Open Text Corporation

Hello, everyone, and welcome to today's installment of the OpenText Live webinar series. My name is Carrie Linscott, and I'll be moderating today's call. With me today is the full eDocs team. I've got Kim Hyde, the Senior Product Manager, Steve Quincy, Lead Solutions Consultant, Matt Brunkwell, Sales Director, Larry Roy, And Katie Bunja from Product Marketing and Natasha Tiemann. They are here to present the webinar, eDocs Email Filing, Learn How Recent Advancements Overcome Content Chaos. If you have a question for our presenters at any time during today's call, you can simply type it into the Q&A panel box, which you can find at the top right of your screen, and we will address them after the presentation. If we're unable to get to your questions today, our presenters will follow up with you directly. Today's session is being recorded, and you'll be able to find the PowerPoint and the recording through Open Text Knowledge Center, and we'll also send you an email with these materials within the next couple of days. Before we begin, I want to make sure everyone is aware of our Elite Customer Program. This program recognizes customers who participate in program activities that help us tell the Open Text story. It's a great way for you to earn rewards while continuing to share your best practices and successes with the customer community. It gives back in the form of elite points, which can be redeemed towards things like professional and learning services, OpenText merchandise, and passes to Enterprise World, the OpenText user conference. To learn more, you can email elite at OpenText.com. So with all that, I'm going to hand things over to Kim, and we can get started.

Thank you so much, Carrie, and thank you to everybody who's joined today. We've got a great group of folks who are attending today's webinar. So thank you so much. Good morning, good afternoon, good evening. We have folks that signed up for it from all over the globe. So we've got a great audience, and I'd like to thank all of my coworkers, too, who joined. You know, I'm going to be going through some slides, and Steve Quincy is going to be giving us a demo. But we've got a lot of great folks on the call. So if you have any questions or comments, things that you would like to discuss, now is a great time to get the answers that you're looking for. So as we mentioned, today's speakers, Kim Hyde, hey, guys, product manager with E-Docs. I've been with OpenText for five years. And then also we've got Steve Quincy. I would imagine most of you know Steve or have heard him speak at Enterprise World or other events. Steve is our legal tech lead solutions consultant and overall guru for all things E-Docs, and he'll be doing a demo today. Very excited to see what he has to show. So the agenda I'm going to be talking about, you know, is email dead? I think, you know, looking at what's happening today with the coronavirus, with the COVID-19, we've got some interesting information to share with you today. And then, as I mentioned, you know, help is on the way. Steve's going to be able to show how we can use email filing to help us with any email challenges that we might be having. And then finally, we'll do Q&A. I also want to point out throughout this presentation, I've got some questions. We'll be doing some surveys. And I do hope that, like I said, we've got a great group of folks that are on this call. It looks like some folks who are currently EDOX customers. We've got partners and other folks from the marketplace who are interested in today's webinar. I would encourage each of you to please just take a couple of minutes or a couple of seconds, ideally, as the poll questions come up. Give us your feedback. That feedback is important, right, for product management. It helps drive where we're taking the product, and it helps us understand the market and where our customers are today so we can make sure that we can better serve you in the future. So with that, I'm going to go to a survey question. So get ready and please take a minute to give us an answer. We're not going to give the answers during the presentation. Some of the poll questions were in such a fashion that it didn't make sense to give the answers right away. But we will be sharing them with you shortly after the presentation. We'll make sure that we share the answers with everybody who's attended today's webinar. So here's our first question. You know, it's really important. We'd like to understand, you know, what version of EDoCS are you on today? So if you could share, are you perhaps still on version 5? Are you on 10? Or have you upgraded to 16? Hopefully you've upgraded to 16 or you're looking to upgrade to 16. So please take a second while I talk and ramble on a little bit. to just quickly put your answer in there. And I don't want to spend a ton of time on these questions, but I do want to give you a second. So hopefully you've put it in. I'm going to go on. If I happen to move too quickly and you don't get a chance to submit, you can always put your answer in the Q&A and give us your answer that way as well. So, you know, if you're on an older version of EDOX and you haven't upgraded yet, are you looking to upgrade soon? If so, you know, what version are you going to be upgrading to? Perhaps you're in the middle of an upgrade right now and you're looking at going to, you know, 16.7. You know, we just released 16.7.1, and we've got 16.7.2 coming out. So we're really interested to see what version you're going to be upgrading to. Okay, hopefully you had enough time to put a couple numbers in there. And then email filing, right? If you currently have email filing today, what version of email filing are you on? You know, are you on an older version that we just released a version 20.1 just recently for email filing? Have you, you know, have you already upgraded to 20.1? All right, hopefully that was enough time. So with that, I'm going to go ahead and get started and talk about, you know, really, we were talking about content chaos. You know, how are you dealing with your content email during the COVID experience? You know, I was all excited. Obviously, it's a very relevant topic. As you can see, you know, I'm working from home. You know, welcome to my house. We're all on a new platform on 24 with you today. So you can see the co-presenters are also on video. So you get a chance to see everybody's content. I'm sorry, you get to see everybody's background. So, you know, welcome. So while preparing for today, you know, again, talking about email filing with COVID, I thought there were going to be some incredible statistics. I couldn't wait to go out and, you know, start preparing my slides. So I'm out Googling, you know, what are statistics on email, business email usage during the coronavirus, because I've seen personally a spike in my emails since working remotely. But I... I Googled it, and when I Googled it, I got nothing. There was nothing but crickets. You know, I couldn't find any statistics on email usage during the coronavirus. Is it going up? Is it going down? Like I said, I couldn't find anything. But I did find some other information. You know, I didn't stop there. I had to continue looking. We've got the webinar. I had to prepare some materials. So I was looking at what is available. And obviously there was no shortage of information. there was no shortage of information on how folks are using collaboration tools today to you know to work together so um you know whether it is uh whether it's zoom whether it's a cisco slack uh everybody's reporting incre you know exponential growth in the last few months for these particular tools But as you can see from this slide, this chart from Microsoft, usage in this is actually a little bit more than two weeks period. They went from about, it was about a half a million minutes a day in meetings. This is, you know, minutes a day in meetings. to over two and a half billion minutes a day in meetings. I mean, the growth, the chart, the picture tells you everything that you need to know, the growth in just a little over two weeks period of time. So yes, people are using these collaboration tools, but I don't necessarily, you know, does that mean that there's been a death of email? Are people no longer using email to communicate with one another? Don't believe that is necessarily the case. So with that, I'm gonna ask another survey question. We would like to know, are you currently using Microsoft Teams today to collaborate? I know we've heard from a lot of our customers that are going through this experience and having to work remotely. They're currently using Teams or looking for some type of Teams integration with edox. So this is a great opportunity for us to reach out to you to find out, are you using Teams today? So hopefully you've taken a quick second to either click on the yes or the no. Next question. Are you planning on going to Teams, you know, in the near future, let's say from six months to a year? All right, hopefully you've had enough time to answer that question. So while the statistics are actually missing on this, I believe it's apparent to all of us really that email is still relevant. Now, the image on this particular slide may not necessarily be relevant to email, but the choices that I had to put on this slide to showcase email, I thought this was the cutest option. I think everybody likes dogs. It was by far the cutest option. So the image may not be relevant to email, but a dog working on a computer with those big glasses, it was something that I couldn't pass up on. So, you know, yes, we're still using email to communicate with one another formally, right? We're sharing contracts. We're setting up meetings, you know, meeting invitations. You probably received an email notice reminder about today's webinar. You know, we're still getting emails from one another, sending questions to coworkers. especially coworkers who, for us at OpenText, we're using Teams to collaborate with one another. And I work with people from all over the world, from all over the globe. They're not always available on Teams. So if I want to send a question to them, I generally just open up my email and submit questions that way. We still do share documents that way through email. And especially, of course, with folks who aren't on our Teams, who don't have access to our Teams. our customers, partners, other folks who want to reach out and communicate with me and with other folks on the team, all of that's still being done through email. So email really is not going away. And I did find the statistics that are on the screen, I thought, obviously did showcase the relevance of email. As you can see, you know, the phishing attacks, the hackers, the scammers still believe that email is a very relevant tool. So relevant, in fact, as you can see, almost the same period of time that we were showing for Microsoft Teams, the phishing went from March 21st to March 23rd, has increased over 667%. So there were almost half a million phishing attempts, almost 500,000 phishing emails went out just in the month of March. And that is, compared to what the entire phishing attempts through Q4 of 2019, all of those were 132,000. So an incredible, incredible increase in phishing scams, you know, through email. So obviously people are still emailing. Emailing is still a viable solution to collaborate and communicate. These numbers were obviously before COVID. So again, like I said, I don't have any new numbers. It'll be really curious to see in the coming months when there are some data, some statistics that are shared on what's happened with email throughout all of this. But as you can see, the email has steadily increased year after year. It continues to grow. So, and I would also, you know, while doing this, I did see some information out there that suggests that Generation Y, you know, the generation that's coming up now, is still continuing to use email to communicate with one another. Obviously, they're using a lot more different online tools. It's all about online communication. But email is still one of those tools that's being used even by the next generation that's coming in. So it still looks like, like I said, email really is not going to be going anywhere anytime soon. Why is this important? Email is not going anywhere. We're using email. But to what extent are we actually using email? So these are some numbers from the Harvard Business Review from 2019 that suggests that users spend an average of 28% a day on emails. So that's 2.6 hours a day dealing with emails. And there are a whole range of ways that you deal with email on a daily basis. So 15 times a day. which is roughly every 37 minutes, users are going out to look at their inbox to see if they've got any new emails. So during the course of today's webinar, which is about an hour, users are going to go out and check their email probably twice during this particular event to look at new emails that have come in. And then what they say is it takes a minute every time that you leave the work that you're currently working on to go check your email. It takes you about a minute to get back into the groove, to get back into where you were by the time that you left. So one minute is lost for every time you go to check your inbox. So that's roughly 15 minutes a day lost getting back to work. On average, we all receive roughly 120 emails a day. And that's about par. I think I'm probably fairly close to that. So those numbers, I think, make sense. And then roughly 30 emails are sent. So you're either replying to some of those emails that you received on a daily basis, or you're just initiating your own email and sending it to folks either inside or outside of your organization. So that's about 30 emails that are sent on a daily basis. The number that I think is really relevant for today's webinar is the fact that 14 minutes are spent moving emails from your inbox into your foldering system. So, Steve, I'm sure we'll talk about it. And if you've been on webinars with him before, something that we've learned from Steve. from Steve is that, you know, there are stackers and packers, right? The packers are the folks that are putting emails into those folders. And he's going to talk about that and show us how you can use email filing for that. But, you know, most of us will put emails into some type of folder structure. And to do that, all of those emails that you're receiving on a daily basis, it takes roughly 14 minutes to do that. And what does that mean? You know, what does those 14 minutes equate to from a work perspective? You know, really what that means is, you know, it doesn't sound like much, 14 minutes, you know, it's not that big of a deal, but it adds up quickly. So let's use a 100-employee organization as an example. So you've got 100 employees each spending 14 minutes to file emails into their folders. So 14 minutes, that actually equates to 1,400 minutes a day for your organization, which is 23 hours filing emails. And depending on what you're paying, what the hourly rate is, your particular organization, I'm going to use $100 an hour because it makes the math a lot more simple using $100 an hour. That equates to $2,300 a day is spent just on filing emails in Outlook. That's a lot, right? $2,300 a day, that's over $10,000 a week. That's almost a half a million dollars a year spent filing emails into your system. But when you think about it, it's more than just money. Obviously, that's a lot of money. That's something really to consider. But there's more than just money. You're talking about having to maintain those systems where the emails reside. Hopefully, most of you are using edox for your content management. So you've got your edox system that you're having to maintain. You've got the Outlook Exchange that you're having to maintain. Chances are you probably have a third-party archiving system. um that's being maintained as well as creating local pst files to get around your archiving so users who don't want to lose those emails or have them move to an archiving system will create local files and move those emails there put emails into those locations so you know you've got you've got now your content is being moved you know to different repositories uh you're not gonna you know you have to worry about security you have to worry about maintenance the time that's spent trying to find that information. So there's a lot going on as opposed to just the bottom dollar involved and wasted around email and managing that email content. You know, really, it's about maintaining that single source of truth. That's why most of our customers, you know, are using eDocs today is to have that single source of truth around your content. You know, the security involved in having your content securely saved and stored into eDocs, making it easy to find. So it's important that you're maintaining that single source of truth for your organization, for your end users. Using email to collaborate on contracts, policies, and procedures can introduce real harm if you're not careful. Trying to ensure that you're looking at the right conversation string and that you're pulling the most recent document when you're working on drafts and you're sharing drafts back and forth. You know, the last thing you want to have happen is for a contract to go out where edits were made to not the most recent version. and you've missed some previous edits to a particular contract, that can be really devastating to an organization not sending out the appropriate contract. So in addition to that, you've got users who are wasting time trying to make sure that they're on the right version, looking through their emails, looking at the different conversation histories that can arise around collaborating in your organization. Do you have the most current? So they're reaching out, whether they're IMing somebody, they're calling somebody, they're emailing people, trying to ensure that they do in fact have the accurate version to be updating and to be sharing. So a lot of wasted time is around that. And then finally, you know, you've got drafts that are, again, it's being emailed. So sometimes those drafts may or may not be being saved into eDocs. So now you don't have that whole story. You don't have that history, that audit trail around how this document, how did we get to this final draft of this particular document? What's the history? What were the changes? Who made those changes? By doing all of this outside of eDocs or not tracking it within eDocs, a lot of that history can be lost. And that history is incredibly relevant. So it's very important that we understand that. Also, with the email, you're introducing security risks. You don't know who's going to be CC'd on an email. So people who may be CC'd might be added to an email string where they don't have access or they shouldn't have access to that particular content. It's really hard to control who's able to see that content when you've got content flying around an email, as opposed to with an e-docs. If it's secured with an e-docs, you're sharing it through e-docs, you're saving it with an e-docs, you can ensure that that content is secured and only people who should have access to it actually do have access to it and to the end. Some other things that you need to be thinking about, true, like as I mentioned, long-term compliance is involved. Your retention policies, you know, how do you handle retention when you've got people saving emails on multiple repositories? So getting all of that content into edox is going to help you with your retention policies. It also is important for GDPR, right? So if you've got people and they're sending perhaps spreadsheets that have personally identifiable information on consumers in a particular email, and let's say some of those consumers have reached out to your organization saying, hey, I want to be removed from your system. Do not be saving my information. Do not be storing my information in your system. Well, storing that information goes for your emails as well. You've got to make sure that any information that's stored in those emails, that you're respecting the wishes for these end users who have asked to be removed. So you've got to be very careful for that. So, again, you'd like to make sure that all of that content is being saved and secured safely within your eDocs platform. So I've got a couple more questions that I'd like to ask before I turn it over to Steve. So I'm curious if you wouldn't mind sharing with us. So, again, whether you're a customer or not a customer, does your organization currently have a retention policy around email? If you do, is it less than 180 days or is it more than 180 days? How quickly are you expecting your users to save email into eDocs before perhaps those emails are removed or archived? I'll give you just a second on that one. Okay, and then the next question is, do you use email to collaborate on content with internal or external parties? So are you using email today to send back and forth those contracts, to work on contracts, to work on your policies, work on your procedures? Is that what you use? Perhaps you use a third party contract management system, but I suppose a lot of people are in fact using email. So hopefully everybody's had a chance to answer that question. Next question, do you save emails into eDocs today? So whether you have email filing or not, hopefully if you've got email filing, you absolutely are saving your content into eDocs. But if you don't have email filing, are you manually saving your emails into eDocs? Is it all work-related content? Are you saving everything into eDocs? Or are you only saving, are people picking and choosing what they save into eDocs documents or emails that happen to have attachments? Because we need to make sure that we're in the mindset, right? Emails are documents too. You know, it isn't documents and emails. Emails are, in fact, documents. Emails have important information that's relevant to your, you know, and need to be retained. So you need to make sure that you are, in fact, treating emails like documents as well. And then finally, I'm curious, what percentage of emails do you believe today are handled via mobile device? So I know everybody's using phones, tablets, their work hours have changed, how people are working is changing, and it's changing obviously more quickly with COVID-19, but I personally find myself looking at my phone more regularly. As I walk around the house while I'm working from home, I tend to use my mobile device. So I'm curious to see, are other people experiencing the same thing? Do you see that you're using your telephone more, your mobile device? I just can't believe I said telephone. Are you using your mobile device more for email? Give everybody just a quick question to look at that and try to figure out what percentage it is. All right. And now we'll move on to the cool stuff. With that, Mr. Quincy is gonna show us, he's gonna help us on the way, he's gonna show us how we can use email filing today to help out with some of those problems that I addressed in my slides. Steve?

Great, thank you, Kim. Can you hear me okay? Yes, yes, I can hear you. Okay, I am sharing my screen and we should be seeing the EDOX InfoCenter web-based UI.