Technology

EIM Troubleshooting Tools for eDOCS

EIM offers several tools for optimizing your DMS environment, including these eDOCS client-based and server-based modules.

Client-based Tools

Check-in Utility

Do your users report that documents stay in a checked-out state? Do they report that they cannot check-in the document? Or that they cannot checkin without restarting their DM session? The EIM Check-in utility allows end-users to fix these documents themselves. Every DM vendor occasionally has documents that remain in a checked-out state. The Check-in utility fixes these thorny documents. It addresses these main components:

1. Allows user to check-in documents that are stuck as checked-out themselves without having to involve the Help Desk.
2. Can be set to run automatically on Windows start-up. If no checked-out documents are found, nothing happens. If it finds checked out documents, it can run silently making the check-in a seamless process.

MobileSync

Do you have laptop users who work on documents away from the office? Do they have issues keeping documents in synch with eDOCS? MobileSync is a utility to effortlessly synchronize documents worked on when disconnected from the network. When a laptop user returns to the network, it will automatically detect documents that are either newer than the version in eDOCS, or entirely new documents. It will allow users to synchronize their documents as needed. Included are options to retain a document locally, to save it as a new document, or to upload it as a new version.

Server-based Tools

File Checker

Are your users sometimes unable to open a document that they have worked on? Do you occasionally get an irate user complaining about a ‘missing file’ error?  An essential tool for eDOCS administrators, File Checker can be the answer. It is a server-based utility. It produces email reports that show DM administrators about recent problem documents.

File Checker checks eDOCS Profiles and Versions where the corresponding file on the file server either does not exist or is zero bytes. It allows administrators to be notified of these occurrences in real time and take pro-active steps to troubleshoot and correct them.  An automated email notifier alerts administrators of any new missing or zero byte documents. Run on a scheduled basis, the module generates a detailed report containing document information and metadata. It can also be used as a clean-up tool for eDOCS. Watch a video on File Checker at http://www.eimintl.com/videos.html

Document Purge

Do you need a fully functional document purge process? Do you need a standardized portion of your retention policy? Document Purge adds automation, rules, reporting, and logging to the eDOCS purge process. It starts with an administration function to setup rules. They may be complex or simple, such as ‘all legal matter documents older than 7 years’. It then has a schedule, such as once a week. It then generates a report listing all documents that are eligible to be deleted. The report can be reviewed and forwarded as needed within the firm. Exclusions can be identified if you want to give attorneys or others this capability. The utility then purges all non-excluded documents. The deletion history is retained, and available via built-in reporting tools. 

 Activity Log Archiving

Have you noticed some slowness in eDOCS startup? Or slowness in certain actions? It may be due to the size of the document history SQL table, the ActivityLog table. In eDOCS, the Activitylog can grow large and effect performance. This utility enables administrators to setup an automated and scheduled, server-based archive action. It move activities out of the Activity Log table into another table – even in a separate database.

Archive Library

Are old documents clogging up your active libraries? Your users will likely appreciate a culled document library with relatively recent content. The Archive Library creates a separate library for older documents, or special-purpose documents. Use an automated, scheduled, server-based process for regularly updating the library with parameters such as: documents for projects inactive in the last 5 years.

Hide & Delete

Since most organizations do not allow end-users to delete documents, the Hide & Delete module is an automated, scheduled SQL database procedure that first hides documents that are ‘Queued for delete’. A separate procedure will send database mail to a pre-designated group whenever the count of ‘queued for delete’ reaches a specific threshold. In this manner, administrators can manage and permanently delete these documents.

Server Cache-Refresh

Are some repetitive activities by your clients take longer than others? eDOCS DM Servers have internal refresh cache settings that do not permit you to schedule them. Offers the ability to refresh all DM Server Caches for one or more DM Servers. It is unique in that it can be run as an interactive utility to force a refresh on all your DM Servers simultaneously. Typically, it is run late at night as a non-interactive maintenance task.