Intelliworks Document Management

Transcription

1 Intelliworks Document Management Features, Policy and Process Revision 1.01 Copyright OchreSoft Technologies All Rights Reserved. About OchreSoft Technologies OchreSoft Technologies Ltd was formerly established in 2003, having been part of a two year research program inside a leading law firm (BPE Solicitors). Our strategy was to deliver an innovative workflow framework, building upon the expertise already gained, and optimizing its use for wide area services such as the World Wide Web. We now offer several industry-leading workflow applications to over 150 online customers, delivered using our flagship product, Intelliworks. About Virtual Firm The Virtual Firm is our web portal; it enables work providers and clients to benefit from up to the minute status information and reports. The portal currently tracks thousands of new instructions per month. It also gives work referrers and clients the ability to send interactive messages and new work instructions through the World Wide Web. About Intelliworks Intelliworks is an innovative suite of workflow and content management tools. Using the latest.net technology we have designed a groundbreaking platform that uniquely delivers a range of expert workflows over XML web services, using distributed processing. Our simple pay-as-you go deployment model, and our automatic self-updating platform, means that the time to adopt leading workflow software has never been better. About Workflows Our workflows are fully functional applications that embody knowledge and expertise, as well as all associated content (letters, forms etc). These applications are encoded in a special business-process language (XBPL), using standard XML, and then encrypted and delivered to the Intelliworks Client via the Internet. Workflows comprise of one or more processes, which each comprise one of more tasks. A task can be anything a simple as making a phone call, through to filling out a complete SDLT 1 form.

2 About OchreSoft Technologies OchreSoft Technologies Ltd was established in 2003, having been part of a two year research program inside a leading regional law firm. Our strategy was to deliver an innovative workflow framework, building upon the expertise already gained, and optimizing its use for wide area services such as the World Wide Web. We now offer several industry-leading workflow applications to over 180 online customers, delivered using our flagship product, Intelliworks. About Intelliworks Intelliworks is an innovative suite of workflow and content management tools. Using the latest.net technology we have designed a groundbreaking platform that uniquely delivers a range of expert workflows over XML web services, using distributed processing. Our simple pay-as-you go deployment model, and our automatic self-updating platform, means that the time to adopt leading workflow software has never been better. About Workflows Our workflows are fully functional applications that embody knowledge and expertise, as well as all associated content (letters, forms etc.). These applications are encoded in a special business-process language (XBPL), using standard XML, and then encrypted and delivered to the Intelliworks Client via the Internet. Workflows comprise one or more processes, each of which comprises one of more tasks. A task can be anything as simple as simple as making a phone call, through to filling out a complete SDLT form. About This Document This document describes the policies and processes OchreSoft has implemented for the provision of programmable content and attached content to workflow cases. Copyright Copyright OchreSoft Technologies Ltd, All Rights Reserved. No part of this publication may be reproduced in any form without the written permission of OchreSoft Technologies Ltd. Disclaimer OchreSoft Technologies Ltd cannot be held liable for technical and editorial omissions or errors made herein; nor for incidental or consequential damages resulting from the furnishing, performance or use of this material. OchreSoft Technologies Ltd Unit 11 Lancaster Place South Marston Business Park Swindon SN3 4UQ Tel: Fax: info@ochresoft.com Web: OSFT-USPEC-R027 Rev 1.01

3 Introduction Documents and forms form the core of any workflow, and we have invested several years and thousands of man hours in designing and refining this content. Intelliworks incorporates a dedicated repository for all this information called the Intelliworks Content management System (CMS). This document deals with the following: The Intelliworks CMS Programmable Letters and Forms Attachments Storage Customisation Legal Forms Updates If you have any further questions on these areas please contact customer support. Related Documents The following documents are referenced: Pre-Installation Questionnaire. OchreSoft Technologies Ltd Application Service Provider Service Level Agreement. OchreSoft Technologies Ltd. IWSLA-001, Rev 1.01, December Moving Away Guide. OchreSoft Technologies Ltd, Rev 1.01, March STAR managed Hosting services home page: Data Protection Act FIPS PUB 197. AES Encryption Standard. Nov 26, 2001.

4 The Intelliworks Content Management System (CMS) Intelliworks incorporates a sophisticated content management system, and a set of messaging features to support programmable document templates. The CMS sits within the Intelliworks Server database, supported by Microsoft SQL Server. The main features of the CMS are as follows: Supports programmable document fragments and templates in order to enable per-customer documents and forms Provides highly optimised compressed storage of both templates and attached content Supports several levels of caching to enable optimum use of bandwith and faster transport times Supports multiple edit revisions of documents and content Supports a broad range of content types (office documents, legal forms, pdfs, zip archives, xml, images etc.) Document Templates Intelliworks workflows make extensive use of documents. It is important to understand that these are not documents in the conventional sense, but fragments of programmable text, with separate header and footer components. This enables each workflow to render a finished document to the screen with the customised look and feel expected by a customer, and automatically inserting data and inserting or omitting paragraphs according to the data input into a case. Document Revisions Users can review, edit and rename documents provided by the workflow at various stages of a case. Once a final document is produced it can be printed, faxed or ed and a permanent copy is saved into the CMS. Each revision of the document is stored in the CMS, enabling users to roll back to a particular edit as and when required. This is extremely useful for audit purposes or when a subsequent revision is deemed incorrect and has to be deleted to use a previous edited version. Customised Letters When you first sign up to use Intelliworks, part of the commissioning process is to fully identify which letters you need customising and how your letters should look. There are hundreds of standard letters in the system, developed over several years of working with many legal practices. We can accommodate variations in style such as font, font size, standard headers and your company logo. These changes will be applied to all standard letters held within our system and are subsequently published to you. A small number of letters are typically so unique to a customer that we will incorporate your content directly and replace the standard letter with your variant; the client care letter, bill, and terms of business are typical examples.

5 It is important to understand that any letters that are completely replaced in the system cannot be updated automatically by OchreSoft and, as such we strongly recommend that any letters sensitive to legal and financial changes are not replaced. Letters that are completely customised in this way must be maintained by you and it is your responsibility to provide updates that we can incorporate on your behalf. Again, if these changes are important in the legal or financial sense we endeavour to incorporate changes within one or two days. Incorporating Your Ideas We are always receptive to customer feedback and part of our continued process of improvement is that we take on board your ideas and, where appropriate, incorporate them. We tend to find that letters often generate invaluable feedback; however we need to differentiate between the following: Content or content changes/options that make sense to publish generically throughout the customer base Content that is so specific as to be considered unique to that customer (including paragraph text and/or potentially complete documents). In the first case such content may either be incorporated through a new revision of a standard document, or may be made available as part of a programmable document, either through the use of workflow option settings (chosen by the use per case) or as site preferences (set for the customer globally). In the second case it is possible to incorporate these kinds of changes through site preferences. However there may be a charge for this customisation depending on the complexity and volume of documents. As a general rule we prefer wherever possible to maintain a standard document set, albeit making that as flexible as possible according to specific customer needs. Legal Forms Intelliworks provides Legal Forms for all major workflows, and these work in a similar manner to documents in that data from a case is inserted dynamically into a form depending on the state of the case. The main difference is that the templates for these forms are provided by a third party system. We currently integrate with Laserforms in order to provide automated form production. Unlike documents, we do not directly control the revision or content of these forms directly; however we update this content as soon as new revisions are made available to us. Updates One of the key advantages of using Intelliworks is that letters (and legal forms) are regularly updated automatically. We ensure that changes in legal and financial status are made available efficiently and rolled out automatically to you, typically within one or two days (depending on the complexity of the change). There is no need for our support staff to visit your site or update your systems manually; these changes are rolled out using our Smart Update service. Once the changes are deployed, the revised content will automatically appear in your live cases without intervention. If you are mid-way in a case and have already produced content that is no longer current, you may be advised to re-run that task and generate a new document based on the latest content.

6 Support Should there be any service outage OchreSoft support staff will be on hand to get the service up and running as quickly as possible. We handle all communications with our hosting provider. For Further Information If you would like a demonstration of Intelliworks, or further information please contact us at sales@ochresoft.com or call us at +44(0)