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OpenEngagement Content Management System

OpenEngagement DMS

OpenEngagement DMS Roadmap

Available Versions

Version 2.5

Provide a Bulk File Upload Tool This will be a separate application and will allow users to move multiple files to the DMS in one operation. Users will need to provide the location within the DMS and initial state, as well as optionally a description and set of keywords, for each file.
Provide a SQL/PostGRES Backend for the CMS This would store most Entity & Engagement information, but not the uploaded files, which will remain on the file system. Once setup, the CMS should be able to work with any SQL database. PostGRES is a relational database that is able to handle very large volumes of content and high traffic volumes. This is a complicated setup and is only practical for hosted solutions, and not local solutions, though may be added to Local Solutions on a consultancy basis.
Provide an Interface to Define and Display Multiple Table Views For example, users may at one time wish to see one set of columns in the Documents tabs, and at other times to see another set of columns. As the DMS adds more columns that may be potentially shown in the tables, and the tables may potentially become very wide, this will become more useful.
Support Retention Schedules Users will be able to define and maintain consistent document retention schedules. Users will be able to specify the length of time documents are stored by the CMS after being archived, generally 1 to 7 years, after which they will be automatically deleted. A record of the deletion will appear in the site history. Retention schedules may be defined per section, as the documents within each section generally have the same retention period.
Provide a Knowledge Management Space The Knowledge Management Space (KMS) will be a separate product, but will integrate tightly with the DMS.
Add A B ... Z links at the Top of the Entities tab This will make navigating the Entities tab simpler in the cases where a given Area or parent Entity has a very large number of Entities. The links will direct users to the Entities whose names begin with the specified letter.
Maintain a History of All Actions on The Site This would be similar to the history now available for Documents, but would cover all actions for the site in one location. This would be available only to Managers and Site Managers. It would show a list of actions such as creating or deleting Areas, Spaces, Entities, Sections or Documents, changing the state of Entities, moving Documents from one Section to another, assigning and removing local roles and so on.
Provide Infrastructure for Translation This will allow distributors or users to provide the translation for all text appearing in the web browser interface, other than text provided by users.
Disallow Saving the Same Client File Multiple Times Each CaseWare has a GUID (globally unique identifier) which allows the DMS to ensure the same client file is not accidentally stored in two different locations.

Upcoming Versions

Version 2.6

CSV Imports and Exports This would allow users to define multiple Entities in a CSV format, which can be done easily in Excel. A file could then be used to create large numbers of Entities in a single operation. This will be much simpler than the web browser interface, which is appropriate for creating small numbers of Entities. The feature will be appropriate for users who do not use CaseWare Time, as an export will be provided from CaseWare Time. This feature will also allow users to export the contents of their DMS sites in CSV format, which also may be viewed easily in Excel.
Integration with the Central Store User List This will allow a bulk import of the user accounts from the Central Store to OpenEngagement. The Central Store currently maintains all Working Papers and CaseWare Time user accounts.
Integration with Smart Synch This integration will allow firms to maintain all master copies of their client files within OpenEngagement. Users will then be able to make synch copies from this. The web browser interface will then display information regarding the status of the client file. Version 2.6 will support this only for Local Solutions.

Version 3.0

Shared File Spaces The Shared File Space (SFS) will be a separate product, but will integrate tightly with the DMS. Each DMS site will track a number of client companies in Entity objects. Firms will be able to select at any time Entities within this collection such that the firm will exchange documents through the web interface with this client.
Display Site Statistics The DMS will provide a page where useful site statistics are provided to Site Managers, such as the number of currently Active Engagements, the number of Engagements being Reviewed, the Engagements that are currently waiting on the various users of the site, the average time documents spend in each state, and so on.
Provide a Bulk Engagement Upload Tool from the Tracker This will be launched from the Engagement Manager and will allow users to move multiple Working Papers client files to the DMS in one operation. Users will need to provide the location within the DMS and initial state, as well as optionally a description and set of keywords, for each Engagement, and may, subsequent to the bulk upload, need to assign local roles to the Engagements
Allow Users to, at Any Time, Save Milestone Versions of Their Files Users will be able to save and restore previous versions of file enclosed within Engagement, File and Image objects.
Utilize AJAX Technology for Performance Improvements Normally, with web browsers, to update any portion of a page, the entire page must be updated from the server and refreshed. AJAX allows web browsers to update only portions of a web page, making the interface much more responsive.
Support Large-scale Consolidation This will allow users to effectively manage Entities with hundreds of sub-entities. From a central location, it should be possible to see who's doing what, and how much progress is made.
Display Information Related to Lock Downs The DMS will be enhanced to display information defined in the client files related to Lock-Downs
Add External Editor for use with Word, Excel, and PowerPoint files This will allow users to edit certain types of documents (Word, Excel and PowerPoint) in a much simpler manner than currently. Using the External Editor, a user may edit, for example, a Word document. Selecting the External Editor tool, the Word document will be opened by the OpenEngagement DMS. Each time the user then saves the Word file, the changes will be saved back to the DMS. Users will not have to download the file, edit it, save it locally and then upload it; this will all be done automatically behind the scenes for the user.
Previewing Working Papers Client Files This will provide an HTML version of the client file, which can be viewed, though not edited, within a web browser.
Indexing of the Content of Enclosed Files This could be done only for certain file types, including Word, Excel, PDF and Working Papers client files. This would make the text of these files searchable, but would make uploading much slower and could potentially make using the site much slower. It will roughly double the storage demands of the DMS.
Allow Users to Configure what Metadata Fields are Stored for Engagements & Other Documents Currently we store period end, the last version of WP in which the file was opened etc. Users may wish to configure what data is saved and which of these fields may be edited through a web browser. This would allow Site Managers to remove fields that are not relevant to their firms. It would also handle where Working Papers adds additional meta data that the DMS is not yet coded to handle, and where firms add custom meta data fields to the client files.
Due-date Tracking for Non-CW Time Users CW Time users will track the due dates for engagements in Time. For other users, we wish to add a mechanism where Preparers, Reviewers and Engagement Managers can easily see the due dates for the various engagements they are responsible. As well Site Managers can track the due dates associated with the firm staff.
Include More Skins Shipping with a collection of skins (which are collections of colours, fonts and other user interface elements) will allow users to quickly change the appearance of their site.
For Each Entity, List All Staff Who Have Worked on the Entity This can be useful for helping meet standards compliance and is useful for tracking and assigning staff.

Version 3.5

Create a Web Builder Add-on The Web Builder System (WBS) will be a separate product, but will integrate tightly with the DMS. This will allow firms to quickly create public web sites, with standard content such as a contact us page and so on. It would include a set of skins, some content types, and a default directory structure.
Create a Global KMS Site This will provide shared content to the OpenEngagement community of users. Content would include checklists, best practices, industry-specific knowledge and so. The site will allow users to add content, download content, and comment on content.
Add Fields to the Engagement Object Type Related to CaseWare Time The Engagement will store data from CaseWare Time, such as Start Date, Completion Date, Budgeted Hours, Budgeted Amount and so on. This requires some integration with CaseWare Time, but will also work where firms do not use Time.
Integration with CaseWare Tracker This will include the bulk engagement upload feature, but will also include functionality allowing Tracker to report client files stored in the DMS and for the DMS to provide a web-based view of the Central Store.
External Document Functionality This feature will allow users to create documents, such as Word or PDF documents, which can be stored in the DMS and later inserted in Working Papers client files. This is useful where firms have certain documents that are inserted into multiple Working Papers client files.
Create Syndication or Web Services Integration with Benchmarking This will allow DMS users to easily send the financial data for multiple client files at a time to Benchmarking.
Provide an Option to Automatically PDF Client Files Upon their Reaching Archiving Some firms may wish to replace the Working Papers client files in some Engagements with PDF versions of these files once the Engagement is archived.
Add the Ability to Download Working Papers Client Files without Launching Working Papers This would allow users to quickly download client files where they intend to work on them later. It would also allow users to download multiple client files at a time.
Add the Ability to Print Client Files Directly from the OpenEngagement DMS Currently, users can print some content directly from the web browser interface, but not client files.
Provide an Export for Emails from Outlook to the DMS This would involve creating an object type to store one or multiple emails. The OpenEngagement DMS could potentially support exports from other email systems as well.
Add Google Desktop and Internet Search Tools This will allow users of the DMS, when performing searches, to optionally also search their local computer or the Internet.
Show Images as Thumbnails in the View Tab of Image Objects This will provide a more convenient way for users to preview images, while still allowing them to view images as full size. Images are used primarily for scanned documents.
Set Engagements Read-only at the Area, Entity or Section level This will allow users with sufficient permissions to freeze all Documents within a given location of the DMS, instead of requiring they do so one Document at a time, as is currently necessary.
Allow Users to Define their Usernames & Passwords in LDAP Databases This will allow users to use the DMS without logging in each time.
Support for Digital Signatures Digital Signatures are a means to state with certainty the authorship of Documents.
Synch Corresponding Objects which Exist on Two or More OpenEngagement Sites Generally, firms will have only a single site, which they will use for the CMS, KMS, Client Repository, public web site and so on. This is not necessary, however. Where users do maintain multiple OpenEngagement Sites, we will provide a mechanism to synch data among them.
Allow Firms to Specify Additional Metadata Fields The DMS provides a certain collection of metadata fields, including description, period end and so on. Firms may also wish to specify their own fields, which would be searchable and would be included in reports.
Update the DMS when users do a Working Papers-level Sign Out When users do a Working Papers-level sign-in or sign-out using Working Papers, the DMS will be notified and the DMS will then be able to display who has the client file signed out at the DMS level as well as at the Working Papers level. The DMS will also display the network location of the master version if applicable.
Allow the Creation of Content in any Location from any Location This will allow users to specify the location where content will be kept when creating the content. Users will therefore not need to first navigate to the target location before creating content. The target location will always default to the current location.
Support Check in/Check out in the OpenEngagement DMS This will allow users at the DMS level to check out individual documents within a Working Papers client file.
Purge Site History The DMS maintains a history of all user activity on the site. The history lists state changes, file uploads, field changes etc. The history may become very long. Some firms may wish to allow purging of the site history. Others may not as the site history may be useful for audit trails, regulatory compliance and so on.
Make the Engagement Fields (period end etc.) Modifiable Through a Web Browser Where the enclosed file is a Working Papers client file, these changes would then be pushed to the Central Store and Engagement Tracker.

Version 4.0

Provide a Web-browser Interface for Hand-held Devices Through a hand-held device, users will not be able to view all pages, but may be able to perform some tasks, such as reading Page objects, checking on the status of Engagements, or changing the state of Documents.
Spell Checker The DMS's editor is now integrated with IeSpell, which works only with IE and requires users to download IeSpell. We may either bundle the DMS with IeSpell or support another spell checker that works with browsers other than IE.
Allow Entities to be in Multiple Parent Entities This will allow one Entity to have multiple parent Entities, and will display the Entity in the Navigation tree under all its parent Entities. The OpenEngagement DMS will also track the percentage ownership of each parent Entity.
Add Prospect, Pending, Personal and Rejected States to Entities, in Addition to the Active and Inactive States Currently Available This will allow users greater control over managing the Entities and will allow greater tracking of their history, as they are approved, rejected and otherwise transitioned.
Add a Tool to Keep the DMS and CaseWare Time in Synch Both products maintain a set of Entities for a firm. These must be kept consistent, either by synching the two lists routinely, or by using a common data store for both products.
Integrate with Project Management Tools, Including Pert & Gantt Charts This will allow Site Managers to use the DMS more for staff and Engagement scheduling. Various project management tools may be integrated with the DMS to track who is working on what Engagements, in what capacity, and given what progress.
Create Content Types for Projects, Tasks, Sub-tasks, Firm Metrics etc This will allow firms to store more content within the CMS, and will move the CMS further towards being one central location where all firm content may be stored where firms desire this.
Find & Replace The DMS's editor allows find and replace within a single field. This new feature would allow users the change wording site-wide.
Maintain a Real-time View of the Client Files As users work with client files, which they have downloaded from the DMS to their computer or a network location, provide an option to push changes made to the DMS. This will allow others to view the most recent copy of the client files in real time.
Create a Connector, Allowing Users to Save Word and Excel Documents to the DMS from These Applications This would allow users working in Word or Excel to have a Save to OpenEngagement menu option, similar to what they may do in Working Papers.
Provide an Interface in the Web Browser for Instant Messaging and Voice Over IP (VOIP) This will allow users with sufficient permissions to see who else is logged in and communicate with them instantly, facilitating collaboration. This feature may be enabled or disabled by different firms, but would be useful in firms which normally ban instant messaging due to its security risks.
Allow OpenEngagement to Act as a Personal Scheduler This will track start dates and due dates for various projects.
Allow Firms to Create New Client Files Within OpenEngagement This will allow firms to use OpenEngagement for the entire life cycle of a client file. Year end closes and copy template operations will need to be supported.

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