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.

I'm not seeing it yet. Wait, here it comes. Here it comes. Just took a second to load. Thank you. Okay.

So as Kim had mentioned, a lot of email, a lot of communication is still being done inside of Outlook. So you're doing a lot of collaboration. You're working on projects, matters, you know, internal, external facing content. And Really, one of the questions Kim had everyone answer in the poll was around archiving. Do you have any retention rules set up that will go ahead and remove emails out of the inbox after X days? So once that happens, where does the end user go? They have to go to their archive system. Then they go to eDocs to gain access to their work product. So the key is archiving. from what we heard from our customers is open text. Make it easy for us to get our emails into eDocs alongside the work product. So we have one place to go and search from an end user standpoint, and from a compliance standpoint, we really have to just point our retention policies against the eDocs repository, because that is the single source of truth for your work-related product, which includes emails. Now, as Kim had mentioned, she kind of stole my thunder a little bit. My term, not an OpenText term, is email. There are two real types of email users, stackers and packers, filers and pilers. Come up with your own two words that you like. And really, if you think about it, these users are, A, one, they keep everything in their inbox no matter what. They don't create Outlook folders. Or, two, users that create Outlook folders, and after they work on email, they file it away. Let's take the – Excuse me, the stackers. So in my inbox, I have a bunch of emails here. Okay, maybe at the end of the day, I'm just going to keep working, working, working. And maybe one of my tasks at the end of the day is, all right, let's get these emails into edox. The day of me dragging these down into edox or clicking to save the edox, those are gone. Because that's, you know, it's just not something the end users will do. So they can just sit there and highlight a single email or multiple emails. They do a search and outlook. They get the emails, highlight, and they can just right mouse click on the email. Upon right mouse clicking on the email, what's going to happen is you're going to get the ability to quick file. And what's that mean, quick file? That means it's going to – I just got a lag here. What are you seeing? Kim, are you seeing? There we go. So what it's going to do is provide the end user the ability to select from previous matters that that user has been saving emails to. And this list is going to be specific to each individual end user. So I currently have only been working on Japson. the Jackson project, matter, case. But if it happens to belong to a different matter, I can select other. and just simply categorize it. And I'll just quickly categorize it just so you can see, and then move on. So I just did it with one email, but I could have done it with, you know, searched on a bunch of emails. As you can see in the category column, if desired, we can get visual identification of what state the email's in. It's being saved. So if I come back up to another email, Let's just highlight this one, for example. You see how it builds out across the board. We have the ability for suggestions as well, to suggest what project or matter that email could be saved when you select this other. What this does is ensure that the user goes and does a search, in Outlook, in their inbox, highlights X number of emails, and can quickly file it. Because this list here, it's going to keep growing to a set number that your organization has predetermined. And that's really a quick pick list for you to go and save your emails to. It's that simple. Click it, save it, and you move on. Now, that's great for the users that might do that at the end of the day or periodically throughout the day. But what about users that maybe will do it once a month, for example? And I'm just throwing examples. Well, they can highlight X number of emails. So let me just highlight a couple emails. And we have what we call a filing advisor. And that is really, really going to be beneficial to the end users in a number of ways. They select a filing advisor, and it's going to provide them suggestions. Okay, so we have suggestions. It took a look and it said, okay, we can suggest the email belongs at that project client matter, case matter, and or we could go ahead and modify the suggestions to assign it to the appropriate one. So I'll just go ahead and select it. And then all we do is hit file suggestions. So once we do that, we can get prompted. You can choose not to show it. Why is that important? Because now it just went through and it filed those emails. So next time I highlight an email from an individual that I previously filed, for example, it will come up in suggestions and list the client and matter number there. So that's another way they can do it. What I really think is going to be beneficial to a lot of your users that, you know, upgrade to this version and maybe haven't really fully taken advantage of the email filing or are new to it and want to do back legacy is that the users can come in and choose a date range. Today's emails, emails since yesterday, emails since last week, or custom. So I'm just going to go back here. You can see, you know, file me all today's emails and provide me the suggestions and let me just go ahead and file them yesterday. They're really beneficial. So you can go all the way back to X and I'll just choose something here to today and you hit apply. And it's going to go through. In my system, it's going to say it came up with all those emails, 38 suggestions that should be, you know, filed to that matter, and it found two that were non-suggestions. Okay, so I can look at them and then make suggestions. We can look at excluded, and it will also say, are there any excluded by the user's name? But look, there are some that are already in EDOX-DM. So it will omit those in the filing. And then you just go in, highlight. You can choose to not file an email that it finds. So let's don't file that one. And as you can see, when I did that, excluded by user. So it really is beneficial. What I see, you know, is I love this date range capability because it enables you to go from date A to date B and you decide what A and B are to really do a bulk file directly from within the filing advisor Again, the example here for those users that don't organize their emails by folder. It's really quick and just quick suggestions. I do it. I move on. If you notice, it didn't file the non-suggestions because maybe I didn't go into them. It just filed all the suggestions. And from there, my whole inbox just blew up to different colors. in the category. Being saved, once it's saved, it's going to go ahead and depict a visual identifier to the end user of, you know, what you deem necessary. I deemed it to be DM green, the DM document number, which is very relevant to the end users, the case, client, project number, matter, and who saved. And anyone else that's on that email that I have highlighted, right there, anyone else that is on that email, they will also get a visual identification that it has been saved. We have complete deduplication within the edox email filing solution. So what I just mentioned and spoke about was the users at user inbox. They don't pack anything away. We have three ways, I showed two, three means for those users to streamline and easily save emails into eDocs, all while providing suggestions to the end user to help them save them on the fly. From there, let's switch over to our packers. So as you can see, I've got a folder right here, JKL General, sub one, sub two. That's an Outlook folder, pre-existing Outlook folder that I created manually. But if you look at it, after I created it manually, I went ahead and chose, look at the 0, 0, 0, 1, 0, 1 plus and at sign. Those depict that folder and the subfolders have DM classifications associated to that Outlook folder, meaning that Outlook folder is being monitored by EDOX. Anything saved into that Outlook folder behind the scenes or subfolders behind the scenes will be saved into EDOX. Why is that important? Well, users create Outlook folders. Email comes in. We'll just take this one. And they drag it in, and they move on. That's what they're used to doing. It's simple for them. Well, guess what? They just did that and move on. Behind the scenes, that email is going to be saved into EDOX and categorized correctly because that Outlook folder, top-level folder, and all subfolders in this example have been tagged with EDOX profile information. So why is this important? Well, again, today your end users have numerous Outlook folders. So it's a one-time tag your folder to the desired metadata, and then all the previous emails in that Outlook folder are going to be saved, and anything new going in that folder will be saved in DDoS. That's how we can ensure that we're helping your IT admins get your emails cleaned up for those that have email retention rules without impacting the end users. You notice I didn't go down into anything else. I lived in my inbox across the board. How's another way we can help your end users? Okay, a new project comes in, case, matter comes in. For those users that create Outlook folders, they probably come into their inbox and they create a brand new folder for emails to go into. Well, we can help you by not only creating that Outlook folder, for that new project and or matter, but also making it monitored by edox, all in one step. We have up here at the top, auto-subscription. All I do is, what client matter is this associated to? I'll choose Triad, select okay, create. It just created my Triad Industries folder. And it set it up to be monitored. And this is my example of the format of this across the board. All that in one step. And now I can take an email, drag it into that new matter folder, and move on. It's that robust and that straightforward and streamlined. So I like to take time to rehash what I just went over briefly. What I've shown so far is that we can accommodate every different type of email user across the board, whether they just save everything in their inbox or they put their emails in Outlook folders. We're just at this point talking about saving emails, getting them into the one source of the truth which is eDocs. Because at the end of the day, if you don't have your email saved into eDocs, you have to potentially search two to three systems to gain access to your relevant information. as Kim had depicted on previous slides. Saving and searching, that's what it's about. I have to go into eDocs, do a search. Is it there? Oh, no, my emails aren't in eDocs. So then I have to go into Outlook, do my search in Outlook, and or navigate down my Outlook folder, like I'm doing right here on the screen. Oh, that's been archived, and it's not in eDocs. So then I have to potentially perform another search to search the archive. That's a lot of looking when you need to be spending your time working on the content. With the email following what I've shown you so far at this point, we alleviate that kind of hurdle or those multiple steps. Because now the end user can just come in and do a search. And I chose to do it from, you know, the web UI. And they're getting access, holistic view of everything. Of course, that they have rights to Winidocs, including e-mails, alongside their work product. And they can simply say, well, look, I don't want to see my work product. I want to see, you know, I just want an e-mail. Well, they can easily filter to just down to the e-mails. Across the board, quickly and easily. They can preview. They can do all those types of things directly and across the board right there. That is the benefit of ensuring all of your emails that are work-related, of course, or some organizations put it across the board, where any email that is worked on inside of EDA or inside the organization needs to be managed. Because once we get these emails into eDocs, they now can automatically fall under your records control and records retention policies. I'm going to go back to my home screen here. And as you can see in my InfoCenter web dashboard, I have some projects and matters. Arden, California, and Japson. Okay? So Arden, California, and Japson. Those are my matter or project workspace that I am working on and I chose. I want those to be exposed to me in a time. Well, once they're exposed, they're going to automatically show up inside of Outlook as an Outlook folder. Just top Jackson, Arden, and California automatically for you if you want that turned on. But that, what it does is automatically any matter you're currently working on and you have exposed in eDocs, it's going to expose it inside of Outlook to streamline all your process even further. So now you just take an email from your inbox. We'll take, sure, this one here, drag it behind the scenes. It's going to be saved. It'll be saved in eDocs. Every user works differently, and that's the beautiful thing about the EDOX email filing component is because it will assist and facilitate how every user works with deduplication for emails as well. whether they're attachments on an email or not. The whole key is get the emails in, make sure they're accessible alongside my work product. So I have one place to search and I showed you the search. I'll show you that again. And one place to go to. Now me, Steve Quincy, I see in my inbox, maybe I'm someone that keeps everything in my inbox. These are already saved. I'm comfortable. I'm going to delete them, start cleaning up. If I do delete them, a lot of the majority don't, but I know that I can just go into edox to gain access to the emails across the board. Now, these Outlook folders you see on this left-hand side, you might be on your mobile device. You have access to those Outlook folders from your mobile app. Maybe it's the Outlook app that's on your iOS or Android device, whether it be a tablet or a cell phone, mobile phone. It doesn't matter. If you, from your mobile device, take an email and copy it over or file it from your mobile device into one of those folders, That email is going to be saved into EDOTS. There's nothing that needs to be installed on your mobile device for that because we're exposing your Outlook folders there. So we can assist you. Again, at the end of the day, it's about one source of the truth, one place for the end users to go to to gain access to their content. Let's hypothetically say that I have an email retention policy within my organization. And after X number of days, emails are deleted or removed. So I'm going to just come in here and manually remove these emails, just manually. I come in tomorrow morning, I might as well get rid of this one too, these two as well. I come in tomorrow morning, and I go down. I might get an email that says, hey, did you see my email from yesterday? And I might say, you know what? Let me go into my folder. Where is it? It's gone. Okay, is it in the top level? Oh, shoot. The email archive or retention kicked in. All you have to do is right-click on your Outlook folder. show emails from eDocs that were in this top-level folder or emails from this folder and all subfolders, and it brings back your results. Because you're saving the emails in an eDocs, it's just giving you access to the content that's being managed in eDocs, the emails, from your existing Outlook, even though those emails were removed from Exchange. They were archived. across the board. And if I scroll down here a little bit, you see that the emails that we've been saving are automatically, you know, because they follow the records retention. So they can have their records retention. That's a beautiful capability because now the IT administrators can truly enforce an email attention policy with proper training, of course, with this email filing tool because the users know that they get emails into a monitored folder, an Outlook folder that is set up to be monitored, or they file the emails from their inbox using QuickBot or the filing advisor around the date range or the suggestions. They do that, the retention policies for your email kick in, they go in and scrub them, the end user can continue to live in their Outlook folder and still see what emails used to be inside of that folder. We've streamlined saving emails into eDocs. We've had various conversations with our customers. about how the end users work when they're saving emails. Outlook's been out a lot longer than a lot of other applications. And we had to make it work within the constraints of how end users work with Outlook folders as well as our inbox. Because at the end of the day, It's not about the time to save emails. We don't want the users to have to really focus on thinking on how to save an email. They put in a folder, they move on. It's about working on the actual matter and content. And there could be a lot of useful instructions and information inside the email that needs to be accessible alongside their work product. And now they can just come in and to start performing their searches, navigate down, and get that holistic access view while being able to see everything, to see a snippet and or view the email. This is also very beneficial, you know, if you're in an authoring application, typing up something and you realize that, Oh, there was that email that I saw. Let me go and do an example of that. There was that email that came across that, for some reason, it had instructions. You can see it side by side. That's the beautiful thing of this, making it simple for the end users so they spend their time working on content, and that includes emails. Streamline, getting the emails saved into eDocs, without changing the way the end user works and making it easy for them to access those emails.

That's great, Steve.

There you go. Kim, back to you.

Awesome. Thanks so much, Steve. During that, a lot of great questions came in, so I wanted to make sure we had time to go through those questions. So let me just start at the top, and we'll work our way down. So, Steve, does the auto-subscription folder have to be tied to a folder in EDOX?

It does not. No. It's very configurable. It can be tied to a folder in EDOX, or it doesn't have to be. It can be just tied to metadata or it can be associated with what the EDOX matter centricity or matter hierarchical structure capability inside of EDOX.

Thank you. What happens, Steve, if an email has the same subject? Are you forced to rename it at the time of import?

That is configurable. You know, that's all part of, we have very robust email deduplication that goes off of the five, you know, those unique identifiers that are associated to each email. So you can have multiple emails with the same subject. but it's just going to be related to different matters, and you will not be prompted, or if it's the same subject and you want to be prompted, you can. Nine times out of ten, I'm going to have the same email that's going to say, Steve, take a look at this, and it's going to be related to five different matters. So the subject's really irrelevant because we're looking at the five unique email identifiers. So all five of those will be saved in the e-docs, because they are associated to different topics. Hope that answered your question.

Thanks, Steve. Steve, next question. Is the auto-subscription folder the only way to save emails into eDocs via a mobile device, or can you also use the Quick File and Filing Advisor?

Currently today, it's not just the auto-subscription folder. It's also any folder that's been created, Outlook folder that's been created and been tagged or being marked by eDocs. Those two, the Outlook folders, currently today are the only means to save e-mails today. seamlessly into eDocs on a mobile device. We have plans in the works where we are looking of also making other abilities and capabilities for the end users for like QuickFile and FilingVisor. Might not be called those, but we are looking to expand it.

Next question. Does it automatically apply your default profile for documents? The question really is around security. So when you're saving with email filing, do your profile defaults, are they honored, including security? Yes.

Yes, they are. Profile defaults are honored. Yep.

Are the functions demonstrated exclusive to version 20 or are they available in previous versions as well?

Yes and no. So, you know, version 20.1 came out with some new features, new enhancements. Some of the features I showed, like the quick file, the tagging of folders, those were available in the 6.x. But, you know, for end users to truly take advantage of the streamlined ability of the email filing, we would highly recommend you get up to the 20.1 so you can take advantage of all the capabilities and then some more that we just showed.

Right. Steve, how would you set security when saving emails specifically in bulk?

So if you're doing a bulk, I'll use the example in my inbox. I have a bunch of emails and I highlight them and I will use a quick file example. Well, when I go through and just select quick file, you can associate security at that point if desired, where, you know, it's not just choosing the client matter or case matter, project matter, but you could have exposed a security dialog to go ahead and associate security at that point. I did not have that. I don't have that set up in my environment, but that is something you can absolutely do.

Okay, our next question. Can the email filing assistant be set up to prompt the user upon send?

It can, if desired. We have the ability to where we can on send prompt the user to insert a tag in the subject. And upon that tag in the subject, that's going to ensure that that email gets sent. sent and saved in, and any subsequent, it's going to streamline any subsequent, if desired, of email replies to that thread being saved in edox because it's got the tag. But we can absolutely prompt the user upon send. The whole key here, from what we've heard from our end users, is they don't like prompts. They like just clicking on send. And letting it go. We have means to help that with, like I said, subject filing, thread filing, and all that. But we can assist you with that, absolutely.

Yeah. Some great questions coming in. Steve, if a user decides to resave an email that's already been saved into DM, what is it going to look like under the categories in Outlook?

So I don't know if you saw my screen. So I'm going to take an example of, you know, an email might have, information in it that's relevant to two different projects or cases or matters. So with that, that email needs to be saved in the eDocs twice, associated to each matter, for example. So all it's going to show in the category, it's going to have two document numbers. and two matter numbers. We're just going to append anytime it's been multiple saved, append to the category. And that also enables a good quick status check of why are all these emails saved twice? Do they need to be? So it's good to check as well. Yeah, that's really helpful.

Steve, what's the difference between filing advisor and email filing assistant?

Well, the filing advice, so the filing assistant really, that was an older tool that we used and, you know, really integrated with the extensions. So what we've done is we've provided suggestions in the quick file. The filing, the QuickFile technology, the filing advisor really helps you streamline date range, bulk, as well as starting to learn and give you suggestions based off, for example, domains or where emails might have come from. So it's another tool that we've added that's going to streamline how users work. Me, I might be a user that will always use QuickFile with the suggestions, where Kim Hyde, she might always be using the filing advisor. And we're looking at even streamlining those tools for even more in the future. Hopefully that answers your question.

Okay, Steve, this might be our last question. If an email is put into a folder that is being monitored by eDocs, what's the best way to give that email a more meaningful subject, assuming that it didn't have a relevant title to begin with?

So... Okay. The best way to do that, again, there are a number of things here. Do you need to capture that email in your repository exactly how you received it from the outside or exactly how you received it from a compliance standpoint? If so, well, you don't want to change the email subject at all. You don't. But we can still help you. Once it gets into eDocs, you can just go in and change the email name once it's in eDocs on the profile to give a more relevant name. We're still keeping everything underlined in the actual email message intact, but you're just changing the name once it's inside of eDocs. That question there, whoever asked it, we'd love to have a further. Well, that question and all the questions, we're more than happy to have further dialogue and more in-depth conversations on them.

Yeah, the questions were phenomenal today. We didn't get through all of them, and I know we're getting toward the end. So anybody's questions who didn't get answered today with Steve, we'll make sure that we follow up and give you the answer to those questions, as well as we'll be following up and sharing the information from the survey questions that hopefully everybody answered today. We'll make sure that we share that information. So Carrie, to you.

Okay, thanks, Kim. So, yes, we'll wrap up today's session, but please do take a minute to complete the post-event survey. It should pop up as you exit the meeting, and it also should be on your screen beside the slides and QA box. There should be a survey panel, and we truly value your feedback. So just a reminder, if we didn't get to your questions today, we'll definitely follow up with you directly and make sure that those are answered. And one final reminder, today's webinar was recorded, so within a short period of time, you'll be able to get the recording and the PowerPoint slides on my support page at support.opentex.com backslash go backslash webinars. And we'll also be sending out an email with all of these materials attached in the next couple of days. Thanks again to Steve Quincy and Kim Hyde and all of our other presenters for joining us and delivering the presentation. And thank you all for joining us. We hope you have a great day and we will talk soon.