IBM FileNet Review

The taxonomy feature helps with compliance and ISO


What is our primary use case?

Predominantly, we use Case Manager in order to automate technical design review processes. We also use it in collaboration with multitenant. 

How has it helped my organization?

We are using FileNet to increase the efficiency of our collaboration and in our organization overall. It has improved the decision-making efficiency, as managers can have access and do approvals while traveling.

We use the of the lifecycle management of the document's automation features in conjunction with Content Navigator.

The solution has reduced our operating costs.

What is most valuable?

It does a 360 view of IBM and views the taxonomy on any documents. It flattens documents so you can see all the attributes of a document on one screen. The taxonomy feature helps with compliance and ISO.

The document collaboration is very good. There is something called Pink Note where departments can collaborate within the document. It has a built-in viewer to see any type of document.

The FileNet user interface is not cumbersome and pretty easy to use. It is easy to search for a document and get to the right place.

The Case Manager doesn't have a difficult process to follow.

What needs improvement?

I would like to have easier steps for setting up the application. They should have an easy one step process for the whole installation. Right now, you have to know the application well to set it up and have IT expertise. 

I would like them to have a document distribution feature, even if it is developed by a third-party, just as long as it has a seamless integration.

For how long have I used the solution?

I have been using it for almost eight years now.

What do I think about the stability of the solution?

The performance is good.

We have one administrator for maintenance. It is relatively low maintenance.

What do I think about the scalability of the solution?

The scalability is pretty good. We can scale horizontally at any one point of time, so we are able to scale pretty easily.

We have about 150 users on it. 

We have around six working machines. It has good capacity, so far.

Our design and technical departments use it for automation projects. The solution is being integrated and scaled into other departments. 

Business users are utilizing it day-to-day usage in the organization.

How are customer service and technical support?

Our organization has administrators who are well trained, so we have experienced people on our team to manage the solution. However, if we have any production issues, we do contact their IT support.

Which solution did I use previously and why did I switch?

We previously used OpenText ECM.

Previously, there was a lot of exchange of documents via email with outside parties and within the organization. This became cumbersome. We looked for a solution that to increase the efficiency of our collaboration, which is why we are using FileNet.

We also liked Case Manager and the overall architecture of FileNet. 

How was the initial setup?

It took a while to get it up and running, but it is not very complicated. It took us about a week to have all the components setup.

What about the implementation team?

There needs to be a coordination between the hardware and software teams.

What was our ROI?

Our leads completion process used to take two to three days. It now takes half a day.

What's my experience with pricing, setup cost, and licensing?

Yearly, we pay for the maintenance, which is $20,000.

What other advice do I have?

The overall package is a good product. It has good usability and scalability.

Using it has to be planned properly. It will take baby steps to roll this product out throughout your organization. Assess your users level of ability with training.

We have integrated the solution with BRP.

At the moment, we are also looking into IBM Business Automation Workflow.

Disclosure: My company has a business relationship with this vendor other than being a customer: Partner.
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