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32 WWW.ILTANET.ORG | ILTA WHITE PAPER OFFICE 365 Using Office 365 as Legal DMS Maer Center or a hidden background process. The provisioning service will automatically create the properly-named, best-practice- designed, access-and-security-configured maer inside Office 365 by creating an Office 365 Group. The newly created group will use the maer name and, depending on your design specifications, the maer code in the Group URL. This is important because every piece of content stored in SharePoint receives a URL that includes the document name. Since there are hard limits to the length of a URL, keep it short on the system side so end users do not experience the frustrating "file name too long" screen. Microsoft Office 365, Groups and SharePoint — 21st Century Access and Collaboration Configuration of SharePoint through the Groups creation process using a provisioning service requires a lot of thought and feedback on your matter site design. Once you release it to your enterprise you will be surprised at how many ways your end users will work in the environment and from how many access points (desktop and mobile), and consequently how views on different devices will affect the end user experience. Legacy systems were one-access- point-centric; Office 365 makes access universal versus forcing the user to conform to the system. In Office 365 you can have a maximum of 500,000 groups, depending on your Office 365 license. If you deploy a group for each matter, you will likely deploy metadata including matter code, client code, practice group, responsible attorney and so on. SharePoint allows for other desirable metadata schemas not possible in legacy systems, such as utilization of lists to provide unique metadata on a matter or highly complex mixed field data for specific content types, driven by matter type. Your provisioning service will also create content types for different data types to be used in views and search. For instance, while a Word document does not have a "sent date" like an email, a search for content type "sent date" can return Word documents sent on specific dates or that contain the words "sent date." The Office 365 Group will automatically create a SharePoint site collection with one document library. It is important that you properly configure SharePoint, so your firm has all required DMS functionality such as saving files including versioning, document IDs and metadata inheritance. Document/content security will be applied by the group membership, which is also sourcing from Active Directory. Choosing an Experienced Partner with the Tools to Execute Your Design To create and configure Office 365 Groups you need a good provisioning service that can execute your design requirements. Select a provisioning service and partner with flexibility to change what has already been deployed or adapt for new maer creation. The provisioning service should also have the ability to pull data from a financial system. During the design process you will discover the configuration you need from your provisioning service. Consider these common issues during the provisioning process: The provisioning service will automatically create the properly-named, best-practice- designed, access- and-security- configured matter inside Office 365 by creating an Office 365 Group.

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