extranets presenatation for ala

Electronic Client ServiceElectronic Client Service

ExtranetsExtranets

Craig BayerLaw Office TechnologyMay 18th, New Orleans, LA

Updated Slide ShowUpdated Slide Show

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What is an Extranet?What is an Extranet?

An extranet is a web portal that is

used to share various information with

non firm employees.

An intranet shares information with

employees.

An extranet is a web portal that is

used to share various information with

non firm employees.

An intranet shares information with

employees.

DetailsDetails

Available in a web browser.

Secure and not opened to the public.

First uses in Law Firms in the mid 1990s.

Available in a web browser.

Secure and not opened to the public.

First uses in Law Firms in the mid 1990s.

Standard FeaturesStandard Features

Document Versioning.Check In / Check OutNotification when new documents

added to the system.Shared Calendar's with Attorneys

and Extranet Users.Full text searching.Shared Contact Information.

Document Versioning.Check In / Check OutNotification when new documents

added to the system.Shared Calendar's with Attorneys

and Extranet Users.Full text searching.Shared Contact Information.

What It is NotWhat It is Not

Google DocsMicrosoft LiveSyncSync Tool

Google DocsMicrosoft LiveSyncSync Tool

Uses in the Law FirmUses in the Law Firm

2 Types of Legal Extranets

1. Share Information with Clients (Client Extranet)

2. Collaborate with Outside Counsel, Experts (Collaboration Extranet)

2 Types of Legal Extranets

1. Share Information with Clients (Client Extranet)

2. Collaborate with Outside Counsel, Experts (Collaboration Extranet)

Client ExtranetsClient Extranets

• Bills and Client Costs• Documents• Firm Newsletter• FAQ Questions

Some Firms charge for this service.

• Bills and Client Costs• Documents• Firm Newsletter• FAQ Questions

Some Firms charge for this service.

Collaboration ExtranetsCollaboration Extranets

Share Documents with Versioning

EX: Tobacco Case with 22 states and 60 law firms

Upload / Download Large Files (Pics)

EX: Trouble sending large pictures and scanned documents through email. Email is not

secure.

Share Documents with Versioning

EX: Tobacco Case with 22 states and 60 law firms

Upload / Download Large Files (Pics)

EX: Trouble sending large pictures and scanned documents through email. Email is not

secure.

Extranets SolutionsExtranets Solutions

• Microsoft SharePoint (Quickbooks like approach).

• Document Management Systems (DMS) that have Web portals. (Worldox Web, Interwoven’s Worksite, NetDocs, and Clio).

• Specific Extranet Software: Xerdict, Trialnet.com, AMS Collaborator.

• Microsoft SharePoint (Quickbooks like approach).

• Document Management Systems (DMS) that have Web portals. (Worldox Web, Interwoven’s Worksite, NetDocs, and Clio).

• Specific Extranet Software: Xerdict, Trialnet.com, AMS Collaborator.

What is SharePointWhat is SharePoint

Microsoft’ s DMS andCollaboration tool.

Host Documents, Blogs, and Wikis.

Intra and Extranet solution

Microsoft’ s DMS andCollaboration tool.

Host Documents, Blogs, and Wikis.

Intra and Extranet solution

SharePointSharePoint

Good Chance you might have it already at your firm.

Like Quickbooks, very general, will need customization for it to work with the firm.

Can be hosted or in-house.

Good Chance you might have it already at your firm.

Like Quickbooks, very general, will need customization for it to work with the firm.

Can be hosted or in-house.

SharePoint DemoSharePoint Demo

DMS ExtranetDMS Extranet

• Do not buy a DMS because you want an extranet, however, you should have a DMS.

• Best DMS are Closed Systems.• Your Extranet should either be your DMS

or work with it so you don’t have to use separate systems.

WorldoxWorldox

Law Office Technology resells Worldox.

Worksite and Net Documents are great products!

Law Office Technology uses one of two methods to implement an extranet into worldox web.

Law Office Technology resells Worldox.

Worksite and Net Documents are great products!

Law Office Technology uses one of two methods to implement an extranet into worldox web.

Worldox: Separate ProfileWorldox: Separate Profile

A separate profile group is established and designated as "External".

The internal staff picks and chooses which documents are made available to the clients by publishing documents to and from this external group.

External clients are given access to this group, and their particular subset of files.

A separate profile group is established and designated as "External".

The internal staff picks and chooses which documents are made available to the clients by publishing documents to and from this external group.

External clients are given access to this group, and their particular subset of files.

Separate Profile: ExampleSeparate Profile: Example

Worldox: Field CodeWorldox: Field Code

An extra field code is added to an existing profile group, usually called WDWEB.

If an internal user profiles a document and chooses EXTERNAL as a value for this field for example, this document will automatically be available to the client logging in based on security rules that allow this.

An extra field code is added to an existing profile group, usually called WDWEB.

If an internal user profiles a document and chooses EXTERNAL as a value for this field for example, this document will automatically be available to the client logging in based on security rules that allow this.

Field Code: ExampleField Code: Example

Worldox: User ViewWorldox: User View

From the client point of view, the initial welcome screen after login is usually populated with predefined bookmark buttons that will automatically display all of the files that client has access to.

Access to those files can be restricted to the point where ONLY view access is allowed, to a full control environment where the client has power to review the documents, and even upload new material (and everything in between). If material is uploaded or modified by the client, nothing needs to be done to make this available to the firm, those documents will be instantly available via the standard Worldox client on the workstations.

From the client point of view, the initial welcome screen after login is usually populated with predefined bookmark buttons that will automatically display all of the files that client has access to.

Access to those files can be restricted to the point where ONLY view access is allowed, to a full control environment where the client has power to review the documents, and even upload new material (and everything in between). If material is uploaded or modified by the client, nothing needs to be done to make this available to the firm, those documents will be instantly available via the standard Worldox client on the workstations.

User View: ExampleUser View: Example

ClioClio

Practice Management SoftwareSaaSHas Extranet Capablities

Practice Management SoftwareSaaSHas Extranet Capablities

Clio Client ConnectClio Client Connect

Legal Specific ExtranetsLegal Specific Extranets

These are usually hosted solutions.

Offered as a SaaS (Software as a Service) Model.

Pay a monthly fee.Much lower security risk because

the extranet is not at your site.

These are usually hosted solutions.

Offered as a SaaS (Software as a Service) Model.

Pay a monthly fee.Much lower security risk because

the extranet is not at your site.

AMS-Legal: CollaboratorAMS-Legal: Collaborator

• Hosted SaaS Solution.Connects with most DMS99.7 UptimeStarted In 1996Price???http://www.ams-legal.com/home/

index.ashx

• Hosted SaaS Solution.Connects with most DMS99.7 UptimeStarted In 1996Price???http://www.ams-legal.com/home/

index.ashx

Example 1Example 1

Example 2Example 2

Example 3Example 3

Build vs Buy vs HostBuild vs Buy vs Host

Should you:

1. Build from scratch with SharePoint?

2. Buy a DMS and set it up in your office?

3. Used a hosted product?

Should you:

1. Build from scratch with SharePoint?

2. Buy a DMS and set it up in your office?

3. Used a hosted product?

Skills needed to BuildSkills needed to Build

SSL CertificatesFirewallActive DirectoryWeb ServerSecurityDocument ManagementProbably some SQL

SSL CertificatesFirewallActive DirectoryWeb ServerSecurityDocument ManagementProbably some SQL

Cost AnalysisCost Analysis

Hardware/Software In-House Hosted

Front-end Server $2000.00 Included

Hardware $2000.00 Included

Server License $4424.00 Included

25 User Licenses $2350.00 Included

Set Costs ($125.00 hour)

$6250.00 Included

$17,024.00 $3900.00

25 Users of SharePoint for the First YearIn-House vs Hosted

Hosted Extranet FeaturesHosted Extranet Features

No Downtime (99.7%) No Installation, Configuration or Ongoing

Maintenance No Backups (Co-Locations) No Upfront Investment No need for an IT Services Natural Disaster Proof

No Downtime (99.7%) No Installation, Configuration or Ongoing

Maintenance No Backups (Co-Locations) No Upfront Investment No need for an IT Services Natural Disaster Proof

SecuritySecurity

An Extranet allows non-law firmemployees access to your firm

network(in-house extranet).

This is why you install firewalls in the first

place!

An Extranet allows non-law firmemployees access to your firm

network(in-house extranet).

This is why you install firewalls in the first

place!

Security (Hosted)Security (Hosted)

Hosted Solutions are better in a security sense because the users are not connected to your work network.

Just need to need have usernames and passwords.

Complex Passwords, Lockout policies, ect.

Hosted Solutions are better in a security sense because the users are not connected to your work network.

Just need to need have usernames and passwords.

Complex Passwords, Lockout policies, ect.

Security (In-House)Security (In-House)

Use Custom Port #sConsider using 2 Factor

Authentication like Smart Cards or One Time Password Tokens.

Separate Web Server fromDocument Server

Use Custom Port #sConsider using 2 Factor

Authentication like Smart Cards or One Time Password Tokens.

Separate Web Server fromDocument Server

ResourcesResources

List of Links to Blogs, Articles and Vendors on Extranets:

http://delicious.com/craigbayer/Extranet

Tiny URL: http://tiny.cc/gXtWl

List of Links to Blogs, Articles and Vendors on Extranets:

http://delicious.com/craigbayer/Extranet

Tiny URL: http://tiny.cc/gXtWl

Thank You For Listening! Thank You For Listening!

Law Office Technologywww.lawot.com

www.lawotblog.com

Craig Bayer Cbayer@lawot.com

Law Office Technologywww.lawot.com

www.lawotblog.com

Craig Bayer Cbayer@lawot.com