OpenContent Management Suite – Fall 2018 Release

TSG is happy to announce the Fall 2018 release of the OpenContent Management Suite (OCMS)!  This release, version 3.1, follows our new product release Spring/Fall cadence that we have started this year.  For this post, we will take a look at some of the notable enhancements included in the 3.1 release.

New Features

Notable new features in the 3.1 release of OCMS include:

View Folder Terms Action

The View Folder Terms action in OpenContent Case allows the user to gain insight into the case documents based upon critical terms defined in the system.  Read more about how this could be used in a Case Analytics for Insurance scenario.

Reporting Dashlets

New reporting dashlets allow the administrator to present a graphical view of repository metadata to the user based on configurations in OCMS admin.  Available chart types include pie, bar, and line.  Here are some example dashlets:

OpenContent Forms – Word Integration

When filling out a form in OpenContent Forms (aka Active Wizard), the data that the user enters into the form can be used to drive a Word document template.  Check out how this can be used to personalize documents.  Additionally, we also see this as an option to allow form data to drive contract generation when utilizing the Contract Management Solution.

Other New Features

Other new features include:

• Repository agnostic jobs for the TSG Compliance Solution.  These jobs were added to support Hadoop, but could be used for Alfresco, Documentum, as well as upcoming implementations for Amazon DynamoDB.
• Table View Copy/Paste – a new right click action allows users to copy text out of cell.
• OpenAnnotate updates include:
  • Performance metrics for OpenAnnotate
  • A new file attachment annotation allows users to embed a document attachment into the annotation layer of a document.
  • Better support for a variety of document bookmark types.

Look for a future blog post detailing OpenAnnotate feature enhancements.

Notable Enhancements

While not an exhaustive list, some notable features that were enhanced as part of the 3.1 release include:

Add Documents

The Add Documents action includes a number of enhancements.  When working with MSG emails, any attachments are now preview-able in the heads up indexer:

Other enhancements include:

• Extension Whitelist – a whitelist now controls what document types can be included as part of the upload.  The default whitelist includes the primary types that we see our clients utilize (MS Office formats, images, PDFs, etc), but can be configured as needed.
• Image Thumbnails can now be turned off if desired.  For high volume uploads or those that utilize the heads up indexer, these thumbnails slow down the interface unnecessarily.
• Smart Attachment Inclusion – when importing an MSG file, the action will skip over any attachment image that is larger than a configurable height and width.  This prevents the upload from including items like email signature images that should not be ingested into the repository.

Advanced Combine to PDF

The table that lists the documents to combine now uses the familiar table view layout that is utilized in search results as well as View All Documents in OpenContent Case.  Additionally, when a document that is being combined has more than one version, users can now choose a specific version to include in the combined PDF.

Send Email

A number of enhancements to the Send Email action allow the administrator to control the format and size of emails.  Specifically, administrators can configure:

• A default subject prefix, that is not editable by the user.  Note – ability for the user to edit the default prefix is currently in development for the 3.2 release.
• Total number and/or size of attachments – emails will not send if the attachment list grows beyond these sizes
• Body size – users will not be able to type more than the allotted size in the email body.

Other Enhancements

Other enhancements include:

• When viewing a document in the OCMS stage, administrators can now configure whether an icon appears that allows the user to launch the document in a new tab.  While most clients will want this feature, turning off this ability is useful for controlled print scenarios since users should not be able to print the document from an uncontrolled view.
• Saved search dashlets now have a configuration to enable or disable column sorting.  In some cases, administrators may want to disable sorting.  For example, a queue dashlet may want to disable sorting to promote a Last In First Out (LIFO) or First In First Out (FIFO) workflow for users working through the queue.

Summary

Thank you to all TSG clients who helped improve OCMS in the 3.1 release!  Keep an eye on our blog for more information and insights into what is coming up in the 3.2 release, planned for Spring 2019.  So far. we’ve been focusing on Amazon DynamoDB support as well as bulk document redactions from both a case management as well as search perspective.  Let us know your thoughts below.