Case Management in Microsoft 365
Document and case management for public and semi-public organizations, NGOs, auditors, lawyers, and businesses
Page Content: Intro > Customer Case > Tool Content > White Paper > Module Description > Feature Description > Highlighted Features > Contact
Page Content: Intro > Customer Case > Tool Content > White Paper > Module Description > Feature Description > Highlighted Features > Contact
Cloud-based Case Management
Standard tool in Microsoft 365:
The Case and Document Management System (EDMS/ESDH) is a standard tool in Microsoft 365 that supports a wide range of case types, such as legal cases, audit cases, complaint cases, and claims management cases. The tool can be customized to support a variety of case types, individual workflows, and case processes.
The case management system is configured using the two best configuration tools on the market: WorkPoint 365 and Microsoft 365 (SharePoint Online).
Easy and efficient case handling
The case handler is met by significant demands; they need to keep the cases organized, be efficient and meet deadlines, ensure error-free cases, have a good overview of the cases, stay updated with processes and procedures, collaborate with colleagues, and be service-oriented and accommodating.
To master all these disciplines, the case handler requires an efficient and intuitive EDMS system.
With the case management tool from digitalworkspace365, the case handler is supported throughout the case processes, from case creation to approval processes, quality assurance, and case closure.
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Get started the right way
Shorten the internal clarification process and ensure the result – and all at a fraction of the cost of a comparable tool.
Short delivery time
Get started quickly. The standard software is configured and installed on your SharePoint Online tenant in less than 30 days.
Security throughout the process
No surprises or hidden costs. You know what you get and what it costs. Predefined and transparent concept and delivery.
Easy to customize
The standard tool can be used as is or as a good starting point for a more complex business tool.
Future-proof platform
Opportunity to grow in the software. Start in one place and expand with additional business modules and features.
Subscription or fixed price - the choice is yours
Subscription – no initial costs – everything is included.
Fixed-price – tool configuration and installation included – additional purchases as needed.
Read our Case Management customer cases
The Case and Document Management tool includes:
Case overview
Case overview of case documents, parties, meetings, notes, emails, etc.
Process overview
Process overview of progress and deadlines
Quality assurance
Quality assurance with built-in approval procedures, notifications, control procedures, etc.
Automation
Automation of letter templates, workflows, task assignments, notifications, control efforts, and approval processes
Template center
Template center with document and email templates
GDPR-compliance
Effective support for compliance processes related to GDPR compliance.
Employee dashboard
Employee dashboard with an overview of their own customers/clients/suppliers, cases, tasks, and an action list of cases and tasks requiring action
Management dashboard
Management dashboard with a global overview of the company’s customers/clients/suppliers and cases, as well as progress and adherence to deadlines
Collaboration space
Collaboration space for document exchange with external stakeholders
Search Function
Search function with free text search makes it easy and quick to find information and history on a project.
Version Control
Automatic version control of documents ensures that all changes and approvals are always recorded.
Free White Paper:
Case Management (eDMS)
– a deeper dive
Download the whitepaper and get:
- $Introduction to case management in Microsoft 365
- $Detailed overview of the content of each main module
- $Detailed overview of the content of each add-on module
- $Screenprints from the case management tool, showcasing the main elements of the software
Case Management in Microsoft 365
The case management tool is aimed at case handlers in public and semi-public organizations, auditors, lawyers, NGOs, and businesses.
Read more about Companies
Read more about Contacts
Read more about the Case module
Add on Projects
Learn more here
Add on CRM
Learn more here
Add on Contracts
Learn more here
Add on Audits
Learn more here
Add-On Modules
The case management tool consists of the following modules and add-on modules:
The case management tool consists of two modules:
The case management tool can be expanded with the following standard modules:
The tool can be enhanced with six standard features:
Case Management in Microsoft 365
The case management tool is aimed at case handlers in public and semi-public organizations, auditors, lawyers, NGOs, and businesses.
Standard Case Management
Read more about Companies
Read more about Contacts
Read more about the Case module
Add on Projects
Learn more here
Add on CRM
Learn more here
Add on Contracts
Learn more here
Add on Audits
Learn more here
Add-On Modules
The case management tool consists of the following modules and add-on modules:
The case management tool consists of two modules:
The case management tool can be expanded with the following standard modules:
The tool can be enhanced with six standard features:
Modules
Company Module
The company module contains information about leads and customers, providing an overview across customer segments. The company’s master data can be entered manually or imported from the ERP system.
Read more about the content of the company module
The company module includes:
- Company Overview Page: Overview of relationship type and master data, as well as documents and emails related to customers, suppliers, and partners.
- Company Status: Stage management for indicating the company’s status.
- Company Overview: Overview across companies with filtering options for all registered company data.
- Company Contacts: Overview of contacts at companies.
- Search Function: For retrieval based on all registered metadata and free text search.
Case Module
The module Cases contains various types of cases, such as legal cases, complaint cases, and damage cases (Claim Management).
Read more about the content of the case module
The case module includes:
- Case Overview Page: Overview of all metadata, documents, and email correspondence related to the case.
- Case Categorization: Registration and overview of case types.
- Case Status: Stage management for indicating the status of the cases and managing the cycle.
- Monitoring and Alerting: Monitoring of deadlines and time limits, with alerts to the responsible person.
- Case Overview: Overview across cases with filtering options for all registered metadata.
- Contact Overview: Registration and overview of case parties and relationships.
- Search Function: Search based on all registered metadata of the case and free text search in text files, PDF files, and email content.
Features
Task Management
Task management allows for the administration, control, and assignment of tasks. Task assignments can be done manually or automatically triggered by a phase shift or workflow.
Read more about the content of task management
Task management includes:
- Intuitive task panel: Displayed and used in cases, projects, contracts, etc.
- Task overview: Overview of “My tasks,” completed tasks, and ongoing tasks.
- Task status: Overview of task progress.
- Deadlines: Monitoring task execution deadlines.
- Task responsible: Overview of task responsibility.
- Automated task assignment, e.g., project creation, phase shifts during the project, or project completion.
- Role-based task assignment: Automatic assignment of tasks to individuals with a role in the case, project, customer, etc.
- Cross-project task overview: Overview of tasks across projects, cases, employees, customers, etc.
- Ability to combine task management with visual overview in a Gantt chart.
Relationship Management
Relationship management enables the creation of “one-to-many” and “many-to-many” relationships across entities. This allows for creating relationships between cases, projects, contracts, contacts, customers, suppliers, and partners.
Read more about the content of relationship management
Relationship management includes:
- Creation workflow: Intuitive workflow guiding users through the creation process.
- Two-way relationship: Relationships are automatically created as two-way relationships, registering the relationship at both ends.
- Relationship overview: Intuitive overview of relationships.
- Relationship description: Description of the nature of the relationship.
- Link: Link to the relationship for quick access to the relationship page.
Express Mail and Document Journalizing
Express mail and document journalizing empower the salesperson to perform 80% of sales work directly in Teams, Outlook, Word, Excel, and PowerPoint. From the Express sidebar, users can easily journalize, open, search, and create sales cases, documents, tasks, contacts, leads/customers, and journalize emails.
Read more about the content of express mail and document journalizing
Express mail and document journalizing include:
- Direct Access to CRM tool in Teams: Work with sales cases directly in Teams.
- Express Sidebar in Outlook, Word, Excel, and PowerPoint: Provides direct access to the CRM tool in the Office programs.
- Drag and Drop: Makes it easy to journalize emails on sales cases and leads/customers.
- Search Function for retrieving sales cases, leads/customers, and contacts.
- Function for creating sales cases, leads/customers, contacts, tasks, letters, and emails from the template library.
- Other options include marking favorites, adding documents to emails, on-the-fly conversion to PDF, and much more.
Automatic Mail Journalizing
The Automatic Mail journalizing add-on module ensures that all incoming and outgoing emails are automatically saved to leads/customers and contacts. Emails are automatically journalized in the tool before they reach the employee’s inbox. This means that emails cannot be deleted without the company’s IT administrator.
Read more about the content of automatic mail journalizing
Automatic mail journalizing includes:
- Automatic Mail Backup in Microsoft Azure Cloud.
- Rule Management: Rules and exceptions can be set up to ensure that confidential emails cannot be accessed by unauthorized individuals.
- Journalizing Flags that mark emails as automatically and/or manually journalized across multiple recipients.
- Intelligent Journalizing Suggestions that propose journalizing of contracts based on intelligent pattern recognition.
- Automatic stamping of metadata ensures that emails can be easily retrieved through search and filtering based on sender information and destination in the CRM tool.
- GDPR Compliance with classification and rights management.
Digital Signature
The Digital Signature module enables you to automate and digitize the signing process of your company’s contracts, supplier agreements, NDAs, meeting minutes, and employment contracts.
Read more about the content of Digital Signature
The Signature module includes the following features:
- Integrated user experience: Contracts can be sent directly from the contract management tool with just a few clicks.
- Automated signature process: Utilizing platforms such as Visma Addo, Penneo, or Adobe Docusign.
- Status overview: Provides information on who has signed and who is yet to sign.
- Support for recognized signing methods: Web signatures, MitID, MitID Erhverv, and e-Boks.
Template Management in Letter Models
Template management enables the production of documents using text phrases (templates). Typically categorized into a header text, body text phrases, and a footer text.
Read more about the content of template management
Template management includes:
- Template administration: Intuitive, centralized template administration with an overview of templates, associations, and responsible parties.
- Template creation: Templates are easily created as Word document templates in template administration.
- Automatic mail merge function: Metadata from the customer, case, product, or another entity is automatically inserted using Word mail merge.
- Tagging of templates: Tagging ensures that templates can be grouped and only displayed in relevant contexts.
- Intuitive wizard: Guides the user through the letter production process.
- Unified document: Ability to compile templates into a single document.
- Individual document: Ability to generate templates as separate documents.
- Organization: Option to select or deselect templates and customize the order.
- Customized text content: Modification and customization of text content can be done afterwards in the created Word file.
Modules
Company Module
The company module contains information about leads and customers, providing an overview across customer segments. The company’s master data can be entered manually or imported from the ERP system.
Read more about the content of the company module
The company module includes:
- Company Overview Page: Overview of relationship type and master data, as well as documents and emails related to customers, suppliers, and partners.
- Company Status: Stage management for indicating the company’s status.
- Company Overview: Overview across companies with filtering options for all registered company data.
- Company Contacts: Overview of contacts at companies.
- Search Function: For retrieval based on all registered metadata and free text search.
Case Module
The module Cases contains various types of cases, such as legal cases, complaint cases, and damage cases (Claim Management).
Read more about the content of the case module
The case module includes:
- Case Overview Page: Overview of all metadata, documents, and email correspondence related to the case.
- Case Categorization: Registration and overview of case types.
- Case Status: Stage management for indicating the status of the cases and managing the cycle.
- Monitoring and Alerting: Monitoring of deadlines and time limits, with alerts to the responsible person.
- Case Overview: Overview across cases with filtering options for all registered metadata.
- Contact Overview: Registration and overview of case parties and relationships.
- Search Function: Search based on all registered metadata of the case and free text search in text files, PDF files, and email content.
Features
Task Management
Task management allows for the administration, control, and assignment of tasks. Task assignments can be done manually or automatically triggered by a phase shift or workflow.
Read more about the content of task management
Task management includes:
- Intuitive task panel: Displayed and used in cases, projects, contracts, etc.
- Task overview: Overview of “My tasks,” completed tasks, and ongoing tasks.
- Task status: Overview of task progress.
- Deadlines: Monitoring task execution deadlines.
- Task responsible: Overview of task responsibility.
- Automated task assignment, e.g., project creation, phase shifts during the project, or project completion.
- Role-based task assignment: Automatic assignment of tasks to individuals with a role in the case, project, customer, etc.
- Cross-project task overview: Overview of tasks across projects, cases, employees, customers, etc.
- Ability to combine task management with visual overview in a Gantt chart.
Relationship Management
Relationship management enables the creation of “one-to-many” and “many-to-many” relationships across entities. This allows for creating relationships between cases, projects, contracts, contacts, customers, suppliers, and partners.
Read more about the content of relationship management
Relationship management includes:
- Creation workflow: Intuitive workflow guiding users through the creation process.
- Two-way relationship: Relationships are automatically created as two-way relationships, registering the relationship at both ends.
- Relationship overview: Intuitive overview of relationships.
- Relationship description: Description of the nature of the relationship.
- Link: Link to the relationship for quick access to the relationship page.
Express Mail and Document Journalizing
Express mail and document journalizing empower the salesperson to perform 80% of sales work directly in Teams, Outlook, Word, Excel, and PowerPoint. From the Express sidebar, users can easily journalize, open, search, and create sales cases, documents, tasks, contacts, leads/customers, and journalize emails.
Read more about the content of express mail and document journalizing
Express mail and document journalizing include:
- Direct Access to CRM tool in Teams: Work with sales cases directly in Teams.
- Express Sidebar in Outlook, Word, Excel, and PowerPoint: Provides direct access to the CRM tool in the Office programs.
- Drag and Drop: Makes it easy to journalize emails on sales cases and leads/customers.
- Search Function for retrieving sales cases, leads/customers, and contacts.
- Function for creating sales cases, leads/customers, contacts, tasks, letters, and emails from the template library.
- Other options include marking favorites, adding documents to emails, on-the-fly conversion to PDF, and much more.
Automatic Mail Journalizing
The Automatic Mail journalizing add-on module ensures that all incoming and outgoing emails are automatically saved to leads/customers and contacts. Emails are automatically journalized in the tool before they reach the employee’s inbox. This means that emails cannot be deleted without the company’s IT administrator.
Read more about the content of automatic mail journalizing
Automatic mail journalizing includes:
- Automatic Mail Backup in Microsoft Azure Cloud.
- Rule Management: Rules and exceptions can be set up to ensure that confidential emails cannot be accessed by unauthorized individuals.
- Journalizing Flags that mark emails as automatically and/or manually journalized across multiple recipients.
- Intelligent Journalizing Suggestions that propose journalizing of contracts based on intelligent pattern recognition.
- Automatic stamping of metadata ensures that emails can be easily retrieved through search and filtering based on sender information and destination in the CRM tool.
- GDPR Compliance with classification and rights management.
Digital Signature
The Digital Signature module enables you to automate and digitize the signing process of your company’s contracts, supplier agreements, NDAs, meeting minutes, and employment contracts.
Read more about the content of Digital Signature
The Signature module includes the following features:
- Integrated user experience: Contracts can be sent directly from the contract management tool with just a few clicks.
- Automated signature process: Utilizing platforms such as Visma Addo, Penneo, or Adobe Docusign.
- Status overview: Provides information on who has signed and who is yet to sign.
- Support for recognized signing methods: Web signatures, MitID, MitID Erhverv, and e-Boks.
Template Management in Letter Models
Template management enables the production of documents using text phrases (templates). Typically categorized into a header text, body text phrases, and a footer text.
Read more about the content of template management
Template management includes:
- Template administration: Intuitive, centralized template administration with an overview of templates, associations, and responsible parties.
- Template creation: Templates are easily created as Word document templates in template administration.
- Automatic mail merge function: Metadata from the customer, case, product, or another entity is automatically inserted using Word mail merge.
- Tagging of templates: Tagging ensures that templates can be grouped and only displayed in relevant contexts.
- Intuitive wizard: Guides the user through the letter production process.
- Unified document: Ability to compile templates into a single document.
- Individual document: Ability to generate templates as separate documents.
- Organization: Option to select or deselect templates and customize the order.
- Customized text content: Modification and customization of text content can be done afterwards in the created Word file.
Highlighted features
Digital case file with case overview
The case file functions somewhat like an old-fashioned plastic binder with dividers and tabs that collect and organize case documents, emails, notes, and more. The case file or elements of the case file can be easily and securely shared with internal and external collaborators.
Case Lifecycle Management
Case Lifecycle Management supports the entire lifecycle of a case, from intelligent case creation to rights and task management, evaluation, analysis, and case closure. The solution supports phase management of the case lifecycle as well as gate management with features such as automated annual cycles, task assignment, notifications, control authorities, and approval processes.
Automation
The case management tool includes the ability to automate workflows and notifications. This can involve approval workflows, control processes related to quality assurance, and notifications for exceeding deadlines.
Task Management
Keep track of tasks with efficient task management. Tasks can be automatically assigned based on roles, or tasks can be assigned manually. The task manager provides a good overview of task status, including who has been assigned the task, the progress of the task, whether the deadline has been exceeded, and more.
Template Library
With the template library, the case handler can use predefined document and email templates. Document and email templates are created and maintained in a central library. The process of creating and maintaining templates is easy and intuitive using Word’s mail merge feature. Templates can be tagged to be segmented according to specific case types, so templates are displayed only in the correct contexts. Master data from customers and customer information is automatically merged into a document or email. If you have purchased the Express Mail and Document Journalizing module, the template library can also be accessed from Teams, Outlook, Word, Excel, and PowerPoint.
360-degree case overview
The case tool provides a 360-degree overview of the cases. The tool has several predefined views such as “My Cases,” “My Customers,” and “Action List,” which show which cases and tasks require immediate action. This can include, for example, deadline violations.
In addition, the tool includes global views across cases and customers. Furthermore, the views can be refined and filtered based on the metadata recorded for the case. This way, you can have an overview of the number of cases and how they are distributed, such as by case types, customers, countries, and case managers. List views can be supplemented with graphical PowerBI views (Business Intelligence).
FACT BOX
- Standard software in Microsoft 365: The case tool is configured in the two best configuration tools on the market: WorkPoint 365 and Microsoft 365 (SharePoint Online).
- Work in Microsoft 365 applications: Work with cases in familiar Microsoft applications: SharePoint Online, Microsoft Teams, To-Do, Planner, Outlook, Excel, Word, and PowerPoint, and the Power Platform.
- Ownership of your own data: The case tool is hosted as a business application in SharePoint. Your data resides in your own SharePoint Online tenant. This means you have 100% ownership of your own data.
- Fully scalable: The case tool is operated in Microsoft Cloud. This means the tool does not require you to have local servers available. The tool can thereby be scaled as needed.
- Easy access: You only need an internet connection. Then you can access the case tool through a web browser via PC, tablet, or mobile phone.
- Role-based rights management to ensure compliance with company security policies based on roles.
- Single sign-on: Easy and secure access control with Microsoft Authorization.
Do you need an efficient Case and Document Management tool in Microsoft 365
– or are you just curious?
Then don’t hesitate to contact me for a non-binding conversation about the possibilities.