Products

iTag Suite

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