Afternoon all … the product team emerged from their collective bubbles (which is apparently described as being in the “flow”) to deliver a major point release this month; hence potentially a longer list of features here than perhaps usual …

This month’s highlights

  • Document Splitting – you’ve just received a massive PDF that contains a number of different documents potentially spanning multiple cases … what do you? Simple .. Use our new document splitting feature!
  • Service Portfolio Modeller – to support the creation of dynamic menus to support self instruction by your clients
  • Allocation Rules – some more allocation rules .. Because a work management platform like sharedo can never have too many!
  • Exchange Calendar Synchronisation – enabling key dates appointments and other task types to be synchronised to your exchange or O365 calendars
  • … and as usual a whole host of minor UX & feature enhancements and defect fixes

Document Management – Document Splitting

We have a new feature that will allow large documents to be split into multiple smaller documents. Typical use cases for this are the receipt of a large document from a third party that then needs to be split into its constituent parts.

The splitting function is available from a number of places including:

DMS Documents

  • Document Context Menu’s
  • Document toolbar
  • Inbound scanning

The splitting function then enables you to:

Splitting function

  • Preview the document and select the appropriate pages
  • Create multiple splits
  • Associate the split document with any active document expectations on the case.

Modeller – Service Portfolios

In the modeller area, we are now able to define Service Portfolios. Service Portfolios are used across the application to:

  1. Define a menu of case types that can be created internally
  2. Specialise these for individual clients

When defining a service portfolio you can:

  1. Define the Case and Instruction types
  2. Lock them down to specific user groups via permissions

Allocation Rules – Some new Rules

The take up of the allocation rules feature has been almost instant … likewise the number of additional feature requests to enhance it has been instant too! This month we release 2 more enhancements to this area

Allocation Rules – Scorecard based allocation
The allocation for cases or tasks is not always as simple as being based on the type of case or task, or who the parent owner/role is. In many situations, the allocation needs to be dynamic and based on the current risk or complexity profile of the case.

This feature allows us to tie the scorecard metrics for the case and to use this to determine where the tasks for the case are allocated. A potential scenario would be where a case is viewed as standard and being processed automatically, or by an offshore team. A party then may declare an attribute that changes the scorecard i.e. Bankruptcy. The case may then require additional charges and oversight from more senior resources.

Allocation Rules – Least Busy User
A common requirement is to evenly distribute work in sharedo amongst a pool/team of users. This allocation rules enables you to “query” who the least busy member of a team is by a number of criteria.

Exchange Calendar Sync

We have a whole new feature on Exchange (O365 or on-premise) calendar sync. This feature allows users to grant sharedo permission to synchronise their key dates and appointments from sharedo into their Outlook Calendar.

Calendar Sync

Use cases for this include key dates for completion, or court dates. As these dates move in sharedo, they are synchronised to the attendees calendars.

This feature improves the integration sharedo provides with the desktop tools most users are familiar with.

Key Dates for Participants

Sharedo has always supported the addition of key dates to a case. A new requirement to associate a key date against a participant was requested.

For example, you can now add a separate Intimation Date for each Defender on a Proceeding…

  1. Set the participant role against the key date association in admin:
  2. A key date will now appear for each Defender on the case; you can navigate to the participant from the “person” icon:
  3. The key dates are also shown on the relevant participant blade:

Core Case – Legal Protocols

Legal cases often have a defined set of legal protocols associated with them. Sharedo now supports this core type, allowing users to add a new protocol to a case and capture/track the details associated with it.

Splitting functionality

Minor Enhancements

Along with the major feature enhancements above we have a whole host of minor enhancements including:

  • Authority Limits – a variety of UX enhancements have been made to authority limits together with more seamless integration of these with approval models
  • Removal of key dates from core task lists – in conjunction with the Exchange Calendar feature and updated calendar views key dates have now been removed from the core list view definitions.