Transforming Information into Intelligence > Hummingbird edocs for Microsoft SharePoint A Technical Primer for the Legal Industry HumeDocs_MSSharepointTB0206.indd 1 1/25/06 3:23:56 PM
Transforming Information into Intelligence > Technical Brief Hummingbird edocs for Microsoft SharePoint A Technical Primer for the Legal Industry Executive Summary Hummingbird edocs for Microsoft SharePoint connects Microsoft Office SharePoint Portal environments to Hummingbird Enterprise to ensure documents are immediately and securely available to users across a variety of interfaces and devices. The tight integration of Hummingbird Enterprise with Microsoft SharePoint allows law firms to create content-centric views that correspond with the way attorneys think and work. Law firms can create a range of views using the flexibility of Web Parts developed by Hummingbird, such as: > Matter-centric views to put all content related to a specific matter at the attorney s fingertips > Client-centric views to allow practice group leaders and billing attorneys to focus on client relationships and to identify and monitor activity related to key clients > Practice- and team-centric views to facilitate collaboration > Attorney-centric views to provide attorneys with a personalized view of a matter > External-facing views to allow attorneys to reach out to their clients or outside counsel. This document describes the functionality of a set of customizable Web Parts developed by Hummingbird. It outlines how these Web Parts expose the rich functionality of Hummingbird Enterprise DM via Microsoft SharePoint Portal to provide integrated, easy to use solutions that allow law firms to solve their internet, intranet, and remote access needs. Introduction Hummingbird edocs for Microsoft SharePoint enables law firms to leverage their investment in Hummingbird Enterprise when deploying Microsoft Office SharePoint Portal solutions. It is an optional client interface component of Hummingbird Enterprise specifically designed for Hummingbird Enterprise Microsoft SharePoint environments. Hummingbird edocs for Microsoft SharePoint includes the following customizable Web Parts: > Hummingbird Site Template > Hummingbird Enterprise DM Search Including both easy and advanced search capabilities > Hummingbird Enterprise DM Search Results List of Items > Hummingbird Enterprise DM Document Viewer > Hummingbird Enterprise DM Tab HumeDocs_MSSharepointTB0206.indd 2 1/25/06 3:23:58 PM
> Hummingbird edocs for Microsoft SharePoint Hummingbird edocs for Microsoft SharePoint Revealed A collection of Web Parts exposes Hummingbird Enterprise DM functionality and provides a central point of access to documents, folders, and workspaces within Microsoft SharePoint environments. Hummingbird offers customization capabilities to end-user document/folder views based on secure metadata and login access rights. Hummingbird Web Parts are ASP.NET 1.1 compliant with future offerings developed for ASP.NET 2.0. The following scenario demonstrates how a law firm can take advantage of the rich functionality of Hummingbird edocs for Micsoroft SharePoint to build dynamic, matter-centric views that address the needs of attorneys. Scenario Matter-Centric View for a Corporate Attorney Attorneys need to maximize productivity and client responsiveness. To do this, they need quick and easy access to the electronic matter file, a simple method of filing and retrieving matter related documents and e-mails, the ability to find and reuse existing materials and know-how as much as possible, and simplified access to best practices and standards documents. A corporate attorney s needs are straightforward: > 24/7 access to the electronic matter file > Keep things simple and quick > Only show information related to their matter and their practice group > Make it easy for them to find and reuse information > Give them the same information in Microsoft Outlook, on the Web, at home, and while traveling With secure, shared electronic matter folders, every attorney in the practice group can have an up-to-date, consistent view of the matters they are working on. A firm can automate the creation of these shared matter folders during matter inception based on a predefined practice group or area of law folder template. When the attorney adds a document to one of the shared folders they don t have to fill in the profile because automatic profiling ensures it is properly secured and shared with others working on the same matter. Figure 1 Attorneys can access and work within a secure, shared electronic matter file for each of their clients.
> Hummingbird edocs for Microsoft SharePoint When an attorney needs to quickly locate a document, they can do it in one of three easy ways: > Run a predefined easy search; > Navigate to the client/matter and see a list of documents pertaining to that matter... Figure 2 Attorneys can browse client/matter information using folders or predefined matter easy searches. >...Or type the document name or ID into the matter profile search form. Tabbed search results enable attorneys to easily refine the search parameters to locate the right document. Figure 3 Another way an attorney can find documents associated with a particular client/matter is to perform a profile search. HumeDocs_MSSharepointTB0206.indd 4 1/25/06 3:24:02 PM
> Hummingbird edocs for Microsoft SharePoint From the search results, an attorney can drill into a specific matter to find a document. They can then access all familiar document actions. For example, they can view versions, check out the document, or simply get a copy of the document. With Hummingbird Enterprise DM Extensions integration, attorneys can open the document for editing or easily mail the document directly to their client. Figure 4 An attorney can drill into a specific matter to access all of the familiar document actions. Many attorneys spend a lot of time on the road. As a result, they need uninterrupted, secure access to their personal workspace from wherever they are. With Hummingbird edocs for Microsoft SharePoint, you can provide them 24/7 access to the clients and matters they are working on. Figure 5 Attorneys have 24/7 access to their client and matter information, whether they re at home, on the road, or in the office. HumeDocs_MSSharepointTB0206.indd 5 1/25/06 3:24:04 PM
> Hummingbird edocs for Microsoft SharePoint Each attorney has their preferred method of working. As a result, Hummingbird edocs for Microsoft SharePoint allows attorneys to customize different views. Attorneys can customize their Recently Edited and Recently Used views (or other list views) to display a different column order, configure the number of items to show, or change which columns are displayed. Note that the same Web Part is used for several types of result lists. The same level of customization is available to the user wherever they see a list. Figure 6 Attorneys can customize their DM List views to show only the columns they want to see and to adjust the column order. The flexibility and customizability of Hummingbird edocs for SharePoint ensures that attorneys can work the way they want to work, thereby maximizing their productivity and minimizing clutter and unwanted information. Figure 7 An attorney s customization takes effect immediately. HumeDocs_MSSharepointTB0206.indd 6 1/25/06 3:24:06 PM
> Hummingbird edocs for Microsoft SharePoint Implementing Hummingbird edocs for Microsoft SharePoint within Hummingbird Enterprise 2005 Hummingbird edocs for Microsoft SharePoint is designed to work with Hummingbird Enterprise 2005 to expose the rich functionality of its document management capabilities (Hummingbird Enterprise DM) via Microsoft SharePoint Portal environments. The customizable user interface and functionality of Hummingbird edocs for Microsoft SharePoint expose Hummingbird Enterprise DM content and functionality through Microsoft SharePoint for internet, intranet or remote access needs. To implement Hummingbird edocs for Microsoft SharePoint, firms will need to have setup the following components (at a minimum): > Microsoft Windows 2003 Enterprise Server (w/sp1) > Microsoft SharePoint Portal Server v2.0 > Hummingbird Enterprise 2005 (specifically: Hummingbird Enterprise DM Server 6.0) Hummingbird edocs for Microsoft SharePoint delivers an array of customizable Web Parts which can be configured to allow connectivity with your Microsoft Office SharePoint Portal environment. Web Parts include: > Hummingbird Site Template > Hummingbird Enterprise DM Search Including a easy and advanced search capability > Hummingbird Enterprise DM Search Results List of Items > Hummingbird Enterprise DM Document Viewer > Hummingbird Enterprise DM Tab The following section provides functional overview of the rich set of Web Parts included with Hummingbird edocs for Microsoft SharePoint.
> Hummingbird edocs for Microsoft SharePoint Web Part Functional Overviews of Hummingbird edocs for Microsoft SharePoint Hummingbird Enterprise DM Search & Search Results Web Part > Document Search Allows for single search box to search entire Hummingbird Enterprise DM library set. The document search is seamlessly connected to the search results Web Part enabling a true unified content search. > Profile Search Web Part Allows user to perform search using familiar profile forms. Tabbed search result allows easy refinement of search parameters. Search results Web Part is used for all types of search results: Recently Edited, Workspaces, folders, Easy Searches. Items shown and order of items in list is easily changeable via configuration of the Web Part. Search type is selectable both easy search and advanced search options. Hummingbird Enterprise DM Document Viewer > Hummingbird edocs for SharePoint supports Hummingbird Enterprise DM Viewer, HTML and Native formats (similar to what is currently available in Hummingbird Enterprise DM WebTop). Hummingbird Tab Web Part > Allows grouping with other, non-hummingbird Web Parts on the same screen and be switched to using SharePoint Portal tabs. > Allows connecting of other Web Parts to the tab so that any Web Part can be shown in tab view (and save screen space). Available Hummingbird Enterprise DM Functionality: > Document actions supported: View (separate Web Part) Get Copy View Profile Edit Profile Delete (queue for deletion) Make Read Only Version manipulation/handling Publish History Where Used Related Attachments Add to Attaché Security Check Out Check In > With the installation of a PAPI plug-in with DM Extensions for the browser, the following additional actions will be supported (as in DM WebTop and Enterprise Documents): Open Mail Print > Advanced actions supported: Import Profiling: Inherit profile information based on: Location (Folder, Matter Workspace) Personal defaults Group favorite defaults New Document with template functionality > Hummingbird Enterprise DM Lists The Hummingbird Enterprise DM Lists Web Part is flexible and configurable and can be used for many purposes based on the parameters passed to it. Examples of this Web Part include: Workspaces Public Folders Selected Folder contents Selected Easy Search Results (e.g. Matter E-mails, Joe s Memos) Other Interests Recently Used Documents (in the Configuration Mode) Corporate Headquarters 1 Sparks Avenue, Toronto, Ontario M2H 2W1 Canada Toll Free Canada/USA: 1 877 FLY HUMM (359 4866) Tel: +1 416 496 2200 Fax: +1 416 496 2207 E-mail: getinfo@hummingbird.com For more information, visit http://www.hummingbird.com/mssplegal North American Sales Offices Boston Chicago Dallas Los Angeles Mountain View New York Ottawa Toronto Washington DC International Sales Offices Amsterdam Brussels Frankfurt Geneva London Milan Munich Paris Rome Seoul Singapore Stockholm Sydney Tokyo Wokingham Zurich Copyright 2006, Hummingbird Ltd. All rights reserved. Trademarks and logos are the intellectual property of Hummingbird Ltd. All other company and product names are trademarks of their respective owners. MS-04-01-EN-0031.01/06