Open Text / Hummingbird Integration Option
Using Workshare Professional with Livelink ECM / eDOCS DM greatly increases your productivity and return on investment. Ensure your users get all of the benefits ofLivelink ECM / eDOCS DMwithout sacrificing document control.
- Keep document control even outside the DMS
- Ensure accuracy with single master tracking
- Allow reviewers to make changes simultaneously
The productivity savings speak for themselves and our clients are happy because it helps their documents to be delivered accurately and quickly.
Chris White, IT Director at Ashurst
Key Benefits
Document Control Outside Your DMS
Identify and list reviewer’s changes and when they were made before updating the master document, while enforcing corporate security policies to remove sensitive hidden data from documents.
Insure Accuracy Without Sacrificing Efficiency
Single master tracking and dynamic document state mean never lose track of the master document when sharing review copies across email and portals. Ensure that you are always working on the correct version, regardless of where the master is stored in the document management system.
Accurate Review Control
Parallel review process allows reviewers to make changes in document simultaneously, without any additional software, and accurately captures all changes from all reviewers.
Secure Document Exchange
Secure documents inside and outside the organization’s perimeter by enforcing company policies for managing external document distribution and hidden data.
Complete Visibility
Capture complete document history and run powerful reports on document send, review, and change activity. Document audit reports provide complete history of all document and email events and document changes.
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DMS with Workshare Professional |
DMS without Workshare Professional |
| Simplify Document Review |
| Review Management |
Simple and efficient parallel review
Undo applied changes
Repurpose documents as clean new master |
Single, typically serial review
Only accepted changes retained
Risk of artifacts from previous masters |
| Accuracy |
100% document comparison accuracy assured now with PDF compare |
Risky “stare and compare” |
| Gain Document Control |
| Identify Correct Master Document |
Automatic identification of review copies versus master
Single Master Tracking for multiple review copies
Automatic synchronization for “single” version of the truth |
All edited versions are “masters”
Potential for confusion with crossed emails / attachments
Proliferation of multiple documents at various states in review process |
| Audit Visibility |
Complete audit history including suggested changes
Audit of activity outside the perimeter |
No history of all suggested changes
No history of document activity outside the perimeter |
| Secure Document Exchange |
| Inside Perimeter Security |
Hidden data management cleans all prior edits, preventing unwanted discovery |
No hidden data management means higher risk of inadvertent disclosure of sensitive information
Must rely on authors to manage compliance and security rules |
| Outside Perimeter Security |
Policy based rules can be applied to assure nothing inappropriate leaves the firm/organization |
None |
| PDF Conversion |
Policy-driven and on demand |
None |
| Save Money and Resource |
| Training |
Task based user interface is easier to use
In-line with MS Office results in higher user adoption |
Extranets or collaboration sites are more difficult to learn, requiring extra training |
| Productivity |
Changes are easily accepted/rejected resulting in productivity for the user and review team.
DMS remains the repository
Automatic author delegation |
Final documents collated, copied and pasted into master document, introducing risk of corruption and error.
Multiple repositories—DMS, Outlook, extranet, Collaboration site (i.e. SharePoint)
Inability to delegate document tasks |
| Cost Savings |
Fewer review iterations mean increased productivity for review teams
Lower storage requirements for documents and email |
Additional review iterations, lowering productivity
Higher storage requirements for additional documents |
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By extending document control policies control outside of your organization, Workshare Professional increases the return on investment and value of your DMS.
