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DOCOsoft SharePoint
Components
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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
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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
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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.
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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.
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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
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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.
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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
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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
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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.
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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.
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Viewing a document within the browser
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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:
