OPEN2 - Providing Mobile Access to OpenText eDOCSilta.personifycloud.com/webfiles/productfiles/696759/...• iPhone, iPad, Android – Content can be downloaded via WDMS client •

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Content Management Solutions OnThe Go: Providing Mobile Access to

OpenText eDOCS DM

#OPEN2

Paul C. Wittekind

Porzio, Bromberg & Newman, P.C.

Tweeting? Be sure to include the session hashtag: #OPEN2

Traditional eDOCS Implementation

• Corral content into a single repository

• Eliminate Balkanization of informationpreviously scattered firm-wide

• “Command and control” ecosystem

• Limited points of access

• Well-suited to traditional legal workflowprocesses


The eDOCS Holy Grail

ScannedDocuments

E-Mail Office Documents

Graphics andDrawings

Multimedia and voicemail

eDOCS DM“Information

Items”

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Is Central Planning Still Relevant?

• Risk management and compliance benefits

• Business continuity efficiencies

• Deliver improved client value and service –leverage work product and matter experience

• Control escalating costs associated with non-centralized data storage


The Sum of Your Users’ Fears

• Items traditionally available remotely now arenot

– E-mail not stored in Outlook = not accessible

• Previously accessed on BlackBerry, iPhone, Android

• Not accessible via Outlook Web Access

– Unified messaging = voicemail not accessible

– “What are you taking from me next”?

– “Darned if I’m going to use that e-mail filing suite”


Drivers for Mobile Access to eDOCS

• Strategic – consolidation of content

– Adoption imperiled by perception that it reducesaccess to e-mails

– Users wedded to smartphone containing e-mailsfrom prior 30-60 days (or longer)

– All initiatives now must be “mobile-friendly”

• Raised expectations – “smartphone paradox”

– Mobile e-mail access has raised the bar for alltypes of content

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Drivers for Mobile Access to eDOCS

• Business

– Improved client service and responsiveness torequests

– Reduced demands upon administrative personnel

– Reduced loss of billable hours

– More time available for client- / customer-focusedtasks

– Competitive advantage


eDOCS Access – Tactical Benefits

• Smartphones and tablets becoming the primarytools to access enterprise content during non-business hours

• Meet clients’ off-hours requests using the mobiledevices that your users prefer (and buy)

– Review, edit, and forward enterprise content fromany location at any time

• Reduction in off-hours administrative expenses


eDOCS Access – DRFs with Benefits

• Why mandate use of .DRF files when sharingcontent internally?

– Ensures all edits captured in the DMS

– Reduces risk of “lost edits” caused by Outlook2007’s storage of attachments in temporary filesthat are deleted

• Outlook 2010 resolves issue

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eDOCS Access – DRFs with Benefits

• Inability to view/edit .DRF references in e-mailattachments on mobile devices → fulldocuments attached to e-mails

– Increased loss of edits and work product

• Users resistant to sending document referencesunless they can be accessed on mobile devices


What Do Your Users Get?

• Access to all eDOCS content

– Recent edits

– Profile and content (full-text) searches

– Quick Searches

– Ability to unlock items

• View, download, and edit eDOCS content

• E-mail documents


The Old Guard

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The New Kids on the Block


“Tear Down that Wall”

• Matrix Logic Wireless Document ManagementSuite (WDMS)

– BlackBerry (“traditional” device for law firms)

– iPhone

– iPad

– Microbrowser (Android, Windows Mobile)

– BlackBerry Playbook (August 2011 release)

• Citrix Receiver for iPad, Android, other tablets


Selecting the Mobile Solution

• Smartphone and tablet policies

– Devices provided (and to whom)

– Devices supported

• E-mail access policies

• Tolerance for potential exposure of content

• Security policies

• Ease of access to content

• Cost

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E-Mail Access Policies

• BlackBerry only

– Wireless DMS client for BlackBerry

• Search, edit, e-mail, unlock eDOCS content

• iPhone, iPad, and Androids

– Native integration with Exchange?

• Can edit documents attached to e-mails

– “Sandboxed” solution (e.g., Good for Enterprise)

• No direct editing of attachments


Risk Tolerance / Security Policies

• Citrix Receiver

– Most secure

– No device wiping concerns

– All content security mechanisms remain in place(metadata cleansing, audit trails)

• BlackBerry (BES)

– Content can be downloaded via the WDMS client

– Entire device can be wiped centrally


Risk Tolerance / Security Policies

• iPhone, iPad, Android

– Content can be downloaded via WDMS client

• WDMS cannot remotely wipe downloaded content

– Firm policy on wiping a device

• Entire device vs. selected content

• Firm-provided vs. user-provided device

• Can be governed by type of device connection allowed(ActiveSync vs. Good)

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Content Security

• Access to eDOCS content on mobile devicesbypasses desktop- and Citrix-based protection

– Metadata, tracked changes, comments and notes

– May require installation of server-based solution

• Downloaded content can be e-mailed topersonal accounts

• Are these risks truly greater than others (e.g.,flash drives)?

• Reduce temptation of file syncing services


User Satisfaction

• Citrix on tablets

– Potentially more cumbersome to edit eDOCScontent than with native tablet apps

– Lengthier logon process

– Familiar applications – no learning curve

• WDMS client

– Rapid access to eDOCS content – quick response toclient needs

– Items edited in unfamiliar applications


The CFO’s Question

• Citrix Receiver

– Minimal expense if current with Citrix software

• BlackBerry

– WDMS client expense; Documents To Go native todevice

• iPad (and tablets)

– WDMS client expense

– Editing app (Documents To Go, Office2 HD, Pages)

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What Did Porzio Do?

• BlackBerry – current firm-provided/paidstandard

– Device refresh Q1/Q2 2012

– Wireless DMS client

– Native Documents To Go

– Citrix Receiver available (rarely used)


What Did Porzio Do?

• iPad, iPhone, Android

– Firm supports personal devices but does not pay

– Strong password required; 10 attempts allowed(iOS 4.x)

– Wireless DMS client

– Firm-provided editing app (Documents To Go)

– Good for Enterprise e-mail (with remote wipe)

– Citrix Receiver; RSA token app


WDMS for eDOCS – BlackBerry

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View = View

Open = View then Download

Send = E-Mail





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WDMS for iPad – Main Screen


WDMS for iPad – Recently-Edited

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WDMS for iPad – Recent E-Mails


WDMS for iPad – History


WDMS for iPad – Mail

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WDMS for iPad – Full-Text Search


WDMS for iPad – Profile Search


WDMS for iPad – Downloads

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WDMS for iPad – Download Delete


WDMS for iPad – Open


WDMS for iPad – Documents To Go

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WDMS for iPad – Documents to Go


Technical Considerations - BlackBerry

• Wireless DMS for BlackBerry

– Installed via an e-mail containing an internal link tothe wireless device server

– Also can provide a publicly-accessible webaddress (secure because the actual connection goesthrough the BES)


Technical Considerations - General

• Firewall

– Provide the publicly-accessible location in the DMZand have it then talk internally – maximizessecurity

– SSL can be implemented

• Personal BlackBerry devices

– No special configuration because client is BES-driven

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Technical Considerations - General

• Mixed DOCS Open / eDOCS environments

– No special configuration required

– DOCS Open users do not see Recent Edits on initialscreen


Technical Considerations – WDMS Server

• Interacts with multiple systems

– eDOCS, Exchange, BES, IIS, Firewall, and PublicDNS

– Exchange administrator needs to be closelyinvolved


Technical Considerations – WDMS Server

• SMTP relay server setting on the Exchangeserver

– Firms without an internal gateway betweenExchange and the Internet may have to exercisecaution to ensure that the Exchange server does notappear as an open relay