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Understanding the Shinydocs Engagement Process


This article describes the components of a typical customer engagement with Shinydocs.

Partner Role

As a Shinydocs partner, your pivotal role in the engagement process is to provide an unparalleled customer experience and seamlessly represent Shinydocs, as described below. While Shinydocs remains the driving force behind the software, it is you, as our partner, who breathes life into the engagement process.

Our collective hands-on approach ensures the path to success for our customers, accompanying them through each transformative step of their journey.

Full Discovery Engagement

We use automation to quickly crawl and inventory multiple content sources to discover what files, documents, media, and record types are stored, how much content there is, and where every file is located.

Getting Started

To initiate the process, we confirm the details of the customer environment and ensure access to our customers' file shares for analysis. Once we have these details, we can proceed with an Unstructured Data Assessment and subsequent decision making.

Unstructured Data Assessment

The engagement begins with completing an unstructured data assessment. The assessment involves a thorough analysis of our customers' content, and guides them through each stage to ensure optimal results. Here's an overview of the assessment process:

Step 1 – Install and Metadata Crawl: Our team installs the solution and initiates the crawling process for 1TB+ of content. This step enables us to gather comprehensive data for analysis.

Step 2 – ROT Rules: We run out-of-the-box ROT (Redundant, Obsolete, Trivial) rules on the metadata to effectively categorize and organize the content.

Step 3 – Full Text and Duplicate Detection: We extract full text from the content and identify any duplicates, ensuring a clean and accurate assessment.

Step 4 – Natural Language Processing: We employ natural language processing techniques to find people's names, monetary values, dates, and other relevant information within the content.

Step 5 – PII and Content Sensitivity Rules: Depending on geographical considerations and specific classifications (to be determined later), we may apply initial PII (Personally Identifiable Information) or content sensitivity rules.

Regroup and Decision-making

After completing the unstructured data assessment, we regroup with our customers for a quick call to discuss the initial results. During this call, we collectively determine the next steps based on the following considerations:

Step 1 – Content for Enterprise Search: We identify which content should be showcased to demonstrate the capabilities of our solution for Enterprise Search purposes.

Step 2 – Content for Classification Automation: We determine which content should be showcased to demonstrate the capabilities of our solution for automated classification.

Step 3 – Pre-calculations of Known Values: We discuss the pre-calculations of known values that are essential for efficient searching and information retrieval.

Step 4 – Migration Rules: We establish rules and guidelines for content migration to ensure smooth and seamless migrations.

Step 5 – Custom Natural Language Entities and Metadata: If required, we can create custom natural language entities, employ regular expressions (regex), or use keyword-based entity metadata to enhance the effectiveness of our solution.


Shinydocs always strives to ensure a smooth and seamless transaction with our customers. Each customer is assigned a dedicated Client Engagement Manager who works closely with them to facilitate onboarding and implementation.

As a Shinydocs partner, your customer will also be assigned a dedicated Shinydocs Client Engagement Manager to ensure they are connected to the appropriate resources within Shinydocs to expedite the onboarding and implementation process.

Proposed Timeline

We suggest the following schedule for the initial stages of the engagement:



Day 1

Crawl current storage locations and repositories

Day 3

Show the customer a dashboard of the initial crawl

Day 7

Deliver a guided tour of the content landscape to the customer

Day 9

Identify ROT, sensitive data, or enable a federated search on a subset of the customer’s content

Day 15

The customer is able to use real data to inform next steps

Please note that this timeline is a starting point, and we are flexible to accommodate our customers' specific requirements and availability. Throughout the entire process, our team is always readily available to address any questions or concerns our customers may have.

In some cases, a less intensive, time-boxed engagement might be more desirable and easier to propose to customers.

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