extranets presenatation for ala
DESCRIPTION
ALA New Orleans 2009TRANSCRIPT
Electronic Client ServiceElectronic Client Service
ExtranetsExtranets
Craig BayerLaw Office TechnologyMay 18th, New Orleans, LA
Updated Slide ShowUpdated Slide Show
http://www.lawot.com/resources.htm
http://www.lawot.com/resources.htm
What is an Extranet?What is an Extranet?
An extranet is a web portal that is
used to share various information with
non firm employees.
An intranet shares information with
employees.
An extranet is a web portal that is
used to share various information with
non firm employees.
An intranet shares information with
employees.
DetailsDetails
Available in a web browser.
Secure and not opened to the public.
First uses in Law Firms in the mid 1990s.
Available in a web browser.
Secure and not opened to the public.
First uses in Law Firms in the mid 1990s.
Standard FeaturesStandard Features
Document Versioning.Check In / Check OutNotification when new documents
added to the system.Shared Calendar's with Attorneys
and Extranet Users.Full text searching.Shared Contact Information.
Document Versioning.Check In / Check OutNotification when new documents
added to the system.Shared Calendar's with Attorneys
and Extranet Users.Full text searching.Shared Contact Information.
What It is NotWhat It is Not
Google DocsMicrosoft LiveSyncSync Tool
Google DocsMicrosoft LiveSyncSync Tool
Uses in the Law FirmUses in the Law Firm
2 Types of Legal Extranets
1. Share Information with Clients (Client Extranet)
2. Collaborate with Outside Counsel, Experts (Collaboration Extranet)
2 Types of Legal Extranets
1. Share Information with Clients (Client Extranet)
2. Collaborate with Outside Counsel, Experts (Collaboration Extranet)
Client ExtranetsClient Extranets
• Bills and Client Costs• Documents• Firm Newsletter• FAQ Questions
Some Firms charge for this service.
• Bills and Client Costs• Documents• Firm Newsletter• FAQ Questions
Some Firms charge for this service.
Collaboration ExtranetsCollaboration Extranets
Share Documents with Versioning
EX: Tobacco Case with 22 states and 60 law firms
Upload / Download Large Files (Pics)
EX: Trouble sending large pictures and scanned documents through email. Email is not
secure.
Share Documents with Versioning
EX: Tobacco Case with 22 states and 60 law firms
Upload / Download Large Files (Pics)
EX: Trouble sending large pictures and scanned documents through email. Email is not
secure.
Extranets SolutionsExtranets Solutions
• Microsoft SharePoint (Quickbooks like approach).
• Document Management Systems (DMS) that have Web portals. (Worldox Web, Interwoven’s Worksite, NetDocs, and Clio).
• Specific Extranet Software: Xerdict, Trialnet.com, AMS Collaborator.
• Microsoft SharePoint (Quickbooks like approach).
• Document Management Systems (DMS) that have Web portals. (Worldox Web, Interwoven’s Worksite, NetDocs, and Clio).
• Specific Extranet Software: Xerdict, Trialnet.com, AMS Collaborator.
What is SharePointWhat is SharePoint
Microsoft’ s DMS andCollaboration tool.
Host Documents, Blogs, and Wikis.
Intra and Extranet solution
Microsoft’ s DMS andCollaboration tool.
Host Documents, Blogs, and Wikis.
Intra and Extranet solution
SharePointSharePoint
Good Chance you might have it already at your firm.
Like Quickbooks, very general, will need customization for it to work with the firm.
Can be hosted or in-house.
Good Chance you might have it already at your firm.
Like Quickbooks, very general, will need customization for it to work with the firm.
Can be hosted or in-house.
SharePoint DemoSharePoint Demo
DMS ExtranetDMS Extranet
• Do not buy a DMS because you want an extranet, however, you should have a DMS.
• Best DMS are Closed Systems.• Your Extranet should either be your DMS
or work with it so you don’t have to use separate systems.
WorldoxWorldox
Law Office Technology resells Worldox.
Worksite and Net Documents are great products!
Law Office Technology uses one of two methods to implement an extranet into worldox web.
Law Office Technology resells Worldox.
Worksite and Net Documents are great products!
Law Office Technology uses one of two methods to implement an extranet into worldox web.
Worldox: Separate ProfileWorldox: Separate Profile
A separate profile group is established and designated as "External".
The internal staff picks and chooses which documents are made available to the clients by publishing documents to and from this external group.
External clients are given access to this group, and their particular subset of files.
A separate profile group is established and designated as "External".
The internal staff picks and chooses which documents are made available to the clients by publishing documents to and from this external group.
External clients are given access to this group, and their particular subset of files.
Separate Profile: ExampleSeparate Profile: Example
Worldox: Field CodeWorldox: Field Code
An extra field code is added to an existing profile group, usually called WDWEB.
If an internal user profiles a document and chooses EXTERNAL as a value for this field for example, this document will automatically be available to the client logging in based on security rules that allow this.
An extra field code is added to an existing profile group, usually called WDWEB.
If an internal user profiles a document and chooses EXTERNAL as a value for this field for example, this document will automatically be available to the client logging in based on security rules that allow this.
Field Code: ExampleField Code: Example
Worldox: User ViewWorldox: User View
From the client point of view, the initial welcome screen after login is usually populated with predefined bookmark buttons that will automatically display all of the files that client has access to.
Access to those files can be restricted to the point where ONLY view access is allowed, to a full control environment where the client has power to review the documents, and even upload new material (and everything in between). If material is uploaded or modified by the client, nothing needs to be done to make this available to the firm, those documents will be instantly available via the standard Worldox client on the workstations.
From the client point of view, the initial welcome screen after login is usually populated with predefined bookmark buttons that will automatically display all of the files that client has access to.
Access to those files can be restricted to the point where ONLY view access is allowed, to a full control environment where the client has power to review the documents, and even upload new material (and everything in between). If material is uploaded or modified by the client, nothing needs to be done to make this available to the firm, those documents will be instantly available via the standard Worldox client on the workstations.
User View: ExampleUser View: Example
ClioClio
Practice Management SoftwareSaaSHas Extranet Capablities
Practice Management SoftwareSaaSHas Extranet Capablities
Clio Client ConnectClio Client Connect
Legal Specific ExtranetsLegal Specific Extranets
These are usually hosted solutions.
Offered as a SaaS (Software as a Service) Model.
Pay a monthly fee.Much lower security risk because
the extranet is not at your site.
These are usually hosted solutions.
Offered as a SaaS (Software as a Service) Model.
Pay a monthly fee.Much lower security risk because
the extranet is not at your site.
AMS-Legal: CollaboratorAMS-Legal: Collaborator
• Hosted SaaS Solution.Connects with most DMS99.7 UptimeStarted In 1996Price???http://www.ams-legal.com/home/
index.ashx
• Hosted SaaS Solution.Connects with most DMS99.7 UptimeStarted In 1996Price???http://www.ams-legal.com/home/
index.ashx
Example 1Example 1
Example 2Example 2
Example 3Example 3
Build vs Buy vs HostBuild vs Buy vs Host
Should you:
1. Build from scratch with SharePoint?
2. Buy a DMS and set it up in your office?
3. Used a hosted product?
Should you:
1. Build from scratch with SharePoint?
2. Buy a DMS and set it up in your office?
3. Used a hosted product?
Skills needed to BuildSkills needed to Build
SSL CertificatesFirewallActive DirectoryWeb ServerSecurityDocument ManagementProbably some SQL
SSL CertificatesFirewallActive DirectoryWeb ServerSecurityDocument ManagementProbably some SQL
Cost AnalysisCost Analysis
Hardware/Software In-House Hosted
Front-end Server $2000.00 Included
Hardware $2000.00 Included
Server License $4424.00 Included
25 User Licenses $2350.00 Included
Set Costs ($125.00 hour)
$6250.00 Included
$17,024.00 $3900.00
25 Users of SharePoint for the First YearIn-House vs Hosted
Hosted Extranet FeaturesHosted Extranet Features
No Downtime (99.7%) No Installation, Configuration or Ongoing
Maintenance No Backups (Co-Locations) No Upfront Investment No need for an IT Services Natural Disaster Proof
No Downtime (99.7%) No Installation, Configuration or Ongoing
Maintenance No Backups (Co-Locations) No Upfront Investment No need for an IT Services Natural Disaster Proof
SecuritySecurity
An Extranet allows non-law firmemployees access to your firm
network(in-house extranet).
This is why you install firewalls in the first
place!
An Extranet allows non-law firmemployees access to your firm
network(in-house extranet).
This is why you install firewalls in the first
place!
Security (Hosted)Security (Hosted)
Hosted Solutions are better in a security sense because the users are not connected to your work network.
Just need to need have usernames and passwords.
Complex Passwords, Lockout policies, ect.
Hosted Solutions are better in a security sense because the users are not connected to your work network.
Just need to need have usernames and passwords.
Complex Passwords, Lockout policies, ect.
Security (In-House)Security (In-House)
Use Custom Port #sConsider using 2 Factor
Authentication like Smart Cards or One Time Password Tokens.
Separate Web Server fromDocument Server
Use Custom Port #sConsider using 2 Factor
Authentication like Smart Cards or One Time Password Tokens.
Separate Web Server fromDocument Server
ResourcesResources
List of Links to Blogs, Articles and Vendors on Extranets:
http://delicious.com/craigbayer/Extranet
Tiny URL: http://tiny.cc/gXtWl
List of Links to Blogs, Articles and Vendors on Extranets:
http://delicious.com/craigbayer/Extranet
Tiny URL: http://tiny.cc/gXtWl
Thank You For Listening! Thank You For Listening!
Law Office Technologywww.lawot.com
www.lawotblog.com
Craig Bayer [email protected]
Law Office Technologywww.lawot.com
www.lawotblog.com
Craig Bayer [email protected]