Sysero Knowledge Builder Features

Document Assembly

Work based on existing work:

Basing documents on existing templates is the fastest way of producing high quality correspondence and contracts. The ad-hoc document assembly facility of SyseroKB allows knowledge workers to create documents based on model documents and templates, and tailor correspondence and contracts with verified clauses.

Extend existing knowledge libraries:

Many firms have knowledge in DM Systems, custom databases and intranets. SyseroKB can use these as its core knowledge library and comes with full support for the DM security. Once SyseroKB is installed, firms can use the SyseroKB Review Workflow and Taxonomy Management and auto classification features with their DMS based documents.

Find templates and clauses:

Find documents in knowledge libraries from within MS Word using Concept Searching or by browsing the firms filing scheme (managed within the SyseroKB Taxonomy Manager).

Build documents using existing knowledge:

SyseroKB automatically classifies documents as they are added to the knowledge library so lawyers do not need to trawl through the entire library for the items they need.

Ad-hoc document assembly:

Create new documents from existing documents or templates and add validated clauses into existing documents.

Templates Libraries & Clause Banks

SyseroKB helps extend knowledge libraries and build clause banks:

Simple knowledge submission from Microsoft Word allows paralegals to add new documents, or just paragraphs, to the knowledge library with a few mouse clicks. Auto-classification reduces the filing burden from the fee earner and manual editing allows paralegals to refine the content and classifications.

Complete library management:

Add, edit and delete documents in knowledge libraries held in any repository including Worksite, DM5 and SharePoint.

Easy to use templates:

IT departments struggle with knowledge workers demands for more templates. SyseroKB makes template storage and use simple without the need for IT intervention.

Helps build templates with standard fields:

Using Word Mail Merge fields, SyseroKB can quickly convert a document into a re-usable template.

Create and store templates and clauses from existing documents:

SyseroKB allows paralegals to create and store templates from existing documents held in the DMS with a couple of mouse clicks. SyseroKB’s integration with Sharepoint allows knowledge workers to submit documents and clauses for editing and approval by paralegals. Retrieval of approved templates and clauses is a couple of mouse clicks away.

Classification and Taxonomy Management

Auto Classification:

SyseroKB allows firms to build their own filing system and use synonyms to define how knowledge items are classified. SyseroKB also allows knowledge workers and knowledge staff to manually edit the system generated filing suggestions.

Build custom filing schemes (taxonomies):

SyseroKB includes a taxonomy manager that can create filing structures from scratch, import existing taxonomies and be used to maintain and tune filing structures based on the content of the library.

Reduce workload for filing of knowledge:

SyseroKB’s auto-classification significantly reduces the need for knowledge workers or paralegals (PSL) to think about all the areas a document could be filed under. SyseroKB can tune the synonyms based on the documents already in the library.

Automatically file documents for every practice area, not just one:

The auto classification technology will apply rules for all practice areas, not just the areas of interest to the author. This means a document created for one area can be found in the filing structure of another. The entire firm benefits from each shared knowledge item.

Split workload of classification and review between PSL’s and Fee Earners:

Fee earners can quickly look at the automatically assigned classifications during submission and make any obvious changes. Later the knowledge staff can review the classifications and adjust accordingly.

Shared knowledge within the firm:

Items filed in the knowledge library can benefit more than one practice area. Each PSL can build their own rules that define and determine if documents are included in their departmental folders. All documents added to the system are processed using these rules making knowledge visible to areas that will find them useful.

Maintains fee earner experience:

As SyseroKB classifies knowledge items at the point of submission, the experience of the fee earner stays with the knowledge item. If the fee earner leaves the firm, his/her knowledge stays in the knowledge library.

Workflow & Validation Processes

Review Workflow

Every document and clause added to the knowledge library through SyseroKB is added to a Sharepoint workflow, called the SyseroKB Review Workflow. This applies to knowledge libraries held in existing DM Systems as well as SyseroKB Sharepoint libraries. The SyseroKB workflow is perpetual and knowledge items will email authors and knowledge staff when they are due for review, add task items in Outlook, retire themselves and can even schedule meetings to discuss.

Access to qualified text:

With each knowledge item being automatically reviewed or expired, knowledge workers can be assured that every item in the knowledge library is current.

Guarantees Output Quality:

Creating documents based on validated templates and clauses is the best way of assuring the quality of documentation sent to clients. The use of the SyseroKB Review Workflow assures that knowledge items get reviewed and approved quickly.

Documents checked before sending to clients:

SyseroKB includes a Validator which checks all documents that use knowledge items when they are opened. A second checking process, called the Questionnaire, will ensure that documents are not sent to clients without the variable fields being completed.

Pending Libraries:

Paralegals and Knowledge staff can use SyseroKB to add and edit items in the knowledge library. Fee earners can use SyseroKB to submit documents to paralegals via SyseroKB Pending Libraries. Paralegals can monitor these libraries for new content and edit the submissions before adding into the knowledge library.

Eliminates need to manually check out of date knowledge:

It is very difficult to check that items in a library are being reviewed. SyseroKB enters each knowledge item into the Review Workflow which constantly reviews the document until it is removed from the library. Using the review date, items will inform their authors and paralegals that they are due for review by email and Outlook task items, and expire themselves if ignored.

Outlook Integration:

SyseroKB Pending Libraries are customised Sharepoint libraries which can be integrated with Microsoft Outlook with a couple of mouse clicks. Once a paralegal adds a Pending Library to Outlook they will see new items in the same way as new emails

Facilitates Peer review:

The workflow process requires authors and knowledge staff to approve items before being made available in the knowledge library.

Integrates DM Systems with Microsoft Office Sharepoint Server 2007

Leverage existing DM investment:

SyseroKB can work with existing DM knowledge libraries and can be slotted into the firm’s current environment without the need to move documents or change exiting document retrieval methods.

Leverage MOSS investment:

SyseroKB uses the free version of SharePoint as the core workflow engine. MOSS users can benefit from advanced workflow facilities and Outlook integration.

Integrates Worksite/DM with SharePoint Workflows:

DMS systems are good at holding archive information but don’t have in-built workflow engines. When a lawyer adds a document into SyseroKB, the document is added to a SharePoint review workflow, even if it is held in Worksite/DM.