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to a variety of alerts based on the occurrence of various events in various modules. System Alerts can be set on modules like project, assets, workspace, billing, records, email management, administration, customization, and configuration. You can subscribe to alerts either by subscribing to system alerts or through email notifications. Searching Knovos Solution offers robust searching capabilities that can quickly search through large volumes of records. Users can easily search through various requests/records containing information about individuals that can be easily fetched using some unique key or entity. All database fields and uploaded documents are full text searchable on upload. All the templates under our solution are enhanced with Search segments for fast fetching of data. Operation wizards bind the search tabs with options of hiding and show for low occupancy of space. Search action reduces the efforts spent on data retrieval and increases the speed of task procedures. The solution also provides index-based searching capability to manage them efficiently. Our proposed solution has Advanced Search features to run the query and save query section for selected modules. This allows users to share saved queries among other users. Knovos solution does offers advanced search capability as well. Here, the user can search the action by reducing the efforts spent on data retrieval and increases the speed of task procedures. Knovos solution’s advanced search option allows users to build structured queries to search for specific data quickly. The advanced search builder feature allows users to: • Create specific criteria for the selected entity or module. • Combine the search specification using the Group Operator with AND and OR options for the search template. • Build the search queries on the search template using the provided search options: o Standard Fields o Full-Text Search o Saved Query • Save a query while building the search criteria in the Saved Query section and use it again. • Easily share the saved query or delete the shared query. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 21 All the modules are enhanced with Search segments for fast fetching data. The Advanced Search option has a Saved Query section for selected modules. It allows users to share saved queries with other users, which is beneficial when they share their queries with other users. For instance, users can create a search builder to search for Government client types from the available Clients and execute the search to get results. Swift Retrieval of Information with a Search Facility All the templates under knovos solution are enhanced with Search segments for fast data fetching. Search action reduces the efforts spent on data retrieval and increases the speed of task procedures. With the integration of Metadata Indexing in some modules, the search capability is enhanced using the industry's fastest and most accurate search tools allowing users to search documents based on their text and Metadata. Dynamic Notes Section Users might need a simplified platform to put down case-related notes while working. Knovos solution possesses such a convenient tool that stands as Notes. Users can save the notes and bind them with tags for more in-depth classification and generalization. These notes have an indicator tab to view unread notes and their total count. If a user adds a note, it will be visible to that user under the read notes. It is also permission driven where users can select if they want to publish a general note or a personal note. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 22 Case Monitoring through Dynamic Dashboard Keeping a watch on the case progress is crucial for any organization. Users can supervise the case by monitoring the customizable and real-time dashboard. The existing case's progress can be observed in graphs and charts, indicating an overview of the current state. Case-related updates can be received as Alerts. The Dashboard component keeps the users updated with the required information for measuring and tracking case progress, coming to rapid conclusions with accurate information helpful in future decisionmaking. Through the dashboard that comes up immediately after login, users can monitor the system's current scenario in terms of: • Statistics • Resources • Job Status • Top Revenue Clients • Time Entries • Client Activity • Case Activity • Task Types and much more. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 23 At Knovos, we understand our clients' need to get real-time data analysis that can provide clarity and insights for strategy and decision-making. Our solution's Dashboard module offers ease of use for visually capturing the case progress and is highly customizable using the Widget format. As Dashboards provide a bird's eye view of ongoing cases, monitoring visual reports of the case progress and its associated areas becomes an essential practice. Users can track accountability and efficiency by sharing the details with stakeholders or clients. • Dashboard Access: Administrators can set Add, Edit, and Share permissions for Dashboards to control access. • Dashboard Creation: Users can create new dynamic Dashboards that can be shared or edited by groups or individual users on a permission basis. Dashboard Widgets: Widgets are the building blocks or core components of a Dashboard. Customizable widgets are added to the dashboard to show essential statistics. Users can control the data displayed on the charts with configuration options such as show title, show label, show legends, re-order legends, use a numeric separator, or choose to show total column & total rows values. For example, the ‘Ticket Status by Assigned Resource’ widget shows the total number of tickets assigned to respective resources broken down as per the ticket status. And the ‘Ticket average Time Per Resource’ shows the average time a resource spends on the number of tickets. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 24 Charts are highly customizable and can be generated with basic and advanced options. The advanced option lets users frame the query per their requirement to get desired results. The module also allows for configuring single or multiple complex queries on request from the backend per users’ requirement known as a predefined query. Knovos Solution supports these Widgets for its Dashboard module: o Pie or Bar or Line Chart o Activity- Wise Resource Utilization o Data View: Generates a list of Data views/reports predefined to represent statistical data. o Highlight (Tile): Represents a total count for a particular selected entity. o Stacked or Clustered Bar Chart: Shows the comparisons between categories of data but with the ability to break down and a whole compare part. o Sunburst Chart: Each ring corresponds to a level in the hierarchy—the central circle representing the root node and the hierarchy moving outwards from it. o Tag Cloud: Provides the complete Label Analysis for all entity fields. o Pivot Table: Shows the comparisons between categories of data but in the grid view with sorting, filtering, and pagination. • Dashboard Management: Created dashboards load in the select list and are easily managed by the Admin or Super users using the Manage Dashboard functionality. Users can manage Dashboards to Edit details, Share, Delete, and Set as Default Globally. • Dashboard Sharing Via Export: Easy export of the Dashboard Widget as a PDF file for a single widget or the entire dashboard is provided via download or email. • Load Saved Queries: Apply the filter based on the selected query saved or shared in Advanced Search for all entities in the Dashboard module or the entity level Dashboard. Calendar Maintaining appointments, tasks, and upcoming events becomes nearly impossible for users. Thus automating these processes helps users with a better organization to meet their goals effectively. Knovos solution offers a calendar module for users managing critical dates, appointments, meeting deadlines, and much more. Users can view the case schedule and important upcoming dates in a simple calendar format. Existing records can be filtered based on Event, Event Types, Category, or Entity Types fields. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 25 The Calendar module enables users to: • View Event Details • View Meeting Details • Respond to Meetings • Configure Calendar Alert Settings • Add Alert on Date Time • Schedule New Tasks and • Schedule New meetings all from one platform Schedule New Tasks The Calendar module lets users schedule the Alerts and Tasks for the related dates and automatically updates as the schedules and tasks change. One can edit scheduled alert details, make them active or inactive, or export alert information. Calendar Invites Create a New Meeting invite from the Calendar Module for the Workspace's associated email account. Update the meeting details or cancel it from the calendar view screen itself. As an attendee, users can easily view the meeting details in an Email Viewer Dock for calendar events. Report Generation Overseeing the case scenario is an essential functionality for any organization. Reports help the users to measure progress in every area of the case cycle by providing relevant and accurate information that helps in decision-making. Besides, a summary of operations and entities is also a primary need for accurate Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 26 conclusions. Knovos solution provides a report management component that assists in conducting reports based on significant operations and facets of the system. Reports can be summarized as: • Standard Reports, which are the pre-built reports, provided by Knovos solution for easy access of the information. • Custom Reports are designed for the users only using the data they want to represent. These reports are created for the Users by the database team from the back end. • Dynamic Reports are designed and generated by users only using the data they want to represent. It provides the flexibility to create a report based on requirements. Generate customizable reports on everything from the total number of cases, case status, and resource management to quality control and assurance, enabling detailed workflow analysis for continuous improvement. With the use of the Report component in legal case management: • Data is updated automatically in real-time for report generation. • Save custom reports as templates for future use. • Share reports . • Sort, filter, and group reports. Reports are displayed in the Root folder, access to which is permission-based. Multiple folders can be added in a parent-child relation and edit, and view folder permission can be set while adding a new folder. Dynamic Reporting Dynamic reports, as the name suggests, are highly customizable. It provides the ease of creating reports without seeking the help of custom assistance. The Designer tab facilitates custom report configuration for a base entity by selecting the related entities, attached information fields, Task template fields, Asset fields, and so on from the Fields panel. Hyperlink Text field value can also be configured with actual data. The configuration panel contains the Group by Rows and Columns fields; users can remove columns and apply aggregation on fields, and the Summarize Panel contains the Numerical Type fields. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 27 Simple and easy-to-use tool icons are provided for performing additional reports operations such as Run, Save, Save As, Refresh, Reset Configuration, perform an advanced search, and edit Configuration for a report result. The export option enables users to export the report results details in an Excel or CSV format which can easily be downloaded from the task manager or emailed with the export file once the export process is completed. Factual Reporting To summarize important information, various standard reports are provided per requirements that generate a detailed report account. For instance, the User Login/Logout report generates users' reports of login-logout entries from the Workspace. Similarly, the solution offers other standard reports such as: • Backup Location Report: Summarizes all the Backup locations created on the system. • Billable Report: Represents the Total Work Hours and Total Billable Hours for all the employees. • Case Budget Report: Displays the budgeting of the cases running on the system. • Data Point Report: Derives input based on related Clients, Cases, Jobs, and Tasks through which the Administrator maps with the Task fields on the Task Templates. • Error Log: Generates the error log details in a grid with the checkbox. • Case Activity Report: Derive the activity details for specific Cases based on different periods. • Case Management Report: Report summarizes the information on Case Managers, their work assignment, and their billable work hours. • Quality Report (Time): Report analyzes the time quality of output based on the number of jobs completed on time on Total Jobs. • Quality Report (Work): Report outlines the quality of the Tasks based on the Total QC Tasks and Rejected QC Tasks. • Revenue Report: Summarizes the information on revenue generated from the Clients on their Cases. • Time Analysis: Report provides a summary of time entries. • User Login/Logout Report: Displays the Login and Logout details of the user in the system. Report Advanced Search & Export The Advanced Search facility can be executed on the combined fields configured for custom reports helping users to narrow down their search when they use the search parameters to get the desired results. Data resulting from the executed search can be exported for further reference for tracking purposes. The Export Report(s) option facilitates exporting data for Single or Multiple reports for Custom and Dynamic Report types. Multiple reports selection helps users to generate a detailed report that combines different reports in one file and export it in Excel or CSV format. Standard Report Types details can easily be exported using the Export to Excel option from the respective report screen. Summarize Admin Console Reports User can generate the report for summarizing the system reports of all admin operations and activities with the audit report or view the Admin Console-related error details using the Error Report option. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 28 Time Management Simplify tracking time of legal cases or cases with the Time Entry module. Our solution provides the option to keep a record of any case/case-related time entries for efficiency and accurate billing from a single platform for tracking hours worked on assigned cases or tasks. Through this module, task performers can record the duration of work, which acknowledges the user about the total time a user spent on a case. Time entries are entered under specific groups for precise categorization. The admin user can set the time entry type categories that classify the Time Entries added to the system. They can be grouped and configured with service Items, billing types, and budget phases for accurate classification that can be accounted for invoicing. Add and manage Time Entry records based on specified official work hours relevant to cases. Bind Service items with Time Entry Types to automatically account for Total, After, or Regular Hours. The proposed solution provides a dynamic dashboard that represents the scenario of the system related to all the time entries in graphical form. The classification of time entry is based on its group and type portrayed by charts on the dashboard. The charts show the number of time entries per group and type registered in the system within the selected time including the date filter. Our time management module provides various functionality to view, delete export and search any task or case. It can generate alerts or notifications on any of the required cases. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 29 We cater Advanced Search functionality that provides the search for the Time Entries precisely. In addition, this functionality enables you to search more specific criteria based on Standard Fields, Full-Text Search, and Saved Query. Workspace Administration Knovos solution provides a separate section for administering the functionalities to configure Workspace settings and build the application's basic elements, features, and templates. The administration module provides the ease of: • Administering various functions • Customizing system entities at a fundamental level, and • Configuring the key features of Knovos solution from this section User & Group Management The application eases managing the users of Knovos proposed solution, their user roles, and permissions to ensure data integrity and system safety. Roles and responsibilities of the users are defined during user creation to ensure the smooth functioning of a case. Users can also be categorized into Groups, and Permissions are granted on a need-to-know basis. User Management Users can access Knovos solution’s various modules and functionalities according to their roles and permissions set by the Administrators. All users can manage their feature settings through the “User Profile Settings” module that administrator can configure based on their requirements. These are the primary categories of users in the application. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 30 Super Users: Super Users are the administrator who configures the application's working interface and establishes users, groups, permissions, entities, and elements of significant functionalities. Users / Administrators: A User is an organization employee who can be a case coordinator, manager, supervisor, custodian, or any staff person who can access Knovos solution according to granted module permissions. A user with admin rights is termed an Administrator. They are granted privileges as the Workspace Administrator to configure the Workspace settings and build its essential elements, features, and templates but cannot access admin console settings. Contact Users: Contact Users are representatives of clients and their cases. They can be their assistants, managers, or any other contactable person. The application shows a list of inactivate users with red font in the grid for distinguishing. The deactivated user list also displays in the dashboard list, advanced search, and wherever applicable. Any entity-related operations do not apply to the deactivated user. User Groups Manage the users in groups for seamless collaboration and efficient workflow from all the contributors associated with a case. Groups are created to categorize the Users for security and productivity purposes. Users can be added to different groups and have access to Knovos solution features based on the permission provided to their Group. Groups are assigned module-related Permissions, Task Roles, permissions for Email Accounts, File Types, Time Entry Types, to access Note Tags, etc., for smooth functioning. Group operations like adding, editing, deleting, or resetting group preferences are easily accessible. Auto Deactivate Date and Grant Access for Users Manage users by controlling their activation and deactivation. An Administrator can set a date and time when users can be inactivated automatically. This is helpful when an Admin User wants to deactivate access for other users or Contact users. And if a user becomes deactivated, the Grant Access feature can revoke their rights to access Knovos case management solution. Authorized users can also grant access to Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 31 single or multiple users at once by accepting or denying access from grid operations if the User Authentication Flow is enabled. Import Bulk Users and Assign Groups Knovos solution provides a faster and easy way to add and update users in large quantities in the application, preventing work repetition. Utilize the Import Users from Excel/CSV option to import multiple Users into the system using an Excel spreadsheet or other file saved in CSV format. Sample templates for Excel and CSV file formats can be downloaded from the import records screen. The system has the convenience of Assigning Groups to multiple users from the user's grid at once. The new group(s) assignment overwrites any existing group(s) assigned to the users, saving users the time to make changes manually. System Setup Section for Primary Configuration There is a fully-fledged system setup section in which the administrator can define the outline and behavior of the solution with all the users according to user roles and permissions. Users can administer Office Locations or Business Units, Global File Repository, and Users & Groups to allocate required Permissions from the Administration section. The Customization section lets users customize system entities at a fundamental level, such as Lookups, Labels, Status Comments, Templates, Time Entry Types, Notes Tags, Standard Folder Structure, Billing, Email Settings, Alert Management, and Custom Naming. Users can configure the application's key features with the Configuration section, such as Data Points, Budget Phases, tracker Settings, and other System Settings. Knovos solution provides the option to configure a separate site URL for Workspaces. With this, different site URLs can be configured for different Workspaces. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 32 Template Configuration An integral part of any application is a standard framework that employs layout and design elements for its users. Templates provide users consistency for a common interface, ease of use, and reduced time for repetitive data. The solution provides below template configuration options: • Form Template • Assets Template • Task Template These templates help users tailor each entity module to users' requirements, making it highly customizable. And allows users to design custom controls within the respective modules. Each template has tabs that enable users to create the interface of the form. These forms are integrated with application-level controls as permanent fields The solution allows selecting dates within a specific range in a fixed or custom format. Users can apply restrictions on Date type controls to set the date range as needed at the record level. All the Templates provide these available functions: • Customize Fields • Delete Control • Duplicate Control • Remove Control • Move Control • Set Property details Form Template In the Form Template, Users can design custom controls for Add/Edit windows for the modules such as Clients, Contacts, Cases, Job, Task, Invoice Item, Data Intake, Internal Media, Ticket and User permissions. Here the solution provides full freedom to customize the existing fields or creating new fields and user can design/ configure their own forms based on their requirement along with user permissions. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 33 Task Templates The Task Templates enable users to create Task Templates for all the task types. When managing a case from the client module, various and distinct tasks need to be administered. Task Creator can configure the task based upon their requirement. Asset Templates The Asset Template enables the user to create their own assets, which are dynamic and customizable. It provides the flexibility to attach assets to the existing solution modules to capture various information needed for future reference or tracking purposes. Users can associate one or more entity records with the configured asset by selecting allowing the single assignment or multiple assignments option. Assets can help users to keep records by deciding on a system with relevant information. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 34 Users can create their own templates as per their requirements. These Assets are dynamic and can be customized. The solution has a security level to restrict users from accessing dynamic asset data at the user level. This feature, when enabled, sets a security level for the user that will restrict them from accessing other users’ asset records. Assets can also be imported in bulk and are integrated with Files and Notes support. Subscribe to Alerts for Efficient Management Alerts subscription helps the user to manage, improve communication, and bring about transparency in the workflow more efficiently. Alert notifies the users and allows them to take action based on the alert and their role. At the workspace administration level, Knovos solution provides a robust capability to set and subscribe to alerts based on multiple events in different modules. Users can subscribe to either system calendar alerts, email alerts, or both. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 35 Configure Alerts for events such as Add, Modify, Status Change, Billing Status Change, Delete, Merge Ticket, Ticket Assignment, Response to Need more Details, Task Assignment, Task Follow-Up, and On-Date Time. System Alerts can be set on all the modules of the solution. The Alerts management at the Admin Console level allows users to set the service setting alerts. Users can subscribe for alerts if a service is saved, installed, started, stopped, or uninstalled from the application. Security Robust Integrity with User Account Authorization Flow User Account Authorization Flow ensures that the account must be approved by an authorized user every time a new user is created. With this feature, user account creation is controlled systematically, and unauthorized user account creation is restricted. Moreover, existing users cannot access a newly assigned workspace without an authorized user's approval. The User Authorization Flow applies to all types of users in the system. OTP Authentication OTP Authentication's purpose is that users can log in to the solution only if they provide an OTP generated from the application. With this feature, unauthorized users are restricted from accessing the application. Access Solution using Identity Providers The Solution securely manages the users' identities to work with a Single Sign-On (SSO) to authenticate the users. The solution uses various Identity Providers for authentication, such as: Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 36 • Okta • Big F5 • PingOne • ADFS • OneLogin • Auth0 Deep Link support is also available for authenticated users using a Ping Identity connection. The Relay State attribute in the application fetches the Relay State as a query string on the application's login page. An IdP Username can be added to the system with a username containing: Upper case [A-Z], Lower case [a-z], Numbers [0-9], Dot (.), Dash (-), Underscore (_), At Symbol (@). Multi-Factor Authentication Multifactor authentication in Knovos solution delivers an extra layer of protection for user accounts and significantly diminishes unauthorized access and system breaches. Users can ensure enhanced security using the multifactor authentication method. The additional protection helps users in data theft, reduces risk, and can be adaptable for different use cases. It is an authentication method where users are granted access to the solution only after successfully submitting multiple pieces of evidence. • One is the usual combination of the username/password, and a