The easy way to enrich your Autonomy iManage WorkSite experience.
RBRO Solutions
Our knowledge, your imagination. Powerful software.
“RBRO was able to streamline our needs with several WorkSite System Manager (WSM) snap-in modules. The flexibility and ease-of-use of RBRO’s products enables us to do what we require and when necessary, to do it within relatively tight timelines.” Lorey Hoffman, Chief Information Officer Akin Gump Strauss Hauer & Feld LLP | Washington, DC
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Contents
About Us Page 3
The WorkSite Solution WorkSite System Manager
Page 4
Snap-ins Page 5
Contact Us Page 19
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About Us RBRO Solutions was founded by John Russell and Howard Russell, brothers whose vision was to enable Law Firms and the Architecture, Engineering, and Construction (AEC) community to maximize organizational and employee efficiency by utilizing document management solutions. Today the vision still holds true, albeit expanded. Today, we are ensuring that all markets beyond the Legal and AEC industry, capitalize on their use of content and document management solutions. More importantly, we are enabling these markets to realize business optimization and client satisfaction from dynamic collaborative Autonomy iManage solutions. To accomplish this, we are committed to providing our clients with the best of breed technology solutions and the highest level of end-to-end services, integrated software products, and customized software solutions. We are partnered with global leaders specializing in content and document management solutions, providing adoptable and scalable improvements in business efficiency and agility. With a sophisticated Document Management Solutions (DMS) platform, companies can grow their business to meet the needs of the ever changing enterprise marketplace. Our promise to clients is to provide customized and scalable solutions that integrate seamlessly within their existing business and information technology environment. Our user-friendly and cost effective solutions empower companies to rapidly adjust business process functionality to meet their unique needs now and into the future. Our knowledge, your imagination. Powerful software.
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The WorkSite Solution WorkSite System Manager (WSM) 2.0 is an easy to use framework that facilitates the use of modular snap-ins to govern your Autonomy iManage WorkSite system from a single powerful interface. The WSM framework allows you to automate tasks and select desired snap-ins to interact with one another for simultaneous performance. This enterprise administration solution enables organizations to gain a greater degree of control over WorkSite in its entirety.
How does it make my life easier? With WSM, you do not need to purchase one large comprehensive product, consisting of multiple unrelated operations, to meet the needs of your firm. You choose the functionality that you require. The process of managing multifaceted systems is onerous and can become inefficient. Although WSM snap-ins are sold separately, they are installed on and managed from one central location. The WSM also allows for history logs to better audit WorkSite activities. WSM enables effective management of the entire WorkSite environment without the need for complicated or disconnected solutions. Snap-ins can work together to facilitate streamlined workflow as their functions complement each other in building tasks and processes.
Features & Benefits •Intuitive and easy to use •Share connections and data between snap-ins •Centralized and concurrent Task Scheduling •Ability to grant functional access based on Active Directory security •End user ability to select from firm approved templates www.rbrosolutions.com
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WorkSite System Manager Snap-ins Snap-ins for the WorkSite System Manager (WSM) framework allow you to govern your Autonomy iManage WorkSite system in a variety of ways. You can automate tasks and select desired snap-ins to interact with one another for simultaneous performance. AccessManagement is a snap-in solution designed for IT administrators to replace the WorkSite Database Administration tool when managing users, groups, and roles. It enables delegation of key administrative functions to lower level administrators and tracks all activity.
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ConsolidateArchive is a snap-in solution which allows you to easily merge multiple WorkSite
libraries into one library. Populate a new WorkSite library or split an existing library into two or more and map security or metadata appropriately.
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EasyFolders is a snap-in solution which allows administrators to create standardized template
packages made available to specific users and groups. EasyFolders provides users with the ability to select from a firm approved list of folders and structures.
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EmailFiler is a snap-in solution which allows users to quickly and easily move or copy multiple emails or file folders from Outlook into WorkSite. You can schedule folders to continuously copy emails to WorkSite at regular intervals.
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FileManager is a snap-in solution which allows users, with permission, to right-click and complete a form for workspace generation. This snap-in enforces completion of relevant metadata fields in order to create workspaces from templates in seconds.
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ExportManagement, formerly known as FolderExport, is a snap-in solution which allows tasks to
specify workspaces, folders, or documents to be exported based on metadata or specified selection criteria.
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HelpdeskAssistant is a snap-in solution designed to enable helpdesk staff to perform security sensitive WorkSite functions without the need to have NRTAdmin access.
P13 MetadataManagement is a snap-in solution which provides users with the ability to view, edit, and add WorkSite custom values, document classes, applications, and document types across all connected libraries simultaneously.
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QuickCopy is a snap-in solution which allows users to easily copy documents and/or folder
structures within WorkSite. QuickCopy includes the ability to copy/move from one library to another.
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ReFiler is a snap-in solution which enables your firm to refile documents to the correct locations based on WorkSite metadata and templates.
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ShortcutsManagement is a snap-in solution designed to deliver firm wide best practices based on
a variety of criteria. It provides users with the ability to select from a list of firm approved structures for organizing shortcuts on their workspace shortcuts list. This snap-in keeps shortcuts organized for each P17 user or restore shortcuts if deleted.
WorkspaceManagement is the first step to managing all content in WorkSite! It enables visual
workspace design functionality with the ability to rearrange folders using drag and drop. Tasks include the ability to perform mass changes to metadata, security, and structure of existing workspaces.
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AccessManagement AccessManagement allows you to add or modify users, groups, and roles for one or more WorkSite libraries simultaneously and securely. Now, you can quickly and easily locate and add users and groups from large Active Directory environments.
How does it make my life easier? With AccessManagement, granular access to specifically add and modify users, groups, and roles is possible! This means that users no longer require NRTAdmin access to perform these functions. Typically, security policies dictate that staff members creating new users must not have access to end user passwords. AccessManagement allows new passwords to be generated randomly and emailed directly to the WorkSite user. Furthermore, adding Active Directory users is usually very slow and cumbersome in environments with many users and adding users must be done for each WorkSite library individually. Connecting to Active Directory to search for users is much faster with AccessManagement and a large selection of Active Directory users can be imported quickly and simply from a text file.
Features & Benefits •Allows for quick WorkSite user, group, and role management •Allows WorkSite user management to be delegated to non-NRTADMIN staff •A new user’s WorkSite password is masked and randomly generated •Easily determine group and role membership for each user •Fast Active Directory searches to find users being added to WorkSite
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ConsolidateArchive ConsolidateArchive allows you to consolidate and archive workspaces and Documents across your WorkSite environment while maintaining all pertinent metadata in a scheduled and manageable way.
How does it make my life easier? Does your firm’s main document library consists of too many workspaces and documents to filter through? Closed Matter workspaces and documents are visible during day to day activities and often interfere with active material. With ConsolidateArchive, you can automatically determine and schedule archiving of workspaces and documents. ConsolidateArchive allows you to map metadata fields from the source library to the correct field in the destination. Metadata values are transformed (from the source library) into valid values (in the destination), at which point you can also remap existing groups to conform to the destination’s security structure. Organizations working on consolidating multiple libraries into a common data center face a daunting task. To avoid similar content being distributed across multiple libraries, ConsolidateArchive protects your documents from modification as they are archived, preventing the existence of two live documents. Optionally, you can retain original document numbers so that users can quickly locate content.
Features & Benefits •Move workspaces and Documents from one library to another •Remap metadata, users, and groups •Original documents from the source can be left untouched, locked, deleted, or replaced with a shortcut to the new location •Workspaces and Folders can be removed from the original source upon migration •Destination documents can be declared as records or locked •Document numbers can be maintained or renumbered •Maintain document history, relationships, and additional properties www.rbrosolutions.com
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EasyFolders EasyFolders enables users to extend existing workspaces by selecting additional folders from a pre-defined template in a central server.
How does it make my life easier? EasyFolders allows you to prevent your users from creating custom folders freely which causes inconsistency across workspaces. Human errors that may occur when creating folder names or selecting metadata and security can also be prevented. With EasyFolders, users can add the folders that they require without the risk of misconfiguring the folder. Administrators can safely provide managers with the ability to create custom folders in workspaces that they are responsible for, which limits Administrator involvement. No more creating unnecessary folders causing clutter and delays in locating documents! Relieve Administrators of unnecessary tasks and allow EasyFolders to do the work proactively. It will ensure that specific users can add folders to all or specific workspaces.
Features & Benefits •Administrators can control who has access to add any set of folders •Administrators can control which workspaces folder sets can be added to •Allow certain users to add custom folders to all or selected workspaces •Custom folders can be limited to a certain level within the workspace structure 9
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EmailFiler EmailFiler enables users to efficiently file emails and email folders into WorkSite.
How does it make my life easier? The typical challenges in most firms consist of filing large Inbox folders into WorkSite causing processing delays in Outlook. Email subfolder structures must be manually recreated before filing emails which can be time consuming. Furthermore, the inability to link email folders to workspace folders is extremely inconvenient. EmailFiler files emails on the server side, allowing users to continue working uninterrupted. Users also have the option to set EmailFiler to automatically re-create inbox folder structures in WorkSite and the snap-in can be configured to automatically move or copy the contents of e-mail folders to WorkSite on a recurring basis.
Features & Benefits •The client component requires very few resources and minimal visual space •File emails, Inbox folders, and subfolders quickly •Schedule specific Inbox folders to be automatically filed •Automate Inbox clearing and email filing based on sent/received dates •Users are uninterrupted while filing takes place on the server side
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FileManager FileManager provides a simple, customizable interface for the management of the files and Matters used to generate workspaces.
How does it make my life easier? Currently, the process for adding new data for workspace creation is too tedious. Along with the WorkspaceManagement snap-in, FileManager provides a way to manage workspace creation based on templates from within the WorkSite client directly. With FileManager, additional metadata values can be created dynamically. You also have the ability to easily create workspaces based on new metadata values. The FileManager interface allows a variety of metadata types to be loaded into WorkSite.
Features & Benefits •Allows designated end users to easily provision files •Can act as a firm’s Matter Management System if one does not exist already •Lookup fields can be filtered or automatically populated based on parent values •Multiple field relationships can be created for faster data entry •Update and maintenance functionality can be achieved by modifying existing files •Directly integrated into WorkSite clients for easy access •Security can be configured with various access levels
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ExportManagement (Formerly FolderExport) ExportManagement allows you to easily export documents and corresponding folders from WorkSite to a Windows location. It also provides you with the ability to schedule and customize these exports. ExportManagement makes mass document exports a breeze!
How does it make my life easier? With ExportManagement, you can now provide clients with a full set of case documents with little preparation. You can customize export folder structures while creating copies of export documents to send to a client. ExportManagement can significantly reduce the lengthy processes of sorting through numerous documents to locate the information required or create a complex set of scripts to export documents. Without ExportManagement, some documents can be missed when accessing documents manually. Quit the manual processes and easily create export tasks that accurately select the required documents with
ExportManagement. You can choose documents based on various criteria such as location in WorkSite, type of document, client name, or any combination of available metadata. You also have the ability to create a detailed audit trail of activities performed with ExportManagement.
Features & Benefits •Export a multitude of documents based on any folder structure or metadata •Duplicate WorkSite folder structure on export •Create log files that cross-reference documents with their metadata •Schedule repeatable export tasks www.rbrosolutions.com
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HelpdeskAssistant HelpdeskAssistant allows certain administrative tasks to be delegated to Helpdesk staff, without the risk of giving them full administrator rights to the WorkSite system.
How does it make my life easier? You no longer have to deal with relatively minor user issues typically resulting in a major resource loss for a System Administrator. Helpdesk staff can perform many tasks without needing full Administrator access. There is no risk associated to providing Helpdesk with HelpdeskAssistant access.
Features & Benefits •Allows Helpdesk staff to provide WorkSite support without full Administrator access •Remote Check-in, Unlock, and Refile functionality •Find and add workspaces to users’ shortcuts lists •Modify security and profile information independently •Verbose audit trail that logs all actions performed through HelpdeskAssistant 13
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MetadataManagement MetadataManagement allows you to create or update WorkSite metadata values on an automatic scheduled basis or as needed.
How does it make my life easier? When tasks are manually performed without MetadataManagement, you run the risk of omitting metadata updates for workspaces. You also do not have the ability to update metadata descriptions accurately and consistently. MetadataManagement automates the process of updating metadata so you can simultaneously update metadata values while generating or updating workspaces and ensure that descriptions in WorkSite are consistent with an external master system.
Features & Benefits •Automatically add metadata values to WorkSite on a scheduled basis •Pull metadata information from an external application •Update or modify descriptions of existing metadata values •In combination with WorkspaceManagement, automatically create metadata values when workspaces are generated or updated
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QuickCopy QuickCopy easily allows users to copy documents and/or folder structures within WorkSite.
How does it make my life easier? QuickCopy allows any folder structure (an entire workspace or any sub-set of folders) to be duplicated with a few simple clicks. You no longer need to manually re-construct the folder structure when moving an entire folder structure from one library to another. To copy the documents contained in a folder structure to a second library, each document no longer needs to be exported from WorkSite and re-imported to the correct location. With QuickCopy, documents contained in the copied folders (or documents independently selected) can also be duplicated while maintaining selected metadata. In addition, users are not aware of where the current version of a document is located after creating copies to the new library. With QuickCopy, links can be created in the source library to replace the original documents and shortcuts can redirect users to the newly copied documents automatically.
Features & Benefits •Copy documents and/or folder structures within WorkSite •Intuitively embedded at a right click menu option within your WorkSite client •Seamlessly allow copy functionality between WorkSite libraries •Optionally maintain chosen source metadata and security •Run post copy tasks to maintain document history, create, and edit dates
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ReFiler ReFiler allows you to quickly place documents into the correct workspace or folder, based on a variety of criteria, while updating their metadata and security which reflects the new folder they have been placed in.
How does it make my life easier? Without ReFiler, there can be too many documents placed in folders that they do not belong in. Documents can be inadvertently removed from folders and overlooked. Many documents imported into WorkSite have may not be assigned to workspaces or may have an incomplete profile or security list. ReFiler can automatically move documents to their correct location based on the metadata of the document. ReFiler can be configured to file specific documents that are not currently in folders, without affecting documents that have already been filed. When a document is re-filed to a particular folder, it can have its metadata and/or security updated with varying levels of granularity.
Features & Benefits •File documents from the flatspace or file selected documents based on any criteria •Locate workspaces and folders to be filed based on matching metadata •Additionally file to appropriate template folders based on a combination of criteria •Update document metadata and security to match their newly filed locations •Merge, update, or reset metadata when it differs between the filed document and its filing location •Automatically create a default filing folder when a matching folder cannot be located www.rbrosolutions.com
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ShortcutsManagement ShortcutsManagement will automatically deliver and organize workspace shortcuts and categories on the “My Matters” list based on dynamic criteria associated with the workspaces. It also enables the easy deployment of best practices to firm users.
How does it make my life easier? Without ShortcutsManagement, a variety of disorganized shortcuts exist across the firm. Shortcut structures may vary between departments and teams of professionals. ShortcutsManagement maintains shortcuts across the firm. Shortcuts can be organized using similar structures (customizable for individuals or groups). If you have too many old and unused shortcuts and workspaces in your workspace shortcut list, users find it difficult to organize the large number of matters they have. Due to a lack of categorization, your workspace shortcut list can be very slow to load. With ShortcutsManagement, shortcuts marked as closed can be automatically removed within specified timeframes. Shortcuts and new workspaces are immediately categorized and users can be notified.
Features & Benefits •Build dynamic category groupings based on metadata •Organize all existing shortcuts by utilizing dynamic templates •Determine shortcut recipients based on metadata and security levels •Administrators can easily create shortcut packages for end users to select from •Compulsory delivery of important shortcut packages •Backup and restore end user shortcuts •Shortcut delivery email notification 17
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WorkspaceManagement WorkspaceManagement is a full featured solution that directly integrates into your workspace in-take process; creating, maintaining and governing your workspaces and their structure.
How does it make my life easier? With WorkspaceManagement, templates can be used by multiple tasks, each configured to pull information from various sources. To relocate or delete a folder within a workspace template, simply use the drag-and-drop feature. The workspace template editor is so easy to follow that templates are updated during workspace design meetings! Any changes made to templates will automatically be reflected in the corresponding workspaces when a pre-created scheduled task is next executed. WorkspaceManagement eliminates the heavy risk associated with the workspace design process when moving to a Matter Centric environment. Difficult and tedious steps are required to make changes to workspaces after they have been created without WorkspaceManagement. Forget about the constant and cumbersome updates required to workspace structures to match template updates and use WorkspaceManagement!
Features & Benefits •Graphical, user-friendly workspace template editor •Automatically generate new workspaces with information pulled from multiple sources •Ensure that workspaces in the system maintain the same structure as their associated templates
•Automatically synchronizes profile and security updates from templates to existing workspaces
•Add optional folders to workspaces that meet specific criteria
•Easily transition from legacy template systems that have been used previously
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Phone 9054203050
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“We felt very confident that we made the right decision in selecting RBRO. Not only did they have the right product, but we believe they have the depth to make the necessary adjustments as our needs change.” Tom DeMayo, IT Supervisor PKF O’Connor Davies, LLP | New York, New York
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“RBRO Solutions’ advanced tool set and their eagerness to explore new possibilities, helped make an idea a reality.” Michael T. Wyatt, Systems Manager Nexsen Pruet, LLC | Columbia, South Carolina
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RBRO Solutions Our knowledge, your imagination. Powerful software.
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