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DOCOsoft SharePoint

Components

2011

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Table of Contents

Introduction ........................................................................................................................................... 3

SharePoint Enhancements ................................................................................................................... 4

SharePoint Plugin for Outlook ........................................................................................................ 4

SharePoint Viewer ............................................................................................................................ 7

SharePoint Audit ............................................................................................................................... 9

SharePoint Document Library Customisation ............................................................................. 10

SharePoint Server Warm Up Tool ................................................................................................. 10

SharePoint Custom Workflow ....................................................................................................... 11

SharePoint Scanning ...................................................................................................................... 12

DOCOsoft Integration with SharePoint ........................................................................................... 13

DOCOsoft DMS SharePoint Portal ............................................................................................... 13

DOCOsoft ECF Claims Workflow SharePoint Portal ................................................................... 15

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Introduction

Microsoft SharePoint is a collaboration tool which can include websites, portals, content management

system, wikis, etc. It can play various roles in a business environment. DOCOsoft has developed

different capabilities for SharePoint including an interface to our enterprise DOCOsoft DMS and to our

claims management system.

This document discusses some of the enhancements DOCOsoft have implemented, creating a better

and value added SharePoint experience. Some of the areas discussed are:

SharePoint Enhancements

SharePoint Custom Workflows

DOCOsoft DMS SharePoint Portal

DOCOsoft Claims Portal

SharePoint 2007 and SharePoint 2010 supported.

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SharePoint Enhancements

SharePoint Plugin for Outlook

Overview

One of the main issue with SharePoint/Outlook is the inability to save email metadata associated with

the email when it is saved into SharePoint. DOCOsoft have created a solution that overcomes this

issue and allowing you to save directly from Outlook into SharePoint.

The DOCOsoft SharePoint plugin, creates a email content type (DOCOsoft Email Content Type) and

email view (DOCOsoft Email Properties View) in SharePoint. This mean that when the user saves an

email into a SharePoint document library, the content type will then be associated with this libray as

well as the view and all fields will be filled in with the email metadata.

Outlook Ribbon

In the image below you can see Outlook 2010 with a customise ribbon containing a DOCOsoft tab.

The DOCOsoft tab allows you to configure you SharePoint site and save mail’s directly into SharePoint

while carry across all metadata associated with the email.

Outlook 2010 - DOCOsoft Tab

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Site Viewer

These windows show the top-level site which was entered in the configuration section and all the sub-

sites that contain document libraries. The image on the left show the full collection of document

libraries across the site compare to the right image which shows only document libraries which

contain the DOCOsoft Email Content Type.

Tree View showing all SharePoint sites

Saving Emails

To save an email into SharePoint the user selects the email they wish to save into SharePoint, clicks on

the DOCOsoft tab and selects the Save to SharePoint option. Depending on whether the email

contains attachment; the user will be given one of two options. If the email doesn’t contain

attachment then a Save As dialog will be displayed. This will contain the email subject by default but

may be changed by the user.

If the email contains attachments then the user has the choice of saving the mail a number of ways as

shown below.

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SharePoint Email Document Library

As you can see below the emails have been imported successfully along with the associated metadata.

Also this library contains attachments which have been extracted from the email.

SharePoint Email Document Library

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SharePoint Viewer

Out of the box SharePoint doesn’t allow the user to view documents within the browser. The viewing

capabilities are non-existent from within SharePoint. The user must open a document using the

application associated with the file type, which means they must have this application installed on

their client machine. DOCOsoft SharePoint Viewing feature allows the user to easily view documents

directly in the browser.

View Document Menu Item

Viewing a document using DOCOsoft Viewer

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One of the benefits of the SharePoint Viewer is the abilty to view documents that the user may not

have the required application installed to view this file type. As you can see from the example below,

a Microsoft Visio file is being displayed within the browser, the user can still view this document even

though they do not the Visio application installed on their machine.

Viewing a Visio diagram within SharePoint

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SharePoint Audit

Windows SharePoint Services 3.0 introduces built-in audit logging you can enable and configure at

the scope of a site collection. When you enable auditing, Windows SharePoint Services writes audit

event entries into an internal audit log table that is stored within the content database. The audit

event entries for a site collection are stored with all other Windows SharePoint Services content such

as list items, documents, and Web Part customizations.

While Windows SharePoint Services provides the basic mechanisms for auditing, it does not provide

any built-in support for users to enable auditing. Because Windows SharePoint Services does not

provide the functionality to see entries that are written to the audit log, this must be custom made to

enable the Windows SharePoint Services audit logging facility. Here at DOCOsoft we have

implemented this feature. This feature reads entries from the audit log and displays this data to the

site's users.

View Audit History

Audit Log for Item

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SharePoint Document Library Customisation

In a document management system, the user doesn’t want to have to navigate deep folder structures

every time they move from one location to the next. At DOCOsoft we have customised the SharePoint

Document Library so that when a user is navigating between SharePoint sites and return to the

Document Library, the last location is they were browsing is recalled.

SharePoint Server Warm Up Tool

The server warm up tool was created to warm up the SharePoint server. The warm up simply hits each

of the SharePoint sites. The reason this is done is because the sites have to recompile and this loading

isn’t very fast the first time. In fact sometimes it is incredibly slow. The Warm Up tool will do this for

you and can be run on a schedule so this can be done at out of office hours. You will usually want to

schedule the tool to run once a day on your web front end servers sometime after IIS has been reset.

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SharePoint Custom Workflow

DOCOsoft has the ability to create custom workflows for your business. These workflows are

integrated with SharePoint and Outlook and use common tools such as Microsoft InfoPath forms to

capture and exchange data. These workflows are easily triggered by actions performed on List or

Document Libraries and are integrated into Microsoft Office suite seamlessly.

Workflow integration with Outlook and InfoPath

Custom Workflow tasks integrated with Outlook tasks

Custom workflow task integration with Microsoft InfoPath in Outlook

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SharePoint Scanning

At DOCOsoft we provide our customers the ability to scan documents directly into their SharePoint

solution. We enabled this by integrating our software with Java enabled Ricoh devices.

On the Ricoh device the user has the ability to select the Document Library in SharePoint they wish to

scan into and also associated metadata with the current scan document.

Scan directly to SharePoint document libraries

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DOCOsoft Integration with SharePoint

DOCOsoft DMS SharePoint Portal

The DOCOsoft treasury client suite is now available as a portal site within SharePoint. This means you

can access your entire range of document that reside on the DOCOsoft treasury sever directly through

SharePoint. We have taken advantage of SharePoint (windows) authentication so the user can log on

seamlessly (single sign on) to their DOCOsoft Treasury account directly through the SharePoint Portal.

From this portal you can navigate the DOCOsoft treasury folder structure, view documents directly in

the browser, execute complex searches or simple searches, it’s up to you. This offers the user great

flexibility and saves time having to switch between numerous applications.

Below are some images of the metadata, searching and viewing capabilities for the DOCOsoft DMS

SharePoint Portal.

List view showing document metadata

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Viewing a document within the browser

DOCOsoft Full Text Search

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DOCOsoft ECF Claims Workflow SharePoint Portal

ECF Claims Workflow provides a simple, intuitive and user friendly interface for handling claims. It

handles claims based on the Unique Claims Reference (UCR), which defines the relevant claim, and the

complete movement lifespan of a UCR is captured in the system.

As each UCR movement is processed it is allocated to a workflow user based on a series of rules.

These are:

Role (lead or follow)

Carrier reference (using a look up table that links components of the carrier reference to

individual adjusters)

Size of paid, outstanding or incurred claim (100% values)

A previously allocated adjuster.

The syndicate share of the financial values

The incurred movement of the claim

Below you can see images taken from the ECF Claims workflow integrated into SharePoint:

User inbox

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Management View

Summary Report