ilta-ot increasing user adoption of edocs dm (2).pptx [read...

Increasing UserIncreasing User Adoption of eDOCS DMLani JacobsLead & Principal Solution Consultant

February 7, 2012

Lani Jacobs

Rev 2.0 01102010 Copyright © 2010 Open Text Corporation. All rights reserved Expires March 31 2011

1

AgendaAgenda

You can lead a horse to water, but…Dynamic Views – Tips & T i kTricks Improve the save processImprove searchingImprove searchingTemplate/FormsAutomating Email Capture g pand CategorizationAccess from anywhereSummary

2Copyright © 2011 Open Text Corporation. All rights reserved.

ECM isn’t a “deploy and forget” technology

Organizations have Strong Immune Systems Aimed at Maintaining the Status Quo

things thethings the application can do

things the user can actually do effectivelyactually do effectively

And while functionality is vital adoptionAnd while functionality is vital, adoption delivers the value (ROI)

Source: Defining Enterprise Software “Success”, SandHill.com and Neochange, 2008

Up to 85% of ECM implementations do not meet the expectations of the organization.AIIM

What is Successful User Adoption?What is Successful User Adoption?

how to use the How to do their jobs

MOREhow to use the application

MORE EFFECTIVELY using

the applicationpp

D i ViD i ViDynamic ViewsDynamic Views

10Copyright © 2011 Open Text Corporation. All rights reserved.

Dynamic Views 101Dynamic Views 101

11Copyright © 2011 Open Text Corporation. All rights reserved.

Subscriptions & DelegationSubscriptions & Delegation

By default all subscriptions use the sameBy default all subscriptions use the same DocTypes per user

Controlling Document TypesControlling Document Types

SQL scripts can be used to define the de e edefault DocTypes all users receiveusers receive rather than starting with ALL DocTypes.

Default security on SubscriptionsDefault security on Subscriptions

Columns can vary from Email filtersColumns can vary from Email filters…

DMViews.dat is stored in c:\Users\name\AppData\Roaming\OpenText\DM\Settings

to Document filtersto Document filters

HKEY_CURRENT_USER/Software/Hummingbird/PowerDOCS/Core/Plugins/Fusion/Settings/DetailColumns

Extended Dynamic Views (EDV)Extended Dynamic Views (EDV)

Adhoc Folders (EDV)Adhoc Folders (EDV)

I SI SImprove SaveImprove Save

20Copyright © 2011 Open Text Corporation. All rights reserved.

Save Process Introduced with DM 5 2Save Process, Introduced with DM 5.2

21Copyright © 2011 Open Text Corporation. All rights reserved.

Browse or shortcuts to auto fill the profileBrowse or shortcuts to auto-fill the profile

Updated Profile formUpdated Profile form

Is Security still needed on the profile?Is Security still needed on the profile?

Simplify transition Word 2003 to 2007/2010Simplify transition Word 2003 to 2007/2010

I S hI S hImprove SearchImprove Search

26Copyright © 2011 Open Text Corporation. All rights reserved.

Needs to make sense to the usersNeeds to make sense to the users

Search Term HighlightingSearch Term Highlighting

Should emails be included or not?Should emails be included or not?

Adding Documents/Emails/Folders ButtonsAdd Radio Group Field to Profile Table, ie: EMAIL_SRCH

Documents;DocumentsEmail;EmailEmail;EmailFolders;Folders

Add to Group_DEF to set global defaults. Expose it on Outlook and Folder forms to set and then hideFolder forms to set and then hide.Run SQL Scripts

Update docsadm.profileset email srch = ‘Documents’set email_srch Documentsgo

Update docsadm.profileset email_srch = ‘Folders’where application = 2where application = 2go

Update docsadm.profileset email_srch = ‘Email’where application = (select system idwhere application = (select system_idfrom docsadm.apps where application= ‘MS OUTLOOK’)go

Additional Filters including email headersAdditional Filters including email headers

Don’t forget about Advanced SearchingDon t forget about Advanced Searching

T l t /F D tT l t /F D tTemplates/Forms DocumentsTemplates/Forms Documents

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Templates/Forms stored in DM FoldersTemplates/Forms stored in DM Folders

3434Copyright © 2011 Open Text Corporation. All rights reserved.

A t ti E il C t d C t i tiA t ti E il C t d C t i tiAutomating Email Capture and CategorizationAutomating Email Capture and Categorization

35Copyright © 2011 Open Text Corporation. All rights reserved.

Outlook folders save to eDOCS DMOutlook folders save to eDOCS DM

36Copyright © 2011 Open Text Corporation. All rights reserved.

Defining Outlook folder to save to DMDefining Outlook folder to save to DM

37Copyright © 2011 Open Text Corporation. All rights reserved.

Defining Outlook folder to save to DMDefining Outlook folder to save to DM

38Copyright © 2011 Open Text Corporation. All rights reserved.

Knowing what emails are savedKnowing what emails are saved

3939Copyright © 2011 Open Text Corporation. All rights reserved.

Bulk filing of one or many emailsBulk filing of one or many emails

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Quick File Button incorporates Suggestive FilingQuick File Button incorporates Suggestive Filing (Preview)

Copyright © 2011 OpenText Corporation. All rights reserved. 41

Quick File Button for Outlook 2010 (Preview)Quick File Button for Outlook 2010 (Preview)

Copyright © 2011 OpenText Corporation. All rights reserved. 42

Quick File User Interface (Preview)Quick File User Interface (Preview)

4343Copyright © 2011 Open Text Corporation. All rights reserved.

Displaying Emails from eDOCS DMDisplaying Emails from eDOCS DM

A f A hA f A hAccess from AnywhereAccess from Anywhere

45Copyright © 2011 Open Text Corporation. All rights reserved.

When you are on the goWhen you are on the go…

Wireless DMS for eDOCSWireless DMS for eDOCSAccess to Content

Recent EditsRecent EditsContent (full-text) searchesProfile searches – supporting

t h fi ldcustom search fieldsQuick searches

Selectable search libraries View, download, and edit documents from eDOCSEmail Documents

Corporate + Personal listsDisplay all contact lists or justDisplay all contact lists or just one

View Document history47Copyright © 2010 Open Text Corporation. All rights reserved. Expires March 31, 2011.

Wireless DMS for eDOCSWireless DMS for eDOCS

Native iPad ApplicationppSimilar features to MicroBrowserPlus:Plus:

Contacts integrationAbility to download, cut and paste from documents topaste from documents to other appsUse off-lineCheck-in document as newCheck in document as new version

Download “Wireless DMS” from the App Storefrom the App Store

48Copyright © 2010 Open Text Corporation. All rights reserved. Expires March 31, 2011.

DM Extensions for SharePoint 2010DM Extensions for SharePoint 2010

49Copyright © 2011 Open Text Corporation. All rights reserved.

SSSummarySummary

50Copyright © 2011 Open Text Corporation. All rights reserved.

Adoption is not a one shot effort it’s aAdoption is not a one shot effort, it s a journey of change transforming how your organization does businessorganization does business

The key question is not if people have adopted a certain technology, but rather how they are using it and how new and improved practices are being adopted. For an organization that seeks to improve its operations andorganization that seeks to improve its operations and management, the adoption of a certain technology isn’t really interesting unless it creates value.

The potential value of a new technology lies in the new and improved behaviors and practices that might emerge when the technology is introduced to and adopted by staff It’sthe technology is introduced to, and adopted by, staff. It s when people change the way they behave — for the better — and find better ways do their work. That is when

ti l f b i d h thoperational performance can be improved, when the organization’s ability to innovate can increase, when people can collaborate more efficiently and effectively, when decision making can improve and so forth.

Oscar Berg

And while functionality is vital adoptionAnd while functionality is vital, adoption delivers the value

Source: Defining Enterprise Software “Success”, SandHill.com and Neochange, 2008

An adoption strategy helps you realizeAn adoption strategy helps you realize more value

things the application can do

things the user can gactually do effectively

Overhaul the approach to seduce usersOverhaul the approach to seduce users into the system

Got users?Join our community of experts tackling the challenges of adoption.challenges of adoption.

Subscribe NowAsk a question. Share best practices. Increase the value of your investment. knowledge opentext com/go/adoptionknowledge.opentext.com/go/adoption

OrEmail us at: adoption@opentext.com

5757Copyright © 2011 Open Text Corporation. All rights reserved.

Thank You

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