Outlook.Complete is a fully integrated, web-based, software solution for legal and judicial applications that reduces duplication and encourages convergence through multi-department and agency partnerships. It is designed to bring together numerous superlative applications that can efficiently redefine the legal case management workflow and increase operational efficiencies, maximize resource utilization, and decrease overall cost of ownership.  Outlook.Complete is a .NET case and resource workflow management and e-filing solution that is designed for the judicial and legal communities.  It also encapsulates integrated control and access to ancillary technologies like digital court reporting and transcription, video conferencing systems, video and audio recording solutions, document management solutions, and virtually all electronic data storage systems.

The Outlook Complete System is currently being used and implemented by Florida and Rhode Island judicial and legal communities to manage and extend the case workflow management and scheduling processes of Civil, Family, and Criminal caseloads. Softworks has existing and ongoing relationships with many Florida State Agencies and stakeholders, providing key services throughout the entire case workflow cycle.  A few of these agencies are the Florida State Bar Association, Florida Department of Corrections, Florida State Attorney, Florida Attorney General, DACCO, Goodwill, and Salvation Army, as well as many local Tampa/Clearwater judicial stakeholders.

It uses modular-based open standards to create an effective and successful enterprise solution, leveraging existing technologies where applicable and practical.  Our product line is built on the Microsoft .NET framework and utilizes industry standard technologies throughout its business layers and processes. The Outlook Complete is a web-based application, extending its user interfaces to most Microsoft Office products. The application interface can be accessed using any popular browser or through its Microsoft Outlook, Word, Excel, and InfoPath add-in components. This enables the user to implement the Outlook Complete System throughout all of its business applications, improving efficiency and productivity and drastically reducing redundant and error-prone data entry.

Our solutions are designed with the fiscal scope of state-level government agencies in mind.  We provide optional purchasing and licensing packages as well as alternative cost sharing models. Once the program is implemented, it can be financed forward by various cost saving options, which can include user fee models from private sector stakeholders.

integration is the solution

The concept is to provide integrated judicial and legal solutions that create cost savings for government and private legal and judicial agencies allowing them to better utilize existing funds.  It encompasses a comprehensive Case and Scheduling Workflow System accessible through a full featured Web 2.0 interface as well as by using Microsoft Outlook, Word, Excel, and InfoPath.

legacy case management integration - Outlook Complete operates as an autonomous standalone case and workflow management application as well as integrates and leverages existing case and legal management data systems when applicable.  Softworks provides an integration component, as part of the Outlook Complete license, to manage these dynamic processes. The integration component is designed to be customized and expand as the environment changes and enables an unlimited number of integration pathways.

user roles and permissions

All users on the Outlook Complete system are authenticated using industry standard encryption and authentication processes. The web interface provides an authorized user, with full access to necessary case, document, and scheduling data needed for contribution to, and management of, specific segments or entire case cycles. All users on the system are explicitly granted access to defined areas and data elements.  All user roles and permissions are managed by a assigned installation administrators . The system implements this security using group and user level role permissions. Users on the system can be assigned to one or many user and case groups as well as being granted explicit access to additional information if necessary.  This ensures the security and privacy of all participants involved in the case workflow process.

resources and scheduling

Outlook Complete implements its schedule management using Calendar and Scheduling Resources. The scheduling component provides full legal and judicial scheduling and calendar management functionality from within its Web 2.0 interface or Microsoft Outlook. Each division, lawyer, or agency can possess and manage any number of resources for the purpose of scheduling and managing the workflow of a specific division, lawyer, or agency. These resources can contain their own user permissions and rules, schedule availability, required documents and forms, as well as case groupings. This provides the versatility and flexibility needed for a dynamic case workflow system. If a CMS integration point is obtained, the docket information can be imported into specific resource calendars (i.e. First Appearance Docket, etc.), enabling the lawyer or case manager in the courtroom, to manage their case list directly from the docket in real-time.

 This feature can substantially reduce redundant and error-prone data entry.  These resource calendars can also be used to manage the global workflow process, between the contributing agencies. Treatment providers can be required to setup scheduling resource availability (i.e. Orientations, Evaluations, etc.) to be extended to the Court case managers for purposes of scheduling, submitting required documentation, and the real-time activity monitoring of specific progress pertaining to a case or case group. A case manager can use the agencies resources to maintain and receive up-to-date information pertaining to a case (i.e. case note, document, and status updates, etc.).

document filing and management system

Outlook Complete provides multiple tools to create, submit, and manage documents as part of the case workflow process. The web interface provides full word processor capabilities for accessing custom document templates as well as creating new documents pertaining to a case.  Once a document template is published to Outlook Complete, many common fields can be populated automatically from its connected data sources (i.e. Case Style, Participants, etc.).  This considerably reduces the times it takes to create and publish standard documents as part of the legal process. Softworks also provides a Microsoft Word add-in called Word Complete™ as part of its comprehensive case workflow system. This application enables any “Outlook Complete Authenticated” Microsoft Word user, with access to essential case and workflow data, which can be used within any Word document. This allows these users to create, file, manage, and share Word documents, throughout the workflow process, while always staying connected to the most up-to-date case data and never leaving the Microsoft Word interface. This greatly reduces the time and errors that occur from redundant data entry and document copying and recreation.

mobile access

The mobile client provides the case manager or lawyer with mobile case access and note interface via most popular mobile devices. This enables the user to conduct intake sessions and track case cycles from anywhere over a cell or wi-fi connection.  It also provides a direct interface to all case, document, form, and event data submitted within the system.