iCognition Updates, RM Workflow, RM Workspace

iCognition wins innovation grant

iCognition has won an Innovations Connections Grant to work with CSIRO and University of Canberra  to undertake User Experience (UX) research and design on RM Workspace and RM Workflow. This work will be used to further the company’s commitment to developing usable, useful, effective and satisfying products.

iCognition won the grant based on a strong history of research and ability to collaborate with public institutions. The senior researcher, Caronne Carruthers-Taylor, has extensive experience in human centred design and is supported by a University of Canberra researcher, under the supervision of Professor Raghavendra Gudur. The grant is administered by CSIRO.

“This demonstrates iCognition’s ongoing commitment to UX design improvements in our products,” said Nigel Carruthers-Taylor, Principal and Director. “In fact, this is at least the fourth major UX design iteration we have conducted on our products, resulting in incrementally more usable and useful solutions for our customers.”

“This research and design work will inform future product versions, which are included as part of the product maintenance fees,” said Mr Carruthers-Taylor. “We look forward to visiting our clients in Sydney and Canberra to undertake this research and delivering greater business benefits and return on investment for our customers.”

iCognition Updates, RM Workflow, RM Workspace

iCognition delivers returns by automating Government business processes

Information Management and Governance (IMG) specialist, iCognition Pty Ltd, recently delivered significant client business improvements by automating asset management and correspondence management processes using iCognition’s RM Workflow product.

NSW Property and Advisory Group (PAG), an organisation of 900 staff within the NSW Department of Finance, Services and Innovation portfolio, engaged iCognition to migrate a legacy Objective ECM system to Micro Focus Content Manager (CM), and automate business processes using iCognition’s RM Workflow.

“The migration was a very complex one, involving over 300 pages of specifications to ensure a successful replication of the Objective ECM functions in Content Manager,” said Nigel Carruthers-Taylor, iCognition Principal. “This included workflows that automated asset management and correspondence management processes. We successfully completed the Objective migration with very few errors, and PAG is now experiencing an excellent uptake in business process participation via RM Workflow, with over 300 active workflows within the system.”

RM Workflow is a user centric web interface built on top of the Micro Focus Records/Content Manager workflow engine that is zero footprint and cloud ready. The business processes are defined in CM, ensuring information security and audit capture, while RM Workflow delivers ease of access and use for end users. Key to the product is the user experience: users can create, modify and interact with records, locations, workflows and activities from within the easy-to-use web interface, and/or via customisable email notifications.

Another iCognition client, NSW Department of Justice, is currently installing it to manage their Ministerial correspondence and briefings processes for a very large number of staff.

“The ROI on this product is excellent. Installing and managing it is minimal effort, as it is server-based and does not require a desktop rollout,” said Mr Carruthers-Taylor. “Additionally, the product is totally configurable by the client, avoiding costly setup scripting or development, and the reconfiguration effort is minimal when business processes change. Great returns can be expected for existing CM clients, as a small investment unlocks the value of pre-existing CM workflow functionality that is usually dormant.”

RM Workflow not only delivers existing CM workflow functions in an easy-to-use interface; it provides additional value functions such as an analytics dashboard, online editing, timeline management and other functions. For PAG a key function was to dynamically allow for multiple approvers in workflows: staff can enter as many assignees as they like when creating workflows, and RM Workflow dynamically generates additional approval paths for every assignee.  Previously this could only be achieved through creating multiple CM workflow templates, requiring staff to clumsily select the appropriate template each time.

The take-up of the CM solution at PAG was also facilitated by the implementation of RM Workspace across the 900 staff. This enabled PAG to expand their digital transformation agenda through better user adoption and collaboration around information in CM.

“Overall, RM Workflow delivers ease of business process interaction, while CM delivers assurance around the business process and compliance management. This solution increases the efficiency, quality and transparency of business processes, and helps enable your digital transformation,” said Mr Carruthers-Taylor.

For more information about the solutions provided by iCognition visit our websites at www.icognition.com.au and www.rmworkspace.com.au, or contact

Nigel Carruthers-Taylor, Principal and Director,
Ph: 0417 692 178
Email: nigelct@icognition.com.au


iCognition Updates

iCognition Appointed to Defence Panel

iCognition is very excited to announce that it has been named as a member of the new ICT Provider Arrangement (ICTPA) Panel (SON 3520191) which will run through to 2023 and replace the Application Managed Services Partnership Agreement (AMPSA).

This is an exclusive arrangement with just 125 companies currently appointed to the panel. Services that can be provided through the panel include:

  • Systems Integration
  • Application Services
  • ICT Services

iCognition’s CEO, Joe Mammoliti commented, “Appointment to this panel is a testament to the Information Management and Governance leadership and innovation iCognition’s team has been delivering to the public sector. We are very humbled and excited by the recognition of iCognition’s capabilities by CIOG to support their department. Our team looks forward to supporting the Department across its full range of Information Management and Governance requirements.”

“iCognition is one of the fastest growing Information Management and Governance consultancy and implementation partner in the Australian Government sector. As the Micro Focus Information Management & Governance APAC Partner of the Year, the appointment to ICTPA recognises iCognition’s vision, supports its continued growth, and allows us to demonstrate the excellence of our team of Information Management practitioners and solutions architects,” said Mr Mammoliti.

iCognition Updates, MicroFocus Updates, RM Public View, RM Workflow, RM Workspace

Reminder: Micro Focus Realize Starts Tomorrow!

A last minute reminder to register for this free event! This event includes the Information Management & Governance Forum (IMGF) and starts tomorrow:

  • Melbourne – Tuesday, 28 August 2018, Melbourne Convention Exhibition Centre
  • Canberra – Thursday, 30 August 2018, Hyatt Hotel
  • Sydney – Tuesday 4 September 2018, Hilton Sydney

iCognition we will be the Diamond partner in Canberra and Melbourne, and the Gold partner in Sydney, as part of the IMGF track of the event. We will have a stand at each event and we’ll also be presenting on cloud-based EDRMS:


To cloud, or not to cloud: that is the question:
Whether ‘tis nobler in the mind to suffer
The slings and arrows of outrageous on premise installations,
Or to take arms against a sea of troubles,
And by moving them to the cloud, end them?

Come along, listen to lots of interesting presentations, and check out our new versions of RM Workspace, RM Workflow and RM Public View that we will have on demo.



MicroFocus Updates

Micro Focus Content Manager 9.3 Released!

Introduction to Content Manager 9.3

Today Micro Focus announced the release of Content Manager version 9.3. Content Manager 9.3 is a governance based enterprise content management system designed to help government agencies, regulated industries and global organizations manage their business content from creation to disposal. Content Manager is the cornerstone of the Micro Focus Secure Content Management Suite that provides customers the capability to lower operating costs, secure information, enhance compliance and increase productivity. Through innovation and interoperability Content Manager is transforming how business manages content across the lifecycle, helping to maintain control over this valuable asset throughout the process of creation, collaboration and mobile access.

By focusing on areas of; automatic classification and policy application – with linked security control, manage-in-place functionality, and feature rich mobile access, Content Manager will help you address areas of cost, compliance, productivity, information privacy and security. Developed with more than 30 years of information management expertise, Content Manager 9.3 is a comprehensive, out-of-the-box software solution and a key component of Micro Focus’ Information, Management and Governance portfolio.

Content Manager 9.3 is designed to the International Standard of Records Management (ISO 15489:2001), and elements of ISO16175: Principles and Functional Requirements for Records in Electronic Office Environments.

New Features


This release of Content Manager introduces a fresh visual style reflecting our new company, Micro Focus. The brand and color palette is aligned with the company’s desire to build a consistent approach to our brand and continue the market leadership of Content Manager on a world-wide basis. With nearly 2,500 customers and more than 2,000,000 licensed users, Content Manager continues to innovate and respond to customer demand and significant market trends


New tasks to update records

A number of new tasks have been added to Content Manager to allow easier updating of record metadata.

Change Title

This option can be access from the record right-click Details – Title menu. It allows users with appropriate permissions to update the title components of a single or multiple records.


Change Record Number

There are two new options in Content Manager 9.3 that allow you to change the record number of records.

If you have made changes to the Record Type numbering patterns or if there has been a restructure which required records to be moved to different Record Types. Content Manager 9.3 now allows the update of the record number of multiple records from the record right-click Administrative Tools – Record Number menu. Using this option will re-number the selected records to match the new numbering pattern, or to re-sequence them to match the numbering of their new Record Type.


The other option relates to Record Types that are using Container numbering. A new System Option Automatically renumbering a record when moved to a new container has been added in this release. When enabled, if a record that has inherited its number from its container is moved to another container, then its number will be updated to reflect its new container number.

Updating Access Controls on multiple records

When multiple records require their Access Control settings to be customized, in Content Manager 9.3, 3 new options have been added. These options allow you to:

  • Add Locations to Access Controls – append the selected Locations to the existing Access Control list.
  • Remove Locations From Access Controls – remove the selected Locations from the existing Access Control list.
  • Replace Current Access Control List with this list of Locations – replace the existing Access Control list with the new Locations.


New tasks to update Locations

Change Location Type: This option allows you to change the Location Type of a single or multiple Locations to a new Location Type, e.g. changing Locations that are of an Unknown type to a Person type.


The internal status of the Locations can also be updated using this option:

Change Profile Data

Components of Location Profile information can also be updated from a single dialog now. From the Location right-click menu, Change Profile Data, the Profile data that can be updated from this dialog:

  • User Type – change the suer permissions for the selected Location(s)
  • Accept Logins – update the login permission for the selected Location(s)
  • Change Login Domain – update the login domain for the selected
  • Change Login Expiry Date – set a Login Expiry date for the selected Location(s)
  • Change Use Profile Of – set a Location for the selected Location(s) to inherit their profile details from.


Modify Email Address: The new Location right-click menu Modify Email allows organizations to change the domain component, i.e. @domain.com, of the email address of a single or multiple Locations.

Updating the default Jurisdictions on Locations

The Other Location Fields dialog has a new option added for the 9.3 release, Change default Jurisdiction. This option allows organizations to apply a new default Jurisdiction to Location(s).


View pane panel

We have introduced an option for users to be able to select the location of their View pane. In the Content Manager client, on the View tab, from the drop-down Viewpane option, users can now opt to have the View pane displayed at the bottom of the window (default) or to the right of the window.


ArcSight Integration

As part of the Audit options, Content Manager 9.3 can produce log files in Common Event Format that can be ingested by ArcSight (or other industry standard log ingest systems). The new option, Generate an additional offline audit log using ArcSight Common Event Format, is available on the Administration – Audit – General tab


The Common Event Formatted log is written to the same location as the standard format Audit log, but is prefixed with ArcSight_.

Office Integration

Prior to 9.3, when users Edited a document from the Content Manager client, there was a disconnect between Office and Content Manager in that the Content Manager Office integration options were not enabled. In 9.3, now when using the Edit option, the Content Manager Office integration options such as Check In, Make Final, Check In on Close and Records Properties, will have the same behavior as they do when you open a record from within the Content Manager integrated Office application.

This behavior is available when using the Office Integration with the Content Manager client.

An option to display the Content Manager Properties dialog has been moved to the Content Manger options in the Office application, rather than having to update the installed Preferences configuration file. If this option is enabled the record Properties dialog will be displayed rather opening a record window in the Content Manager client or Web Client. This allows users to easily set the option to suit their working preferences.


Enhanced Features

Rendering improvements

In version 9.2, the Rendering module was redesigned. The Rendering processing was further enhanced in the 9.3 release.

In the Content Manager client a new monitoring view for the Rendering processing has been added. The Monitor Render Queue dialog is available from the Administration tab.


From this dialog, the rendering process can be monitored and errors can be processed.



Two new options have also been added to facilitate the automatic creation of renditions. On the Record Types properties dialog, on the Electronic tab, Content Manager administrators can enable options for renditions to be automatically created for electronic documents that are checked in using specific record types. The two options that can be enabled are:

  • Automatically create PDF rendition – enable this option so when an electronic document with a suitable file format is checked into Content Manager, once the document has been transferred to the document store, it will be sent to the Rendering processor and an PDF will be attached as a Rendition to the record.
  • Automatically create OCR rendition (for tif, jpg, etc.) – enable this option so when an electronic document with a suitable file format is checked into Content Manager, once the document has been transferred to the document store, it will be sent to the Rendering processor and an OCR format will be attached as a Rendition to the record.

For those organizations using the Advanced Disposal feature and who are using Consignments for their disposal processing. A new option has been added to the General tab on Archive or Transfer Consignments, Render records to long term storage format (PDF). Checking this option automatically creates a PDF rendition for all electronic documents that are associated with the consignment. The Consignment will not be able to be disposed of until all records have been rendered.

NOTE: For the PDFs to be automatically created, an automatic rendition selection for In Flagged Consignments must be created in Enterprise Studio

To facilitate the automatic creation of renditions, in Content Manager Enterprise Studio there additional settings that can be defined to generate specific automatic PDF renditions. On the dataset right-click Event Processing menu, the Rendering option displays the Configure Rendering dialog for the selected dataset. From this dialog, the rendering processes can be suspended, the automatic rendition selections can be defined, as well as configuring the OCR Image processing and DocuSign options.


Also in Enterprise Studio, the Rendering processing can be pushed to specific Workgroup Servers. On the Workgroup Server Properties – Rendering dialog, you can flag if a Workgroup Server will be processing specific types of Rendering requests, and/or OCR requests. These options allow you to share out the rendering processes to different Workgroup Servers, if required.


Searching options

To improve usability of the user Search Results options, the search options that were also available on other option dialogs, such as the Search – Options dialog, have been removed.

Document Store Integrity Checks

The Document Store Integrity Check functionality has been improved in this release. When a Integrity Check is run on a Document Store in 9.3, it:

  • uses the document hash to ensure the stored document is valid and has not been tampered with.
  • checks if the document is missing and restores the document from backup store if a replacement is found (if Correct any errors that are encountered is checked). If it cannot find replacement, it will mark the document as missing.
  • checks for the number of documents that had a discrepancy with the reference count (single instancing).
  • generates a hash for the document if Generate hash for records that don’t have a stored hash is checked.

IDOL and KeyView

In this release the versions of IDOL and Keyview have been upgraded to version 12.0. Image Server, the component that allows you to complete OCR Image processing, has been upgraded to Media Server version 12.0.

The default query operator for IDOL has been modified to now be AND rather than OR.

For IDOL, this can be modified to be OR by updating the TRIM Content Service.cfg file and commenting out, or removing, the DefaultQueryOperator. See CM9.3_IDOL_DCI_Install_Config.pdf for details.


The version of Elasticsearch that is supported in 9.3 is 6.2.x.

NOTE: Due to Elasticsearch enhancements, when upgrading from 9.2 or 9.2 Patch 1 and you are using Elasticsearch for your content index, the Elasticsearch index for the dataset must be deleted and re-created. See the Content Manager Enterprise Studio help file and the CM9.3_ ElasticSearchInstall_Config.pdf for details on how to remove and create an Elasticsearch Index.

If your organization uses the Auto-Classification feature, you will also need to re-run the Classification/Category training

The default query operator for Elasticsearch has been modified to now be AND rather than OR. This cannot be modified.

When configuring an Elasticsearch Content Index, rather than defining the name of the Elasticsearch server and its port number, now you define the Elasticsearch URL. This enhancement allows you to specify the server name and port number or the HTTP or HTTPS in a single string. If you’re using the X-Pack authentication method, it allows you to specify the HTTPS-based URL for the Elasticsearch server here.


The Authentication methods for Elasticsearch have also been enhanced. Now organizations can opt to use X-Pack authentication and/or Amazon Web Services (AWS) authentication.



iCognition Updates, MicroFocus Updates

iCognition Diamond Partner at Realize Event

This year the Information Management & Governance Forum (IMGF) will be part of the Micro Focus Realize Event and will be held across 3 capital cities:

  • Melbourne – Tuesday, 28 August 2018, Melbourne Convention Exhibition Centre
  • Canberra – Thursday, 30 August 2018, Hyatt Hotel
  • Sydney – Tuesday 4 September 2018, Hilton Sydney

iCognition is proud to announce that we will be the Diamond partner in Canberra and Melbourne, and the Gold partner in Sydney, as part of the IMGF track of the event.

Come to the event and gain insight on how industry leaders are solving complex problems and realising smarter business outcomes in IMG, DevOps, Hybrid IT,  Security, Data Management and Predictive Analytics through case scenarios and best practices.

Learn and connect on the latest innovations across five solution tracks:

  • IM&G Forum: TRIMming the fat. Unlock Business Value through Information Governance
  • Accelerate Digital Transformation with DevOps
  • AI Enabled Operations for Hybrid IT
  • Next Generation Enterprise Security
  • Mainframe Modernisation

iCognition will be at all three locations and we would love to see you there. Register your attendance at one of these FREE one day events and learn about TRIMming the fat, and unlocking Business Value through Information Governance.


iCognition Updates, MicroFocus Updates, RM Workspace

iCognition first ever buy.nsw approved supplier with EDRMSaaS.Cloud

Information Management and Governance (IMG) specialist, iCognition Pty Ltd, is proud to be recognised as the first ever buy.nsw approved supplier. buy.nsw is a new NSW Government program working to improve ICT procurement for buyers and sellers, simplifying procurement, starting with cloud products and services. iCognition was approved to sell EDRMSaaS.Cloud, our new Electronic Document and Records Management cloud service, via buy.nsw.

iCognition was congratulated by Department of Finance, Services and Innovation for being the first approved supplier. “I’d like to thank iCognition for joining buy.nsw and congratulations on being our very first approved seller!” said Ms Natasha Wolf, Marketplace Services Manager, Government Technology Platforms. “The whole team was impressed by your application.”

As a reward for being first, iCognition was provided a web badge acknowledging our well-earned status as the first approved buy.nsw seller.

buy.nsw_web badges tiles-01

buy.nsw aims to transform the way government buys ICT and better adapt to the dynamic needs of Government ICT environments. The buy.nsw program delivers faster procurement cycles and easier ways for buyers and sellers to connect via a new procurement platform.

iCognition’s new EDRMSaaS solution is now available via the platform for buyers to review. “EDRMSaaS is a secure information management platform that will take the pressure off your digital transformation team. It is the modern way to harness the information explosion, secure your content, meet your compliance/regulatory requirements, improve operational efficiency and lower your total cost of ownership with a simple monthly per-user cost,” said Mr Joe Mammoliti, CEO. “You will get a user friendly EDRMS, on-demand access on any device, with intelligent analytics and governance, managed to the highest standards in a Government certified secure Microsoft cloud.”

EDRMSaaS provides a winning combination of Microsoft Azure delivered, cost effective, best of breed performance and highly secure cloud; Micro Focus’ proven intelligent compliance engine; and iCognition’s award winning products maximising discovery, access, sharing and collaboration, for both desktop and mobile users.

“EDRMSaaS.cloud is hosted on Microsoft Azure and is built from the ground up for Cyber Security, and optionally delivered on Microsoft’s Azure Central mission-critical cloud for Australia and New Zealand,” said iCognition Principal, Nigel Carruthers-Taylor. “It is designed for mission-critical apps supported by an open ecosystem of partners and includes service availability, security, scalability, redundancy, back up, managed services and access to Office 365 and Microsoft apps.”

“EDRMSaaS is a good example of why not all clouds are built the same,” said Mr Mammoliti, “Check it out on buy.nsw and ask us for a demo.”

For more information about the solutions provided by iCognition visit our website at www.icognition.com.au  or contact

Nigel Carruthers-Taylor, Principal and Director,
Ph: 0417 692 178
Email: nigelct@icognition.com.au