Products


eSentio’s deep understanding of the challenges in the legal industry has fostered the development of a number of key applications assisting legal and IT professionals around the world. Our products are catered to all legal users helping them run more efficiently and effectively. eSentio offers a variety of applications designed to work with today’s most popular legal solutions, for enhanced operability and performance.

AD Sync


NetDocs does not recognize AD sub groups and therefore, does not have a way to synchronize users into groups from AD. In addition, NetDocs does not recognize AD groups with certain characters, such a “#”.

AD Sync enables administrators to map AD groups with ND groups, and establish a continuous synchronization.
A Windows Service is required on a local server to support the sync.


ND Reporting


We have created a web based application which utilizes the 90-day event exports from NetDocs. Users can export to Excel and CSV. In addition users can create custom reports using our report studio which can be used by all users of the Firm.

Advanced Importer


Next generation Import tool. Users can import using CSV files (for Workspaces, Folders, and Documents), local documents, and MS Exchange emails.
Users can create workspaces and sub folders from Windows locations and Exchange.
Users can modify the profile form of each imported object before the import.
Supports the import of an unlimited number of Matter content at once.

ND Local Data Warehouse


Builds an on-premise repository of all versions of NetDocuments documents and complete metadata set for an enterprise search crawl source. Speeds the availability of updated enterprise search indexes significantly – a live updated index is available from Day 1 of a flash cutover to NetDocuments.

The NetDocuments cabinets are scanned on a scheduled basis looking for new and updated documents. If the application finds a new or updated document, the document metadata is stored in a on-premise SQL database and the document is downloaded to a on-premise file location. Enterprise search applications that do not support cloud stored documents can be directed to the eSentio Data Warehouse to index documents. The on-premise SQL database can also be used for reporting purposes for the customer as well as disaster recovery of all meta-data and document versions. Because of a multithreaded application architecture, the quick retrieval of NetDocuments documents increases the speed of enterprise search indexing significantly. The application ensures a seamless cutover from a legacy DMS and no disruption to enterprise searching after cutover.

Contact eSentio for pricing and additional details.

Key Features:
  • Provides content for on-premise enterprise search applications.
  • Provides NetDocuments metadata information for reporting purposes.
  • Allows seamless cutover and eliminates user disruption from legacy DMS for enterprise searching.
Requirements:
  • Standalone application registered with ND and included in desktop package.


Legacy Link Redirector


Translates and redirects old DMS document links to seamlessly open the intended document within the new Netdocuments cabinet. Can handle multiple Netdocuments cabinets and legacy DMS libraries.
This is a powerful solution for Firms that are migrating to NetDocuments from another DMS system that significantly improves the user experience and reduces service desk calls. Typically, many old document links are present in Firm legacy emails in user mailboxes and in the DMS. When a user clicks on one of these links, the LL Redirector dynamically translates the old library and document/version number to the new NetDocuments cabinet and document/version number and seamlessly opens the migrated document.

This solution is critical to user perception of the system and drives high user adoption when deployed as part of the conversion project. While users can be “trained” to find the document in NetDocuments in another way, it is an unnecessary annoyance that impacts their satisfaction with the system and conversion process which is critical to CIO’s in the transition phase after cutover.

Other applications that avail of these links like LegalKey can also use this redirector to open the correct NetDocuments document. A powerful feature of this solution is the ability to provide support for a staged rollout by turning on and off the translator as required.

Key Features:
  • Redirects links from Legacy DMS
  • Handles multiple libraries on both sides
  • Significantly improves user experience
  • Seamless to user
  • Works with other 3rd party applications using these links
Requirements:
  • Standalone application registered with ND and included in desktop package.


MS Office Link Repair


The MS Office Link Repair Tool updates links to legacy DMS files that are embedded in MS Word and MS Excel files and replaces them with links to the intended documents in NetDocuments within the appropriate cabinet.


Admin Application for ND


Law firms running NetDocuments require a centralized application to perform administrative functions such as changing security of workspaces and document check outs, and mass updating of profile metadata without requiring full cabinet-level admin permissions.

Routine functions such as changing document security and clearing document check outs can be performed in NetDocuments by users with full cabinet-level permissions. The eSentio Admin application allows these tasks to be delegated to Help Desk staff without having to grant them full system rights that could potentially be used in error, resulting in significant configuration changes to the NetDocuments cabinet. The eSentio Admin proxies a privileged account only for performing the specific functions authorized to the Help Desk Assistant


PaperClip


The challenge firms have today with NetDocuments links stored in an email is that the email is not easily identifiable as having a link. NetDocuments does not set the Exchange paperclip icon to the email when viewed from MS Outlook or any mobile email app. eSentio has solved this challenge by utilizing a Windows Service which constantly scans MS Exchange to locate all emails which contains a NetDocument US or EMEA link. Once identified, it will attach a graphic (NetDocument logo is used by default) to the email so the paperclip icon appears. The process is fast, occurs continuously, and is virtually maintenance free.

IE Redirector


There are features within NetDocuments that work best within IE or Edge. It’s also possible the Firm may want to keep NetDocuments running in IE or Edge as a standard browser. eSentio’s IERedirector will ensure that all links to NetDocuments are launched within IE or Edge regardless of the workstations default browser.

The add-in will install on each workstation and take care of all redirection requests from NetDocuments links.


eSentio ND Importer


eSentio ND Importer is a Windows application enabling users to import documents and folders in bulk to a NetDocuments cabinet. We provide a user-friendly interface, with a wizard style import tool.

Features include:

  1. Prepending and appending to import file names
  2. Captures filing paths
  3. Provides access to profile field lists
  4. Saved import criteria
  5. Logs for successes and failures


eSentio ND Exporter


eSentio ND Exporter is a Windows application enabling users to export documents and folders in bulk to a NetDocuments cabinet. We provide a user-friendly interface, with a wizard style export tool.

Features include:

  1. Prepending and appending to import file names
  2. Captures filing paths
  3. Provides access to profile field lists
  4. Saved import criteria
  5. Logs for successes and failures


Usage Reporting Dashboard


The Usage Reporting Dashboard provides visibility on user adoption. We developed a series of dashboard panels to illustrate document and email activity occurring in NetDocuments. This web application is a perfect tool for administrators to see user adoption after a recent migration to NetDocuments, per office, per department, per user.

The solution provides the means to:

  1. Preserve the historic usage data that are otherwise purged in 90 days by ND.
  2. Enables processing the logs and analyzing the usage patterns along the specified by the Firm business metrics.
  3. Provides for a customizable Dashboard for Mobile and Desktop form factors
  4. Understand which Practice Areas and Office are creating content more than others
  5. Filter user activity by date range


Sharepoint Connector


The SharePoint Connector is a collection of SharePoint web parts which present native NetDocuments components on SharePoint. The web parts include documents, email, folders and workspaces. The connector supports SharePoint 2013 on-premises.

Recommind Dashboard


Recommind Dashboard is a powerful search analytics application that provides the KM department an easy to use, real-time view of user activities related to performing searches with Recommind’s Decisiv Search. The Dashboard is a valuable tool for any KM department looking to keep track of Decisiv Search utilization and to provide direct “white-glove” support to lawyers using the application. Unique to the Dashboard is a series of monitoring metrics that reveal possible end user problems with effectively using Decisiv Search and the ability to email KM support staff in real-time in order to provide immediate assistance to end users experiencing search challenges. Our web-based Dashboard leverages Recommind’s dynamic logging database to provide insights into Decisiv Search activity and details on utilization history, including:

  • Search Counts by Day
  • Top 5 Searches
  • Distinct Visitors by Job title
  • Top Five Filters
  • Searches by Tab
  • Zero Results Searches
  • Results Pages Greater than 10
  • No Click on Results (Abandoned Searches)


iExplorer


It is very common for users to be required to upload and/or download matter documents to/from a web site. Many Firms use a two-step process to solve the non-integration issue. However, this solution has several drawbacks; it is more time consuming to execute, requires copies of documents to be placed on local or network shares; requires additional training, can result in breach of security issues with secure documents; requires management of temporary storage areas and introduces opportunities of introducing incorrect documents to external sites due to version and naming convention issues with using a common temporary storage area. The iExplorer add-in solves this issue by providing direct integration with iManage for web site file uploads and downloads. This utility supports native files (PDF, DOC, etc.) posted on a website. It is quite useful when the attached linked document doesn’t open in the browser

iBulkImport


sdfIt is commonplace for users to require a method of importing a large number of documents into a iManage Workspace.  Unfortunately, the built-in iManage document import process only provides the ability to import a single document at a time.  Often imports of multiple document sets to require managed document disciplines so as to preserve document categorization and naming conventions.   .   iBulkImport resolves these issues by providing a robust set of functions to accomplish the managed document objectives.

Use Cases:

Import of documents as part of a DMS Project:  For Firms making a transition to iManage from to another DMS or implementing a policy change requiring mandatory matter related content filing, the ability to leverage iBulkImport is an essential tool.   When importing from network shares or personal user folders, the iBulkImport is an essential tool to promote the ease of compliance.
Documents received from Co-Counsel, Lateral Attorney and/or New Client:  Using iBulkImport, a Matter Team member can quickly import a set of documents, directly into the appropriate iManage workspace.

 

Benefits:
  • Provides end-users with greater flexibility to manage the document import process for matter related content
  • Designed to leverage iManage Workspace architecture for ease of use
  • Does not require intervention from IT Staff
  • Can be used by IT Staff leveraging extended capabilities to import documents while retaining original source folder categorization
  • Provides capabilities for multi-document management
  • Engineered using .Net framework and the Autonomy API for maximum scalability and compatibility
dfdFeatures:
  • iBulkImport installs via MSI and was developed using the Autonomy API.  It is not an Outlook Add-In.  Therefore, it is designed to integrate directly with iManage and has minimal impact on the performance of the Outlook client.
  • Users import from a local or network share as the origination directory
  • iBulkImport provides the user an option of including documents residing within subdirectories of the origination directory, as part of the set of imported documents.
  • The application provides an option of honoring the origination folder structure buy creating a like structure under the iManage destination folder.  This is an Administrative controlled setting and can be enabled or disabled by a registry setting on the user’s local PC.  Quite often this setting is disabled for normal users and enabled for IT Staff.
  • There is an option to prefix and/or postfix a user defined text string to the imported document’s file name.  (i.e.:  Prefix – Client Short Name;  Postfix – Import Date)
  • As part of the import workflow process, the user has the option to override the Client/Matter metadata associated with the destination Workspace folder  (ie: Author, DocType, etc.).  This option can be enabled or disabled by the Administrator at the Firm’s discretion.
  • iBulkImport allows the user the option of storing the original source path information in the iManage Comments Field.   (This is a critical step for those using the iLink Translate utility, see application information for reference)
  • The application is architected to be threaded, allowing it to run in the background, which permits the user to continue to work with Outlook or iManage while the import is in progress.
  • The application also handles special characters on import.
  • Selection of multiple files from multiple directories during a single import process
  • Uses standard Windows file selection functions to select multiple documents
  • Displays scrolling list of documents selected for import
  • Allows user to delete individual or multiple files before  import
  • Allows user to add additional files before import
  • Provide file count of the number of documents selected for importation
  • Shows in a scrolling list of the originating folders that documents selected from
  • Gives user the option to delete the original documents after import. The default value is to NOT delete the documents.
  • Allows user to select an iManage workspace and folder for import.  The default values for the workspace and folder are where the user invoked the Bulk Import
    function from.
  • Summary screen is displayed that shows the number of documents to be imported, a scrolling list of originating folders, the destination workspace and folder names.
  • From the summary screen, the user can backtrack to select another workspace and/or folder and to add / remove documents to be imported.
  • By default, the folder and document security for all imported files is inherited from the folder that the files are being imported into.  The user has the option of changing the security of the recipient folder and/or changing the security of all of the documents being imported.


iBulkExport


The need for users to perform document exports from the iManage DMS is a part of day-to-day document management workflow activities. In fact it is very common for users to be required to export multiple matter documents (in large numbers) from a matter workspace. Unfortunately, the built-in iManage document export process only provides for a single document to be exported during each export process. In addition, it is common for the exports of multiple document sets to require managed document disciplines so as to preserve document categorization, be inclusive of recorded metadata and conform to industry document handling standards. As part of the export process, the user is provided with several execution options that promote a smooth transition between the original iManage environment and the target destination.

iTrash


eSentio’s iTrash utility provides selected users with the ability to mark files for deletion from your firm’s DMS, then moves the documents to a recycle bin and deletes the document from the database. iTrash deletes the marked document from the database, file server and index server, and is not limited by search results of the iManage API. A copy of the document and its metadata is saved in a recycle bin, which automatically clears old documents based on the unlimited number the firm defines.

iTag


As part of their daily matter workflow, it is common for Matter Team members to need the ability to categorize subsets of documents within a matter into distinct groupings for later retrieval.  If a folder that matches the required categorization does not exist within the Matter Workspace this task becomes difficult to manage.  As a result, it is common for Firm IT Departments to get frequent requests for changes to the matter Workspace folder structures.  For those iManage FileSite environments where the Firm has made a strategic decision to standardize their Workspace template folder structures and maintain governance over change requests, modifications of workspaces folder structures are often impractical, time consuming and can have far reaching workflow and practice governance consequences.   As a result, Firms need to provide their end-users with a solution to promote quick (“on-the-fly”), matter content categorization, without impacting the existing workspace structure.

The iTag application suite empowers iManage users with the ability to dynamically categorize their matter related content.  The application allows a user to select a set of documents and “tag” them for future retrieval as part of a known content subset.  The iTag application allows for an unlimited number of tags per workspace. In addition, each workspace document can be assigned multiple tags.


Use Cases:

Summary Judgment courts filing:  iTag can be used to identify and track of matter related content preparation for a Summary Judgment.   Matter Team resources tag documents
(Example Tag:  “SJ due 3-16-11” ) that are to be used in the filing of a Summary Judgment.  At any time, Matter Team resources can search the matter for document with a specific tag to view the sub-set collection

Key Matter Documents:   How often are Paralegals asked to track “important” matter documents for the attorneys working a case?  By leveraging iTag, the “Key” matter documents (Example Tag:  “Key Docs” ) can easily be tagged and later searched for by any Matter Team resource.  In fact, using Search to view one (or more) specific iTags makes the job of quickly identifying the documents even easier.

Tracking matter content for a client Extranet:  How often do Matter Team members want to know what documents have been posted on a Client’s Extranet?  By leveraging iTag, the proper documents can be tagged (Example Tag:  “Extranet Approved” ) and later searched for by any Matter Team resource.  Again, leveraging Search to view one (or more) specific iTags makes the job of identifying the documents easy.

Single concept, multi-matter content identification:   If a Practice Group Team wants to identify content, across multiple matters (or even multiple clients) related to a specific area of law or concept, then leveraging iTag’s inherent functionality will allows this to happen.  As long as the iTag is consistent (Example Tag:  “Asbestos abatement brief” ) across all documents, a standard. Search can be leveraged to view the related documents.

Tracking 2011 Budget Documents across Administrative Departments:   If the Budget Committee wants to quickly see all documents related to the 2011 Budget, requiring that all managers use a specific iTag  (Example Tag:  “2011 Budget” ) on their documents  allows the documents to be referenced across multiple departments with a standard Search.

 

iTag Suite Contents:
  • iTag
  • iMove: Right-Click on a document search result set to perform at true move the document set to a specific location (See iMove application description for more information)
  • iTag Definitions:   A web utility to globally define a list of tags for use in a specific Workspace(s). This feature allows the firm to pre-seed with specific iTag text strings for consistency across documents/workspaces/users.
Benefits:
  • Provide almost unlimited categorization capabilities within FileSite
  • Designed to leverage iManage Workspace architecture for ease of use
  • Provides end-users with greater “on-the-fly” flexibility to manage documents
  • Does not require intervention from IT Staff
  • Works with FileSite Search Views
  • Provides capabilities for multi-matter and/or multi-client content categorization
  • Engineered using .Net framework and the Autonomy API for maximum scalability and compatibility
Features:
  • iTag installs via MSI and is an iManage extension developed using the Autonomy iManage API.  It is not an Outlook Add-In.  Therefore, it is designed to integrate directly with iManage and has minimal impact on the performance of the Outlook client.
  • Users can enter their own “free-form” tags or choose a tag that have previously been defined within the workspace;
  • Documents can be assigned multiple tags.   The number of tags per document is a configurable setting, determined by the iManage Administrator on product installation.  iTag uses a 254 character metadata field so the total number of tags is a function of tag length.
  • Right-click on the root-level of a Workspace or on a specific workspace folder to quickly define your document selection scope
  • The iTag interface will count the number of documents within the user defined scope (Selected document, a folder or the full workspace).  This can be a very useful tool if the Firm has chosen to stay with the Autonomy recommended FileSite client view setting of > 512 document in a single view.
  • iTag will display the tag usage counts, for the selected scope of documents
  • iTag will allow the user to rename or remove a specific tag(s) within a selected scope of documents
  • The iManage Administrator can define the document count threshold level which sets the trigger for a warning message dialog box, in case the matter contains a large number of documents
  • Right-Click on a WorkSpace or folder for an extended iTag Search tool that steps the user through the process of searching for one or more iTags;  This process results in the execution of a standard iManage search results view.
  • Engineered to work in unison with iSearch and iManage “Saved Search” functionality
  • Document Tags can be viewed within Outlook by using the standard Microsoft “Field Chooser” to add iTag column to any iManage folder view
  • iTags can be used across multiple matter workspaces if their syntax remains consistent
  • iTags can be leveraged from searches within WorkSite and iManage Universal Search (IUS)
Limitations:
  • Due to iManage limitations, users cannot change or apply tags on checked-out documents


iMove


When a user selects a set of documents and performs a drag-n-drop to another folder, by default, iManage doesn’t actually move the documents, it just creates a reference. In addition, the iManage move command does not find and remove prior document references during their move process. This causes a great deal of confusion among users, increases Help Desk calls and results in multiple unwanted links to documents in workspaces folders. iMove allows the user to select one or more documents, right-click to select “Move” from the iManage menu. The application performs a lookup on the document(s) to track where they are used, it then displays this information to the user and gives them an option to “batch” or “document by document” determine if a true move is to be executed. Once executed, iMove will perform a true document move for those documents in the user defined scope.