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RBRO SOLUTIONS INC. ©2006 RBRO Solutions Inc., All Rights Reserved Systems Design Consultants www.rbrosolutions.com

Document Migration into WorkSite


Software Purpose Features & Benefits System Requirements Straight to Demo Contact Info


Scenario A company is

migrating to WorkSite and wants to keep their current network folder structure.


Migration Tools ComparisonFeatures WorkSite

Import ToolWorkSite ASCII Conversion Kit

RBRO DocPort

Apply dynamic profiles Yes No Yes

Apply Ethical Wall Security No No Yes

Preview Results prior to Import No No Yes

Validate Profile Metadata prior to Import No Yes Yes

Create Workspaces and Folders on Import No No Yes

Import into Newly Created Folder Trees No No Yes

Import into Existing Workspaces & Folders No No Yes

Document Secure on Import Yes Limited Yes


Why DocPort? Increase user acceptance upfront by

importing their familiar network file structure, Provide dynamic profiles, metadata

validation and import previews which will eliminate importing errors, and

Decrease the overall migration time by importing documents directly into a matter centric environment.


System Requirements P4 or Higher 1+ GB of RAM Microsoft SQL Server Client Tools WorkSite Client Software (FileSite or

DeskSite)


Demo Slides


Main Screen Once logged

into the server and database, DocPort’s main screen will open.


Filter by Extension Use Filter to:

exclude any files not to be included in the collection or

Select only specific files to be included

You are now ready to collect the files.


Collecting Files Browse to select the source path. Click on

the Collect button. This will populate the top of the screen with folders ready to be profiled.


Dynamic Profiles Profile fields are dynamically created per

document based on the existing file name, path and file extension using command codes.

Dynamic profiles can be inserted into the Description, Author, Operator, Class, Subclass Client and all custom fields 1 through to 16.


Copying Profiles Click on the top level folder, enter the profile

info, use the down arrow to cascade the info to all nested files and sub-folders.


Applying Dynamic Profiles From the View box, click on Apply Dynamic

Profile to populate the screen above. Review results, make changes prior to import.


Filter Top View Set View Filter

View items missing core fields (class, client/matter, etc.)

View items missing the Type/App

Add in missing info prior to importing.


Adding Security To set security on

the workspace, folder or file, from the Profile Tab, click Modify, under Security. Specify security as you normally would with WorkSite.


Custom Fields If using custom fields, DocPort populates the

captions that have been defined for that DB. The ellipses button displays valid items.


Comments Field The comments field can be used for any

information. It is often used to capture the full path, file name and extension - %P\%F.%E


Validation Perform a validation on all profile fields and

map any incorrect items to valid ones via look-up tables using the Validator wizard.


Ethical Lists Ethical Walls are created based on Client/

Matter. Security is set on import. (See MasterEthics for continued ethical maintenance.)


Workspace/Folder Profiles Select the fields that are to be included in the

workspace/folder profiles. These profiles are nested down to the files imported within.


WorkSpace Names Select the items that will form the workspace

name using the key. For separator text, enter it into the Specific Text field.


Import Folders – and its contents. Import Workspaces – does the

above import and creates Workspace Include “To Be Filed” folder – for

files currently in the root of the matter.

Create Workspace From Level – determines level, from existing folder structure in which to create workspaces from.

Import Options Check the Workspaces/Folders’ box to get

these four import options:


Move Files – will delete them from the network on import.

Inherit Security – will cascade security to nested folders and files.

Skip Verification – only if workspaces and folders are already generated.

Create Matter Group – to create a group per matter for security and assign the administrator.

Test – creates a test log for review.

More Import Options These are the final five options prior to import:


Statistics Click the Begin Import button. The import can

be monitored from the Statistics Tab.


FileSite View Here is a

view of the imported folder structure into WorkSite.


Contact Us For more information or a list of references,

contact [email protected] or

John Russell

Director of Sales and Marketing

905-420-3050 x111

[email protected]

Natalie Rattery

Inside Sales

905-420-3050 x114

[email protected]

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