insights: Produce multi-page reports showing DMS activity data of interest to determine and report on what actions users are performing.

Challenge: Previously, end users weren’t able to independently bulk import documents and folders to NetDocuments, especially when using advanced options and settings.

Solution: The eSentio NetDocuments Importer tool allows for the bulk importing of files to NetDocuments while maintaining settings, profile fields, and security. Our streamlined wizard interface enables the user to easily import documents, search for and select metadata field values and security groups with permissions for documents being imported. Incremental mode allows documents on the user’s PC to be marked as read-only and will skip files that it encounters that are already set to read-only.

Key Features: 

• Wizard import workflow
• Set complex security ACLs with various permissions on imported documents
• Select values from standard and custom profile fields in the DMS
• Optionally import sub folders any level deep
• Optionally delete or mark read only original files in the DMS
• Log file shows files imported, and any errors
• SSO Authentication

Challenge: Previously, end users were not able to independently bulk export documents and folders from NetDocuments, especially when using advanced options and settings. 

Solution: The eSentio NetDocuments Exporter tool allows end users or administrators to export large sets of documents from multiple source locations in the DMS in a single pass. Perform multiple queries to identify files and workspaces to export from NetDocuments. Our streamlined interface enables the user to preview the locations and files to be exported, add and remove from it, and then export in a single pass. Advanced filters can be used to limit the export to files modified during a specific window of time, by file name, or by file extension. 

Key Features: 

• Produce CSV report to allow users to manually select files to export
• Ability to customize and format the export file names
• Log file shows files exported, and any errors
• SSO Authentication

Challenge: Many cloud DMS customers need the convenience of a local DMS database for reporting and other data feed purposes.  In earlier versions of on-premises DMS servers used local databases and DMS administrators could use this data for creating reports, or to feed other internal systems with DMS data. But, with cloud DMSs like NetDocuments, there is no local database, so the lack of access to DMS data poses an issue. 

Solution: With the eSentio NetDocuments Data Warehouse, the data that firms became accustomed to having local access to can be synchronized to a local database, providing access for reporting, and feeding DMS data into other firm processes.

Key Features: 

• Synchronize documents, users, groups and more from the cloud DMS storage into a local SQL database.
• Local access to full list of DMS table metadata for Reporting and feeding data to other firm systems.
• Optionally download document files to a local file location.
• eSentio NetDocuments Data Warehouse can be configured to download the entire library of DMS documents to local file location. 

Challenge: One problem for users who move from a legacy DMS system like OpenText or iManage to NetDocuments is that all the existing document links in their documents will stop working. Users may have legacy DMS document links in emails, on disk, and in office documents that will not work when transitioning to a new DMS.

Solution:

To address this problem, eSentio has developed the eSentio Legacy Link Redirector to help migrations to NetDocuments go more seamlessly.  With LLR, legacy link files (NRL/DRF) are automatically redirected to the correct file in NetDocuments.

Key Features:

• File Manager integration allows legacy DMS link files (NRL/DRF files) to be opened using NetDocuments.
• Open links seamlessly from legacy DMS into documents in NetDocuments.

Challenge: When switching from one DMS to another, for example from iManage to NetDocuments, existing links embedded within documents will stop working.

Solution: eSentio has developed a Legacy Link Redirector to assist in migrations and make them as seamless as possible. With MS Office Link Repair for NetDocuments, an Office Toolbar button will appear inside Microsoft Word, Excel, and PowerPoint applications which will allow the user to convert any legacy DMS links to iManage links by simply clicking the “Scan for Links” toolbar button.

Key Features:

• Button within the Microsoft Word, Excel, or PowerPoint toolbar
• Continue to use legacy DMS links and convert legacy DMS links in Office documents to NetDocuments links.

Challenge: NetDocuments’ built-in admin tool requires the user to have full system permissions to perform routine administrative tasks like changing security of workspaces and clearing document check-outs. Granting full system permissions to help desk or other administrative staff can be problematic, as this complete unrestricted access could potentially be used in error. NetDocuments do not have a robust and powerful administrative user interface to perform bulk changes to document security and metadata. With native tools, there is no way to change security or profile field values on multiple workspaces or files. There is no easy way for helpdesk staff to clear document check-outs for users. And, once the IT department has granted helpdesk users sufficient admin rights to perform some tasks, they also get access to admin functions they don’t need or want.

Solution:  The eSentio NetDocuments Admin Tool allows the help desk users to perform all these routine security functions, including changing security of workspaces, clearing document check-outs, and mass updating profile metadata, without having to grant the user full and unrestricted administrative permissions.

Key Features:

• Allows user to search for workspaces and documents to act on
• Change security and profile field values on large numbers of workspaces and documents
• Allows modification of large numbers of workspaces and documents using background processes, with email notification upon completion.
• Unlock checked out documents for out-of-reach users
• Expose different levels of administrative access to various help desk users by role

Challenge:  The challenge firms have today with NetDocuments links stored in an email is that the email is not easily identifiable as having a DMS link. NetDocuments links are not attachments, as they were in legacy DMS systems. Instead, they are hyperlinks in the email, and so Outlook doesn’t show paperclip icon next to the email when viewing the inbox.

Solution: eSentio has solved this challenge by utilizing a Windows service which constantly scans MS Exchange to locate all emails which contain a NetDocuments US or EMEA link. Once identified, it will set a flag on the email, so the paperclip icon appears next to it in the inbox. The process is fast, occurs continuously, and is virtually maintenance free.

Key Features:

• Works directly with the Exchange server to enable the paperclip icon on emails.
• Paperclip icons will appear on all emails in Exchange, not just new emails going forward.
• The Paperclip application uses Exchange web services to communicate with Exchange. It can work with local exchange and in an upcoming release, will work with Exchange online.

Challenge: It can be difficult for a Firm’s IT department to measure adoption and usage of the DMS. And, nearly impossible to know what types of activities are most common, which office and practice areas are most active, and if overall usage is going up or down. 

Solution: The eSentio ND usage dashboard gives you a powerful interactive dashboard to visualize, filter and drill into historical usage data coming from the DMS.

Key Features:

• Gain valuable insights – what actions users are performing
• Visualize total usage by office, practice group or department, or visualize it over time
• Compare DMS adoption by practice group
• Interactive hover panels show additional insights on charts
• Drill into the data to uncover activity at the individual user level, or the client or matter level
• Continuously builds a historical local SQL database of DMS activity data that builds over time

The SharePoint Connector is a collection of SharePoint web parts which present native NetDocuments components on SharePoint. The web parts include documents, email, folders and workspaces. The connector supports SharePoint 2013 on-premises.

Challenge: Out of the box, NetDocuments provides workspace templating features. However, many customers run into limitations and need additional workspace template-related features.

Solution: Go beyond native NetDocuments workspace template functionality with the eSentio Workspace Template Manager. The eSentio Workspace Template Manager extends the workspace template functionality; allowing additional control and flexibility over workspaces as they are created or updated. The eSentio Workspace Template Manager is a task that can be scheduled based on a firm’s requirements.

Key Features: 

• Automatically update workspaces with subfolders, metadata fields, and security
• Automatically manage folder structures, metadata, and security of new and existing workspaces based on native workspace templates 
• Predefine workspace structure used by native workspace templates and apply them to new and existing workspaces. 

Challenge: Previously, end users weren’t able to independently bulk import documents and folders to iManage, especially when using advanced options and settings.

Solution: The eSentio iManage Importer tool allows for the bulk importing of files to iManage while settings profile fields and security. Our streamlined wizard interface enables the user to easily import documents, search for and select metadata field values and security groups with permissions for documents being imported. Incremental mode allows documents on the user’s PC to be marked as read-only and will skip files that it encounters that are already set to read-only.

Key Features: 

• Wizard import workflow
• Set complex security ACLs with various permissions on imported documents
• Select values from standard and custom profile fields in the DMS
• Optionally import sub folders any level deep
• Optionally delete or mark read only original files in the DMS
• Log file shows files imported, and any errors
• SSO Authentication 

Challenge: The native iManage export tool only processes one workspace at a time.

Solution: The eSentio Power Export application allows multiple profile search criteria to be queued to export many workspaces at once. In addition, the tool supports industry standards for CD/DVD creation. Our Power Export application allows end users or administrators to export large sets of documents (for production, co-counsel, client requests, transfers, lit holds, etc.) in a single pass. The easy-to-use interface allows the tool to be used by Records Managers, IT or non-IT staff, as well as DMS administrators. 

Key Features:

• Allows a user to burn documents from iManage to a DVD for offloading a user’s documents if they’re leaving the firm as well as for Litigation Hold preservation. 
• Exporter allows exports to be based on saved searches.
• Allows prepending and appending text to export file names, and it logs all transactions to a log file. It also allows the selection of metadata fields for export, and it can produce the metadata output in multiple formats.

Challenge: One problem for users who move from a legacy DMS system like OpenText or NetDocuments to iManage is that all the existing document links in their documents will stop working. Users may have legacy DMS document links in emails, on disk, and in office documents that will not work when transitioning to a new DMS.

Solution: To address this problem eSentio has developed the eSentio Legacy Link Redirector to help migrations to iManage go more seamlessly.  With LLR an Office Toolbar button appears inside Microsoft Word, Excel and PowerPoint applications allowing the user to convert any legacy DMS links in the office document to iManage links by simply clicking the “Scan for Links” button.

Key Features: 

• File Manager integration allows legacy DMS link files (NRL files) to be opened using iManage.

Continue to use legacy DMS links and convert legacy DMS links in Office documents to iManage

Challenge: When switching from one DMS to another, for example from NetDocuments to iManage, existing links embedded within documents will stop working.

Solution: eSentio has developed a Legacy Link Redirector to assist in migrations and make them as seamless as possible. With MS Office Link Repair for iManage, an Office Toolbar button will appear inside Microsoft Word, Excel, and PowerPoint applications which will allow the user to convert any legacy DMS links to iManage links by simply clicking the “Scan for Links” toolbar button.

Key Features:

• Button within the Microsoft Word, Excel, or PowerPoint toolbar
• Open links seamlessly from legacy DMS into documents in iManage

 

Challenge: Many cloud DMS customers need the convenience of a local DMS database for reporting and other data feed purposes.  In earlier versions of on-premises DMS servers used local databases and DMS administrators could use this data for creating reports, or to feed other internal systems with DMS data. But, with cloud DMSs like iManage Work, there is no local database, so the lack of access to DMS data poses an issue. 

Solution: With the eSentio iManage Data Warehouse, the data that firms became accustomed to having local access to can be synchronized to a local database, providing access for reporting, and feeding DMS data into other firm processes.

Key Features: 

• Synchronize documents, users, groups and more from the cloud DMS storage into a local SQL database
• Local access to full list of DMS table metadata for Reporting and feeding data to other firm systems
• Optionally download document files to a local file location 

eSentio iManage Data Warehouse can be configured to download the entire library of DMS documents to local file location.