FAQs

    Answers to our most frequently asked questions

     

    General

    What are your document limits?

    The maximum document size will vary depending on the method by which the document is transferred to SpringCM. See table for method and maximum sizes.

    Do you have multi-language support? Does the application support multi-language?

    Currently, our support is offered in English only. We’re planning to add multi-language support later this year, starting with European languages, followed by Asia Pacific. If you need something specific sooner, we may be able to move it forward but would require a signed contract first.

    Implementation & Data Migration

    Can I implement SpringCM myself?

    This really depends on the complexity of the project. For basic store and share, SpringCM is very user-friendly and easy to implement. However, we do recommend—at a minimum—you choose our basic setup package to help with folder creation, platform navigation and training. If you want complex workflows and smart rules, it's in your best interest to engage our Professional Services Team. They can help you build out at least one workflow and teach you how our workflow engine works, so you can build out future workflows.

    How long does implementation take? What is the cost of implementation? What are the factors I should consider?

    This varies customer to customer, as everyone has different processes and requirements. Our implementations are typically measured in days and weeks depending on how much you want automated (the more automation, the more work is needed). As part of the sales process, we always have a scoping discovery session with a representative from our Professional Services Team to walk through YOUR process, to give us a clear understanding of what you want configured. From that session, we can produce a Statement of Work that will cover the time and costs needed to optimize SpringCM for you with best practices in mind. The process is collaborative, and to make implementation smooth and efficient, you should assign someone on your team to work with the SpringCM team.

    The following are some of the things you should know/map out/plan for prior to your scope discussion:

    1. What is your process/what do you want your process to be?
    2. For contract management: How many different contract types will you want to generate automatically from Salesforce? What is the info (data) you're pulling from Salesforce
    3. and where is it in Salesforce? Can we see some examples of your templates?
    4. How and where do you want to be integrated with Salesforce?
    5. How do you want to organize your content in folders?
    6. How do you want to secure/control access?
    7. What is the info on contracts (or other docs) that you want to report on/track/search?

    Understanding your main objectives can help SpringCM find the best way to help.

    What Migration Services does SpringCM offer?

    For higher complexity migrations that match any of the following criteria, SpringCM provides services in which the customer data is provided to SpringCM as zip file(s) uploaded via sFTP or transmitted via an encrypted external drive.

    • Total aggregate size greater than 15GB
    • Documents have metadata to be set on them during the initial load
    • Files currently exist on Shared Drive or other system (SharePoint, Box, Dropbox, Salesforce Files/Content, Alfresco, etc.)
    • Files will need to be organized into folders in SpringCM differently than how they are currently organized
    • Files will need to be accessible in Salesforce (e.g., visible on Accounts, Opportunities, Cases, etc.)

    It’s typical to provide a corresponding mapping file (csv) listing every file that has been provided and that needs to be migrated into SpringCM including, for each file:

    • the path location of file on the drive
    • the destination path in SpringCM
    • any corresponding metadata fields and values to be set on that record (exact format provided by SpringCM)

    Can I do a self-service migration?

    For small migrations that match the following characteristics, customers are able to self-service and migrate their documents into SpringCM using SpringCM's ability to be accessed as an sFTP site.

    • Total aggregate size less than 15GB
    • Documents do not have any corresponding metadata to be set upon initial load
    • Files exist on a shared drive
    • Files are currently organized in a folder structure that should be replicated exactly the same in SpringCM
    • Files are to be loaded into SpringCM folders that do not need to be Salesforce- accessible

    What about SpringCM migration services for Salesforce Notes and Attachments?

    For migrations in which the files are currently located in Salesforce Notes and Attachments, SpringCM offers services that allow for migration directly from Salesforce and into SpringCM.

    These services are provided on a per-object basis, in which the customer determines which objects should have their Attachments migrated (Accounts, Opportunities, Cases, etc.), allowing SpringCM to script the migrations. This migration process is only inclusive of the Attachments in Notes and Attachments and excludes any Notes.

    Does SpringCM have extraction services?

    If a customer decides to leave SpringCM, they have the ability to extract their content from SpringCM using sFTP. If the customer requires assistance in extracting their data, SpringCM provides professional services that include extraction and transmittal of documents, folders and metadata from SpringCM to the customer.

    Please direct any questions about specific migrations/extractions or requests for quotes to your sales executive.

    Salesforce Integration

    Are you Salesforce Native?

    We are not Salesforce Native. Everything built on the Force.com platform is data-centric. SpringCM is document-centric, which allows us to do much more with your information. Our team has worked with Salesforce to create a beautiful integration that allows you to start in Salesforce and stay in Salesforce throughout the entire contract cycle.

    Can all Salesforce users view the contracts or do they have to have a license?

    Any Salesforce user (Sales, Community, Force.com) can have SpringCM's File It for Document Management widget displayed for them to access and review files or contracts. Depending on the user's roles, there are different SpringCM licenses that can be assigned for them to view or edit contracts and other documents. A SpringCM account executive will work with your user demographic to ensure they have the best license for their individual needs.

    How do you compare to Salesforce security?

    SpringCM and Salesforce have different security models. Salesforce allows for features such as Profile Security, Role Hierarchies, Permission Sets and Sharing Rules that enable extremely granular security to be provided to users for specific records in terms of what each user is able to see.

    Since Spring CM is a folder-based system, its security follows an inheritance model in which security can be defined on a parent folder, and that same security will be inherited to all the children folders and documents that are contained within. This allows for security to be defined on a few top-level folders, and for it to propagate down through the folder tree, minimizing the need to actively manage security on every folder.

    When SpringCM and Salesforce are used together, the SpringCM security model will normally be less restrictive than the Salesforce security model, so that documents related to Salesforce records may be available to users searching or browsing within SpringCM, whereas the related Salesforce record may not otherwise be accessible to that user in Salesforce.

    If your Salesforce security model is fairly open and/or the documents related to the Salesforce records don’t require the exact same permissions as Salesforce, SpringCM will be a good fit for your implementation/organization.

    Conversely, if your documents related to your Salesforce records need to have the exact same permission as the Salesforce record, then SpringCM may not be for you.

    How are you different from Salesforce content?

    Storing your contracts and documents in Salesforce Notes and Attachments is like throwing them into one big closet. You know that they are in that closet (notes and attachments), but you can't get to them quickly or easily. With SpringCM, you have a complete storage system that has all of your contracts and documents organized based on special features (attributes) of the contract or document. You can quickly and easily find what you're looking for.

    How are you different from Salesforce workflow?

    Salesforce.com has a basic workflow engine that allows for simple approvals and field updates to be automated. However, most customers find that when they go to apply their true business process to workflow, it requires a lot of custom coding.

    The following are some examples where customers run into challenges with standard Salesforce workflow:

    • Salesforce workflow can't create or update a separate object
    • You're not allowed to reference every field in a workflow to drive the next step
    • You can't trigger or start a new workflow from one that’s running
    • You need your workflow to do more than just simple field updates and emails

    Workflows in SpringCM provide for both serial and parallel approval workflows. These workflows can manage exceptions, escalations, loops, and time- and event-based schedules. Workflows can also be triggered by messages sent from things that happen in Salesforce, as well as generate outbound messages to trigger events or update fields in Salesforce as well.

    The most common workflows are for contract approvals, but our powerful workflow engine can be used to manage many parts of the contract lifecycle. There are more than 100 actions that can be performed by the Advanced Workflow engine in SpringCM.

    The workflows can be created ad hoc (e.g., a simple approval workflow on the contract initiated by an end user), or they can be a stored, customized workflow that can be manually triggered by the user or automatically triggered based on a contract event (e.g., change in metadata, an import to a folder, etc.). Workflows can be used to perform a wide variety of tasks, such as assigning metadata, moving the contract between libraries, or sending for approval, to name just a few. They can also include individual and group approvals.