OnBase
®Product White Paper
OnBase
®is enterprise-class integrated document management
(IDM) software that combines workflow, document
management, imaging, and enterprise report management
technologies in a single, web-based application.
By dynamically organizing and controlling the delivery of
documents and by interactively managing the business
processes in which these documents are used, OnBase
®enables organizations to streamline their operations and share
Table of Contents
What is Document Imagining? ...3
How is OnBase Different?...4
The OnBase Client ...5
High Volume Capture...11
COLD...11
Document Imaging ...13
Document Import Processor...15
E-Forms ...16 Mobile Forms ...18 OCR...19 Outlook Integration ...20 PCL Filter...21 Print Driver...23 Subscription Server ...23
Immediate Access, Accelerated Tasks...26
Application Enabler...26
Archive Server for SAPTM R/3®...28
EDM Services ...29
Electronic Signatures...31
Full-Text Indexing ...32
Workflow ...34
132 Column Video Font...37
Digital Distribution ...39
CD-DVD Authoring ...39
Data Mining Interface ...40
Document Distribution ...42 Exception Reports ...43 Export ...45 Image Statements ...46 Print Distribution ...48 Publishing ...49
Architecture & Design ...51
Platter Management & File Storage ...51
Security & Licensing ...53
Web Access...55
Application Programming Interface ...57
What is Document Imagining?
Imagine a software application that electronically captures, stores and manages literally every document generated or received by your company including paper, reports, application files, emails, and web content. Imagine this software handles everything you need to do with those documents retrieve, revise, annotate, distribute, or post to a website. Imagine it integrates seamlessly with your ERP, CRM and other e-business applications to create a single point of on-line access to all relevant information.
Now imagine the benefits of being able to share the full spectrum of information with whoever needs it. The savings that result from eliminating paper and microfilm. The efficiencies that are created by ensuring that your employees never spend another minute locating, copying or faxing physical files. The innovation that arises from better informed professionals. And the deeper relationships that are forged with better-served customers and partners.
As it turns out, Hyland Software imagined it first. OnBase software combines the technologies of document imaging, COLD/ERM, document management, and workflow into a single, enterprise-class application. With the ability to manage any kind of document and to support an unsurpassed range of business applications, OnBase software is much more than document imaging. OnBase is Document Imagining.
How is OnBase Different?
OnBase is a premier offering in a rapidly growing category of software called integrated document management, or IDM. IDM systems manage virtually every kind of document images, host generated reports, application files, HTML forms, emails, video clips, etc. as well as every stage of the document lifecycle creation/input, storage, retrieval, revision and distribution.
Other IDM systems take a toolkit approach, providing a set of “building blocks” that include a common front end for interfacing with several separate software packages. OnBase, by contrast, is a single software application that utilizes a single SQL database, a single configuration utility, and a single customizable user interface for all processing and retrieval. This unparalleled level of integration enables OnBase to provide an exhaustive amount of out-of-the-box functionality to support the most sophisticated document management and workflow solutions.
OnBase is built upon a highly evolved web-enabled, client/server architecture that leverages the openness and scalability of databases like Oracle and Microsoft SQL Server to deliver high performance solutions for the department, division or enterprise. OnBase offers users the flexibility of accessing the system through several types of thin (browser-based) clients, a traditional thick client, Windows Explorer® or even other enterprise applications.
OnBase is also completely point-and-click configurable, enabling the rapid deployment of sophisticated solutions without the need for expensive, time-consuming programming. In designing solutions to meet their own unique requirements, customers select from among over 30 separately licensed OnBase modules that provide specialized input, management and output functionality. OnBase customers are thus encouraged to invest in the solution they need today and then incrementally, cost-effectively expand and enhance the system as their needs grow.
The OnBase Client
Overview
The OnBase Client is the single point of user interaction with the OnBase system. This point and click interface allows control of every stage of a document, from input, management, retrieval and distribution. The OnBase Client presents a simple and intuitive GUI environment for the user to work efficiently and effectively.
Fast, consistent, and secure access is provided to all documents stored in the OnBase system. Retrieving a document is nearly instantaneous through several search methods, including the Document Retrieval Dialog Box, Foldering, Custom Query, Text Search, and OnBase’s award-winning Cross-Referencing. The Client is the central location to import, organize, secure, retrieve, enhance and distribute all of your data.
OnBase is the only complete information management system engineered to treat image, COLD, application and workflow documents the same way, as information objects. This uniformity makes the entire system exceptionally easy to use. It provides unique functional advantages like cross-referencing; the ability to double-click on any document and have all related information, regardless of data type, immediately displayed. Like all OnBase
configuration, cross-referencing can be created with only a few mouse clicks, never requiring additional programming.
Application
Powerful tools are provided to retrieve stored data quickly and accurately. The OnBase Client offers several methods of searching, including:
The Document RetrievalDialog Box offers an efficient, user-friendly way of displaying any and all documents stored in OnBase. It provides users with the ability to retrieve the exact document(s) desired with minimal effort. Entering keyword values allow users to find documents in seconds. Keywords and dates are can be used to filter unrelated documents. Queries can limit searches by document type group, document type, document date and keywords.
Cross-Referencing is a powerful retrieval method that enables users to double-click on an open document and automatically retrieve any or all related documents regardless of data type. The links between document types for cross-referencing are created with only a few mouse clicks and never require programming. For example, to find and display the image of receipt related to an item in an expense report the user would only have to double click on the line in the report that lists the expense.
The Custom Query retrieval feature enhances security and makes routine retrievals one click away for users who repeatedly perform the same queries. A user-defined, custom query provides a faster, more direct way to search for a specific item. To enhance security and usability, OnBase can be configured to have only the Custom Query display on startup. If a workstation is setup in this fashion, it will present the user with only specified queries. The user will not be aware of any other information in the OnBase system and have no way of accessing it.
Text Searching is used to locate COLD and other text documents that contain a specific string of text. OnBase searches COLD data files in a compressed format, resulting in faster text searching capabilities. The search is done where the data is stored so that OnBase does not have to send all the raw data to the workstation to complete the search, saving time and limiting network traffic. Combining keyword searching and text searching, narrows down the results even further.
The OnBase Explorer Extension provides a convenient way of retrieving documents from OnBase using the familiar Windows Explorer Interface. OnBase documents are made
available through an added folder off the Explorer directory tree call “OnBase.” The OnBase folder contains three sub-folders that reflect the three types of searches a user can perform. The folders are named “Search”, “Browse” and “Custom Query.” This familiar format of retrieval gives the occasional users the ability to access the system without formal training.
Full-Text Indexing uses Microsoft Index Server to perform advanced searches files like COLD, plain text, Microsoft Word, PDF and other third party applications Microsoft Index Server creates an index of the entire document and stores the data in a catalog. The catalog provides a map of all the words in each document. Proximity searches, Boolean searches, fuzzy searches, and other advanced query capabilities are possible because the text is ‘mapped’ in the catalog. This ‘mapping’ also makes Full Text Index Searches considerably faster than a Text Search.
File Foldering can be customized to meet user needs. This search method is very similar to using Windows Explorer. A file cabinet window displays the folder type, all available file cabinets, and all folders within a selected folder. Navigation features include double-clicking on a folder to display the next directory, and pressing the backspace key to move to a higher-level directory.
A Note Search initiates a search for all documents with notes that contain the text entered by the user. When OnBase finds documents with notes, highlights, or staples text that match, a list is generated in a separate window. The user can also restrict the search to certain note types by making a selection from a drop-down list of note types.
The user can create VB Scripts in the configuration module and run them in the Client. VB Scripts are very powerful tools that can be launched when a document is being displayed. They are completely defined by the user and can provide limitless extended capabilities. The Document Handle Search provides a way to retrieve a document by its master ‘Item Number’ in the OnBase database. This is useful for administration and troubleshooting.
The Document Name Search provides the same functionality as the Document Handle Search, using the name instead of the number.
Document Properties are provided as a useful diagnostic tool. It used primarily by system administrator who need specific details about how, when and where a file is stored in OnBase as well as the history of a document.
Document Enhancement is integral. Once a document has been retrieved users can perform such tasks annotating, highlighting, creating notes or revising a document. If granted with the appropriate permissions, users may also as add or modify keywords, re-index, drag and drop, or delete a document.
OnBase users can digitally approve COLD, image, Word or E-Form documents with an
electronic signature. OnBase uses ApproveIt Software by Silanis Technology
(http://www.silanis.com). Once signed, ApproveIt will make sure the document cannot be tampered with, without changing its authenticity. The user can check the validity of a
document by double clicking on ‘signature’ on the document status line. If the document has not been tampered with, the signature dialog box will turn green after validation. If the document has changed in any way, the background will turn red with a warning message. This is especially useful in the banking industry where loans must be signed for approval. This ensures the right person has signed off on the document and no one has tampered with it.
Users can Print any document, group of documents, pages within a document or selection within a document. Print jobs may contain single or multiple documents. Some documents may also be setup to be printed as comprehensive statements. The document properties, comments, styles, Auto text entries, key assignments can be printed as well. There is also a Zoom feature that can print up to 16 pages of a document on one sheet of paper.
Customizable workstation options, user options, and window options allow the user to personalize their OnBase experience.
Client Core Features
• Comfortable GUI interface.
• Several search and retrieval methods. • Award-winning cross-referencing.
• View, edit, annotate, fax, print, or email directly from the desktop. • Integrates seamlessly with any VIM or MAPI compliant email program.
• DMA Compliant Client enables access of documents from other vendor's DMA compliant servers.
• View multiple document types including COLD, images, Word, Excel, graphics, video clips, and sound bytes.
• Initiate workflow or receive notification of workflow queues.
• Extensive security & user rights can secure access to documents and functionality. • Ad hoc importing of documents with a simple "drag & drop" onto desktop.
• Envelopes allow the storage of unrelated documents in one place. Once documents are placed in an envelope they can be sent through OnBase mail.
• Customized views; modifying screen composition and adjusting the way text and image documents are viewed.
High Volume Capture
OnBase provides sophisticated mechanisms for the production capture, index, and storage of literally any type of document, whether originating on paper or in electronic format. For paper documents, faxes and forms. Customers choose from among several capture methods to optimize speed and accuracy and minimize user intervention. OnBase Document Imaging interfaces with Kofax and TWAIN compliant scanners to convert paper documents into a variety of standard image formats, while providing several options for distributed capture and indexing. OnBase can also store files generated by third-party imaging and forms processing applications through the use of the OnBase Document Import Processor (for high-volume, batch input) and OnBase Archival API (for real-time input). Any image imported into OnBase can be converted into a searchable text rendition with OnBase OCR and then indexed with OnBase Full-Text Indexing.
OnBase also handles the increasing volume of documents that are entering the organization in electronic format such as emails, PDFs, and HTML forms. OnBase Subscription Server automatically indexes and stores emails and corresponding attachments into the OnBase repository, based upon such characteristics as sender, recipient, subject, date, message ID and return path. OnBase E-Forms provides a standard means of initiating requests, notifications, and other routine processes by allowing users to complete and submit online HTML forms that become immediately available for retrieval and routing.
OnBase is equally adept at processing internally produced documents. OnBase COLD captures and preserves text-based records such as invoices, purchase orders, statements and reports by processing print streams generated by transactional mainframe or
client/server applications. OnBase COLD offers optional multi-threaded processing for high performance, add-on modules for natively handling PCL and AFP data streams, and built-in support for data mining.
COLD
Overview
OnBase COLD (Computer Output to Laser Disk) is the ideal solution for managing the storage of reports, statements, and invoices, virtually any document that originates as host-generated data. By storing information on inexpensive electronic media, OnBase COLD reduces and often eliminates the need to store reports on paper, microfilm or microfiche. Among the most cost-justifiable of all document technologies, COLD saves money by reducing printing and storage costs, and increases productivity by streamlining filing and retrieval.
OnBase COLD eliminates the need to store and distribute computer-generated reports on paper, microfilm, or microfiche. OnBase COLD automatically identifies, compresses, and indexes reports and statements that are output from computer systems as printed, COM, or text files. Advanced functionality such as the ability to convert EBCDIC to ASCII, schedule or poll for job processing, column indexing for large documents, and automatically log off after a scheduled process makes the system easy to administer. COLD, sometimes referred to as Enterprise Report Management (ERM), invariably results in faster storage and retrieval of information and significant cost savings over paper and micrographic equipment and supplies.
OnBase Advanced COLD, a high-performance version of OnBase COLD, employs multi-threaded processing to accommodate large volumes of files. OnBase Advanced COLD
employs multi-threaded processing to accommodate large volumes of host-generated files. By taking full advantage of multiprocessor workstations and optimally balancing available system resources, this module processes typical reports at more than several GB per hour.
Application
All COLD processing and retrieval is accomplished through the OnBase Client. Users retrieve COLD documents through several powerful retrieval methods: Retrieval Dialog Box (Keyword Searching), Foldering, Custom Query, Text Search, Full-Text Search, Cross-Referencing and Workflow. When users retrieve COLD documents, they have the ability to make these documents available for online access, delivered via fax or e-mail, or enabled for use with front-office systems such as customer service and electronic statement presentment (ESP). Combined with other OnBase modules like OnBase Document Imaging, OnBase CD-ROM Publishing, and the OnBase Web Server, it allows data processing departments and service bureaus to provide a full range of electronic data services to their customers and employees.
Core Features
• Integrates seamlessly with other OnBase modules.
• Incorporates powerful cross-referencing to other COLD, image or application documents.
• Includes full-text search capability across multiple document types. • View on screen as plain text, green bar, or with image overlays.
• Enables customization to your business environment through point-and-click configuration, without programming.
• Provides the capability to poll or schedule COLD jobs.
• Offers column indexing to increase search and retrieval performance when searching for strings such as account numbers, invoice numbers and names within large documents (10,000+ pages).
• Supports several types of string identification streamline processing, including common ID, content keywords, content tags, tagged keywords and continuation strings.
• Supports multiple types of computer output via configurable input filters. • Imports AFP/PCL via the desired OnBase filter (Metacode requires conversion)
Document Imaging
Overview
OnBase Document Imaging enables paper-centric documents to be captured and stored in electronic format. By converting paper documents to images, OnBase reduces physical storage costs, enables documents to be electronically utilized and shared, and results in faster retrieval of information.
Document Imaging is the process of taking source (paper) documents, such as contracts, loan applications, correspondence, etc., and creating electronic images through scanning. Scanning documents is accomplished with any TWAIN or Kofax™ compliant scanner. Documents are scanned (individually or in large batches) into user-defined queues. The documents are then indexed and archived in OnBase. OnBase’s client/server architecture allows users to scan to a queue at one workstation and archive those same documents from multiple workstations. Archived documents are accessible through the OnBase Client.
Application
Source documents are scanned into queues as black and white, gray scale or color
documents. Prior to scanning, users assign a scan format to a scan queue. Scan formats are user configurable and contain information about scanner settings:
• Paper size, contrast, etc.
• File formats - Group IV, TIFF, JPEG, BMP, PCX and hundreds more. • Document setup - duplex emulation, rotate on scan, etc.
Formats retain specific settings for different types of source documents, making scanning faster and easier. After selecting a scan format, a user scans documents into the scan queue to be verified and identified.
Indexing documents is accomplished in different ways. OnBase supports Kofax barcode recognition, enabling documents to auto-index while being scanned. A variety of barcode types are supported. Interactive scan is a capability of OnBase that allows users to manually index each document after it has been scanned. A group of documents can be indexed into the system through the process of batch indexing.
Scanned documents, that are not indexed, reside in the Awaiting Index queue. From this queue, documents are viewed with the OnBase image viewer and indexed while on screen. Users can skip images, delete images, or create multiple page documents with simple point and click or drag and drop functionality that reduces redundancies. Key word sets are a unique feature that enable users to enter a unique keyword and have the rest of the keywords automatically fill-in. After indexing, documents are ready for further action. They can either be OCR'd or archived, depending on specifications set in the scan queue. Archived documents are viewed, printed, and faxed through the OnBase Client. While viewing image documents, OnBase can zoom in, zoom out, rotate, invert, sharpen, fit to window, copy to clipboard, save as, change page order, pan through the image, mail image to another user, and append user defined annotations. OnBase allows users to "grab" a page from an image document and copy it into another image document. This unique architecture enables OnBase's powerful cross-reference, which is the ability to double click on an image and automatically retrieve/view all related information whether it is COLD, image, or
application documents.
OnBase Document Imaging benefits any business that deals with paper documents that need to be stored for on-line access or permanent archival. Many such companies will have large storage areas for documents, such as file cabinet rooms, storage vaults or off-site
warehouses. Most source document images come into a company from external sources or customers. The documents usually need to be stored for research, legal purposes, or customer service needs. OnBase Document Imaging eliminates the need for large storage areas and provides long-term, easily accessible storage of documents.
In order to provide a wide range of scanning functionality beyond the robust functionality offered within the existing OnBase Document Imaging module, OnBase also provides seamless integrations with such forms products as Kofax Ascent Capture, MTI OCR for Forms, Cardiff TeleForm, ReadSoft Eyes & Hands, and ActionPoint Input Accel. These integrations enable customers to use best-breed technologies in order to effectively and accurately capture information within their organizations and develop a solution that best fits their requirements.
Core Features
• Integrates seamlessly with other OnBase modules. • Reduces storage and retrieval costs.
• Increases employee productivity by providing fast, easy access to information. • Kofax™ and TWAIN compliant.
• Scan at one station, archive at multiple stations. • Bar Code Extraction, enabling automatic indexing. • Deskew, despeckle, sharpen, blend and invert. • Rotate on scan and Flip X and Flip Y.
• Accelerated indexing with autofill keyword sets. • Multiple file format support.
• Sweep directories.
• Rotate documents and save rotation. • Double blind indexing.
• Drag scanned documents into existing image documents. • Zoom in, zoom out, size 1 to 1 and pan window.
• Fit to window and thumbnail images. • Change page order.
• Copy page to other image documents and to clipboard. • Save As.
• Staple document to other documents. • E-mail documents.
• Cross-reference to related documents.
• Scanning reports to determine processing user efficiency.
Document Import Processor
Overview
OnBase Document Import Processor (DIP) is the perfect resource to work as a companion with document image capturing systems. DIP empowers customers to quickly and easily archive large numbers of files, and their related indices, directly into OnBase. Designed for the archival of documents and images, generated by third party applications, DIP lends itself to performing large back-file conversions from legacy systems.
Application
DIP files are imported into OnBase from local hard drives, any UNC compatible network share or through FTP from a mainframe or website. Once a DIP process is configured, the
OnBase Client module provides viewing and interface capabilities for all of your DIP processes. Processes can be grouped, scheduled, or run on demand.
Processing is launched through the OnBase Client. The user is greeted with the DIP Queue dialog box listing all of the available DIP Processing Queues. A Process Job can be
scheduled or configured to run just once. Users choose to run a single queue, scheduled queue, or create/launch a Process Job that schedules a series of DIP processes.
During processing, the files are indexed and compressed. Once processed, the batches go to an Awaiting Commit queue. While there, the documents may be viewed, committed, purged, re-dated, verification reports read, indexes extracted, or list reports created. In this queue, documents are available to every user with authorized permission to view them.
A verification report is produced for each DIP processing session. It provides detailed information including the number of documents successfully processed, the number of unidentified documents, the total time of processing and any errors or warnings that were encountered.
The OnBase Document Import Processor is used to bring legacy system data into OnBase through a back file conversion. For instance, an insurance company converts millions of images from microfiche for storage in OnBase. The statements were converted to TIFF images prior to import. They then use DIP to archive the statements with their respective indices.
Core Features
• Multiple options for acquiring files for DIP processing: • Local hard drive
• Any UNC compatible network share, with Network Neighborhood browsing. • FTP from a mainframe or website.
• Process multiple renditions.
• Group, schedule, or run on demand job processing.
• Works in conjunction with the OnBase OCR module (Optical Character Recognition) for the creation of text renditions.
• Append processed batches.
• Integrates seamlessly with OnBase Workflow, allowing electronic document routing. • Cross-referencing via keywords, allowing the seamless connection of related
documents.
• Processes can be grouped, scheduled, or run on demand.
• Three to four times the processing throughput utilizing the multi-threaded Advanced Document Import Processor and advanced hardware.
E-Forms
Overview
OnBase Electronic Forms (E-Forms) provides users access to electronic HTML forms through the interface of a thin (browser-based) or thick OnBase Client. When completed and submitted, these forms are automatically captured, indexed, and stored as new documents and made available for future retrieval within the OnBase system.
Many customers use OnBase E-forms in conjunction with OnBase Workflow to implement completely paperless business processes, whereby standardized internal documents (e.g. expense reports, purchase requisitions, vacation requests, etc.) are created, stored, and routed entirely within the OnBase system. The addition of OnBase Web Server to this
configuration enables the submission of online forms (e.g. order forms, membership applications, requests for information, etc.), thus making OnBase an ideal choice facilitating e-commerce.
E-Forms add significant functionality and time savings to everyday work situations, even outside of a workflow scenario. Forms that were previously completed on paper and scanned into the OnBase system can now be created directly within the system. Paper is eliminated and the result is a more streamlined process. Consistency is improved and the forms can be automatically indexed upon submission.
Application
In order to successfully implement OnBase E-Forms, the form must first be created. Since several tools are available for creation of HTML forms (e.g. Microsoft FrontPage), a form can take on any design the end user chooses, in order to fit their specific environment. The form itself may even provide additional instructions on how to accurately complete the form. One of the greatest benefits of OnBase E-Forms, however, is that items within the form (buttons, menu lists, etc.) can utilize OnBase keyword logic. For example, if a new service request is initiated from within the client, the values placed in the edit fields can be used to index the form on the fly upon submission. Once the form has been created, the form template setup is completed in the fully point-and-click OnBase Configuration module. The form is then
imported into the system via the OnBase Client and instantly available for users within the system.
Within the traditional OnBase Client, users will simply click on the File/New/Forms menu option and select the desired form to be completed. The user completes the form and submits the form. Once the form is submitted, OnBase automatically indexes the document by pulling off the keyword fields and makes the form available for future retrieval within the OnBase Client. Upon submission, the form could also trigger an OnBase Workflow for
approval or processing. If a form is completed online, the same logic holds true, except the user will complete the form at the specified website.
A company can process and store all of their employment applications using OnBase E-Forms. The applications can be completed on a company website and submitted, or filled out onsite at the company. If a workflow process has been created for the hiring process, the application forms can be automatically indexed and entered into the appropriate workflow queue.
Once the employment applications are archived in the OnBase System, they can be cross-referenced with other related documents such as resumes, employment referrals, and offer letters. In a workflow scenario, all of the documents pertaining to an applicant can be part of a “folder view” created within the system. This folder view enables the human resources
manager to view all documents pertaining to a particular applicant without having to search the system for all of the documents.
Core Features
• Conserves paper by using generated electronic forms.
• Accuracy of information is improved due to the elimination of hand writing errors. • Use of drop down lists standardizes information entered in certain fields.
• E-Forms are accessed through the interface of a thin (browser-based) or thick OnBase Client.
• Forms are automatically captured, indexed, and archived as new documents in the OnBase System.
• OnBase keyword logic is utilized for E-Form items such as buttons and menu lists. • E-Forms can be made revisionable in order to update information.
• Retrieval of related documents is accomplished using OnBase’s powerful cross-referencing—the ability to double-click on a document and retrieve a related piece of information.
• Autofill Keywords Sets make form completion effortless.
Mobile Forms
OnBase Mobile Forms mobilizes organizations’ work forces and remote offices to reap the full benefits of integrated document management and workflow capabilities.
Developed for portable devices, Mobile Forms enables customers to complete business-critical forms electronically while disconnected from the corporate network. Upon connection to the network, forms are uploaded to the OnBase document repository. E-Forms from portable devices are uploaded once the device is synchronized with its desktop partner. Once uploaded to the OnBase system, Mobile Forms are available throughout the
organization and can initiate complex workflows for further processing. Mobile Forms can be rapidly deployed and require no custom programming. The additional module enables customers to further reduce costs and improve processing efficiencies.
The introduction of Mobile Forms provides companies with a mobile workforce or franchise offices to further expedite processes. Whether it’s a home healthcare worker with a laptop or home inspector with his PDA, Mobile Forms eliminates the disconnect usually associated with these types of processes.
OCR
Overview
OnBase OCR (Optical Character Recognition) is a highly accurate and easy to use document recognition package that works seamlessly with the OnBase Document Imaging module. OnBase OCR recognizes and translates printed alphanumeric characters resident on a scanned image document, converting the image into a machine-readable text document to facilitate text searching and/or full text indexing.
OnBase OCR utilizes the Xerox TextBridge® OCR engine, widely praised for its high degree of accuracy. The OCR process is initiated after documents have been scanned into OnBase and the resulting batch has been indexed. The full-page OCR engine analyzes the scanned images, ignores peripheral information such as lines and graphics, and creates
corresponding text files for those images. The resulting text is stored into the OnBase system either with or without the original image. As with all OnBase modules, OCR is accessed through the single user interface of the OnBase Client.
OnBase OCR is a full-page OCR package. For zonal OCR and/or forms processing capability, we suggest scanning with a third-party package such as OCR for Forms® or Teleform® or Eyes & Hands for FORMS and INVOICES, and then importing the resulting files into OnBase using the OnBase Document Import Processor.
Application
Like their paper counterparts, imaged documents still need to be physically read in order to locate specific content. OnBase OCR, however, can convert images into electronically searchable text. Users are then able to instantly locate specific words or phrases within a document or group of documents, dramatically streamlining even the most cumbersome of research tasks. Documents commonly scanned and then OCR’d include business
correspondence, legal memoranda, contracts, specification sheets, and manuals. OnBase OCR becomes even more powerful when complemented by OnBase Full-Text Indexing.
Core Features
• Seamlessly integrated with OnBase Document Imaging and Full-Text Indexing. • Utilizes the accurate OCR engine, TextBridge® from Xerox.
• Batch OCR of documents.
• Converts non-searchable image documents into searchable text documents.
Outlook Integration
The OnBase Microsoft Outlook Integration allows a Microsoft Outlook user to interact with an OnBase document management system through the familiarity of the standard Outlook Email client interface. The application provides users with the ability to save emails and/or any associated attachments by simply dragging the email to the “OnBase” Outlook folder. The user is then presented the OnBase Import dialogue box to enter the associated index values. The OnBase Outlook Integration also enables users to instantly retrieve documents from the OnBase repository from the Outlook interface.
PCL Filter
Overview
The OnBase PCL Data Input Filter is designed to process documents generated by Hewlett Packard’s line-of-business systems that utilize Printer Control Language (PCL). The PCL Data Input Filter extends the capabilities of the OnBase COLD/ERM module by working directly with PCL files while maintaining the common formatting associated with PCL documents such as graphics, bolding, and underlining.
PCL documents can be viewed or printed in their native format or with image overlays. Additionally, they can be text searched and can be configured for cross-referencing—a powerful feature within the OnBase Client tying together related pieces of information for easy retrieval.
PCL documents are available to users who have access to them through the Document Retrieval Dialog. While viewing a PCL document a user can perform a text search, add annotations, create redactions, and add highlights. Documents can be directly e-mailed or faxed from within the system without ever having to print the document on pre-printed statement letterhead.
Application
Companies can use the OnBase PCL Data Input Filter to process customer billing statements and daily reports. The statements can be viewed, text searched, and/or printed in their native format or with image overlays. The documents can be configured for OnBase’s powerful cross-referencing feature tying together related pieces of information for easy retrieval. By cross-referencing the billing statements with the related invoices, the time needed for researching discrepancies is greatly reduced. OnBase also eliminates the need to keep costly microfilm copies.
Utilizing OnBase Image Statements, billing statements can be combined with other document types, such as invoices, credit memos, and packing slips, to produce consolidated
statements giving your client a detailed statement, but also a copy of supporting documents that are related to the statement. Used in conjunction with OnBase Document Distribution, statements can be e-mailed, faxed, or cut to CD directly from the system providing the customer with the information they need in a format they desire.
Core Features
• Eliminates pre-printed forms, host printer costs, and microfilming costs. • Produces quality customer and internal documents.
• Decreases research time for customer service representatives. • Decreases discrepancies and billing errors.
• Allows viewing and/or printing in the native format or with image overlays. • Offers basic and cross-reference retrieval access.
• Enables documents to be e-mailed or faxed without ever having to print the document on pre-printed statement letterhead.
• Facilitates grouped, scheduled, or on demand processing. • Utilizes a visual configuration interface for processing.
Print Driver
The Print Driver provides users with an efficient method to archive documents for permanent storage and quick, intuitive retrieval. The module works by catching the print stream from any printable application (word processors, spreadsheets, drawing applications, web pages or other line-of-business applications) including non-ODMA compliant applications. Upon selecting the print option, the user simply chooses OnBase as the printer. The user is presented with the OnBase import dialogue and enters the necessary index values. Documents are stored in OnBase as multi-page TIFF images; and once the files are in the system, users benefit from all the functionality resident in OnBase, including several search and retrieval methods, notes, redaction, electronic distribution, web presentment and workflow.
The OnBase Print Driver is a simple tool, but one with a vast amount of business
applications. It gives OnBase users the ability to store documents that might not typically be archived and make them available to knowledge workers throughout the enterprise.
Subscription Server
Overview
OnBase Subscription Server empowers companies to harness Internet e-mail within their own enterprise and enables them to effectively manage incoming e-mail. Business
processes can then rally around web integration, preparing the company to take advantage of the business-to-business Internet revolution. OnBase supports incoming mail and
attachments from MAPI compliant e-mail systems such as Microsoft Exchange. OnBase Subscription Server automatically indexes and stores the emails and attachments as documents in the OnBase system.
OnBase Subscription Server automatically captures email messages and attachments based upon such characteristics as Sender, Recipient, CC, BCC, Subject, Date, Message ID, Return Path, and attachment count. The OnBase Subscription Server automatically indexes and stores the emails and corresponding attachments. The Subscription Server’s Message Log allows real-time monitoring of messages being archived into OnBase. The log shows the number of messages archived, the number of attachments, and the errors encountered during the current run.
Subscription Server integrates seamlessly with OnBase Workflow allowing electronic document routing and the streamlining of business operations. Workflow ensures that documents are routed in a standard, controlled, and prompt manner. When integrated with OnBase Web Server, the benefits of Workflow can be made available to users throughout your company via the Intranet/Internet.
Application
Subscription Server is configured and run from the OnBase Client. It consists of the document type under which the e-mail will be archived, the document type under which any associated attachments will be archived, as well as the criteria or rules the e-mail must meet in order to be included under a particular subscription. Rules for each subscription are setup with a simple point and click screen. You can view the status of incoming mail as it comes in via the Subscription Server Message log. Mail that does not meet the requirements of a rule is placed into a system folder to be identified manually.
In the case of a Human Resources department that chooses to have potential employees submit their cover letters and resumes through the corporate web site, OnBase Subscription Server can be configured to capture all e-mail submissions. The email messages are stored under the "HR Resume E-mail" document type and the attached resumes are stored under the "HR Resumes" document type. Expanding on the capabilities of OnBase even further, all HR Resumes could be configured to enter an OnBase Workflow, which would automatically route the resumes to the appropriate HR personnel for consideration.
Powerful cross-referencing maintains the link between e-mails, attachments, and any future documents generated as part of the recruitment process. Therefore, if an application is completed or an offer letter is extended they can be easily linked to the resume. Once the documents are stored in OnBase, resumes can be stored with descriptive keywords. When future staffing needs arise, the stored resumes can be accessed to find characteristics matching the desired criteria.
Core Features
• Empowers a company to manage Internet e-mail within their own enterprise. • Supports incoming mail and attachments from MAPI compliant e-mail systems. • Automatically captures, indexes, and stores email messages and attachments based
upon such characteristics as Sender, Recipient, CC, BCC, Subject, Date, Message ID, Return Path, and Attachment Count.
• Message Log allows real-time monitoring of messages being archived into OnBase. The log shows the number of messages archived, the number of attachments, and the errors encountered during the current run.
• Integrates with the OnBase Workflow and Web Server, allowing electronic document routing further streamlining business operations.
Immediate Access, Accelerated Tasks
OnBase places paramount importance on the user experience, which it delivers by means of the OnBase Client. All user activity is performed quickly, consistently and securely by means of one thin or thick client interface. The OnBase Client offers several methods of retrieval including Document Type/Keyword Searching, Foldering, Text Searching, and Full-Text Searching. The Custom Query feature allows the creation of custom templates for specific, frequently conducted searches. OnBase¹s award-winning Cross-Referencing feature enables users to double-click on an open document and automatically retrieve any related documents regardless of data type. With the OnBase Application Enabler modules, users can even initiate a cross-reference by double-clicking on a field within a third-party Windows or legacy application.
OnBase allows customers to decide how to display the search results list and what descriptive information to include. Once a document has been retrieved and opened, the OnBase Client provides an array of options for viewing (e.g. forms overlay, thumbnails, zoom), annotating (e.g. revisions, mark-up, redaction, notes, Electronic Signatures), revising and distributing (e.g. e-mail, fax, print) the document.
Much more than a repository for archived documents, OnBase improves the way
organizations perform critical business tasks. One way is by sharing internally generated content among knowledge workers. To this end, OnBase EDM Services provides document management and library services for application documents such as word processed documents and spreadsheets.
Another way OnBase improves an organization¹s operations is by codifying and accelerating processes in which work is accomplished. OnBase Workflow is an extremely powerful, versatile module that routes documents and work according to pre-defined rules or ad-hoc decisions. A completely integrated component of the OnBase system, OnBase Workflow leverages the configuration parameters (user privileges, document types, keywords, etc.) established for the rest of the document management system. As with all of OnBase, OnBase Workflow is entirely point-and-click configurable, giving non-programmers an unprecedented ability to design and deploy sophisticated workflow solutions.
Application Enabler
Overview
OnBase Application Enabler offers a revolutionary approach to image enabling. This module provides a seamless integration between an organization’s core business applications and the OnBase IDM system, all without programming. OnBase Application Enabler improves employee efficiency by allowing users to retrieve supporting documents—including images, application files, and text reports—by simply clicking on a specified field within any Windows-based program such as an ERP, CRM, or other line-of-business application. An additional benefit is that multiple departments can share information regardless of their respective core applications, thus maximizing the organization’s investment in these separate
line-of-business applications.
The integration between other applications and OnBase is done without the time and costs associated with custom programming—traditionally required for interaction between
applications. API’s (Application Programming Interface) are not required for integration, and configuration is a point-and-click process. OnBase Application Enabler removes the need to learn new API’s, to determine compatibility, and to do the programming. A company’s
development or financial resources can be utilized for other projects. Not only is the integration easy to implement, but is virtually transparent to users.
The Application Enabler works by linking data in host form fields, or text in a text screens, to related information in the OnBase database. To retrieve the OnBase document while in the business application, the user simply double clicks on the related application field. The documents found will be listed in a separate window. Double clicking on any document in the list will display the document in its own viewer. Double clicking on the original document can also retrieve pre-defined cross-referenced documents.
A login dialog box appears asking for a user name and password the first time an OnBase document is requested. OnBase uses this information to restrict or allow access to the data stored within the OnBase system. Upon a successful login, the Session Manager will load and execute any pending requests.
Configuration of OnBase Application Enabler is a point and click process. The user makes selections in menu-driven dialog boxes containing information related to OnBase documents. The user selects document types to retrieve from various screens from the business
application. To enable different applications or groups of applications, a choice is made from a list of saved configurations from the Application Enabler’s toolbar.
Application
A company might use the Application Enabler to make their payables process more efficient. Users would open the accounting application in the usual manner and navigate to the host screen that shows the purchase order they want to retrieve. To verify the company was billed correctly for the goods received, the users double click on the purchase order number in the application field screen. The Application Enabler will return the invoice for that purchase order and display it in a separate window. Cross-referencing can be used to check if the company actually received the items in the purchase order. Double clicking on the invoice could even display the corresponding packing slip. Users do not even need to get
accustomed to another application. To the user, it is added functionality in the existing application enabling them to do their job more effectively.
Core Features
• Seamlessly integrates the OnBase document repository to the line-of-business application without programming.
• Retrieves OnBase documents from most text-based (terminal emulation) applications.
• Creates a small footprint.
• Increase productivity by retrieving supporting documentation without leaving the current application.
• Mouse events can be configured to be any combination of mouse clicks and/or Ctrl, Alt and Shift keystrokes.
Archive Server for SAP
TMR/3
®Overview
Effectively managing documents across the enterprise and streamlining business processes requires giving users access to the relevant information when and where they need it.
OnBase Archive Server for SAPTM R/3® provides a seamless archival and retrieval integration between SAP R/3 software and the OnBase IDM system. By making any R/3 document available from any R/3 user’s desktop, OnBase Archive Server for SAP R/3 overcomes the time-consuming and labor intensive process of delivering, copying and filing.
OnBase Archive Server for SAP R/3, integrated with the SAP ArchiveLink™ Interface for Archive Systems, is a 32-bit multi-threaded, multi-tasking application designed to run on a Microsoft NT Workstation or Server providing a communication layer between SAP R/3 and the OnBase Integrated Document Management System. Hyland Software is certified with SAP as a complementary software partner.
SAP ArchiveLink is a component of the SAP R/3 software to link optical archives and document management systems with SAP R/3 software solutions. It is a cross-application interface providing R/3 business applications with archive functionality. The interface is based technically on the SAP RFC (Remote Function Call) and supports the following functions:
• Archiving and displaying of scanned documents • Forward–looking Workflow Management
• Archiving, display and retrieval of SAP print lists, outgoing documents, and archiving data
Fully Integrated with R/3
Supporting SAP R/3 3.1 and 4.0, OnBase archives objects supplied by R/3 (e.g., print lists, outgoing documents, archive data) using a single OnBase document type and a document ID supplied by R/3 for the index. As a reference to the respective archive object, the OnBase Archive Server for SAP R/3 in turn transfers a unique document ID to the R/3 software application that is maintained with all the other attributes in R/3. ArchiveLink manages the entire communication with the archive system, thus eliminating the need for costly custom programming.
OnBase Archive Server for SAP R/3 resides as a back-end document repository, storing and supplying information upon request from R/3. Residing on a server where OnBase resides, the OnBase Archive Server for SAP R/3 acts as a broker between the two applications handling all requests from SAP ArchiveLink. Additionally, SAP R/3 and OnBase users can be utilizing both solutions simultaneously across the enterprise gaining maximum effectiveness from these knowledge repositories.
Since SAP is the controlling application, all documents and information enter through SAP. From the SAP interface, SAP users archive and retrieve documents from the SAP R/3 software. Other workstations and business applications can still utilize the document management functionality offered with OnBase.
If a user submits a request to view a document, the request is sent from the SAP R/3
software application to the ArchiveLink that handles the request. The information command is served to the OnBase Archive Server for SAP R/3 that retrieves the information from OnBase by utilizing the document ID unique to each document stored in OnBase. The requested information is then returned to the SAP user for viewing and other functionality offered with R/3 applications.
The opposite holds true for archiving documents. When a SAP user archives a document, the ArchiveLink handles the request and passes the command information to the OnBase
Archive Server for SAP R/3. OnBase will store the document in the OnBase repository by the unique document ID and make it available for future retrieval by SAP users.
Application
In a typical customer scenario, OnBase can be archiving selected documents generated by SAP R/3 and, at the same time, be managing and providing retrieval access to other documents such as faxes, emails, and application documents. Customers of SAP may even desire to use other OnBase modules, such as Document Imaging and COLD, for situations where the volume of invoices or reports are better stored in OnBase in batch mode. As the SAP solution is customized to meet a customers business requirement, ad-hoc OnBase retrieval or processing buttons can be placed within the SAP R/3 workstation
screens providing a more deliberate way of accessing the documents related to specific data.
EDM Services
Overview
OnBase EDM Services provides Electronic Document Management capabilities for the storage and management of word processing documents, spreadsheets, presentations, forms, and images. Document revisions are also managed within this module. Documents generated by ODMA-compliant applications are stored directly into the OnBase system. Features include ad-hoc document storage, revision control, commenting, and check in/check out.
ODMA is an acronym for Open Document Management API. It is an industry standard interface between desktop applications and document management systems that allows users to store, retrieve, save multiple revisions and share documents. One of the benefits of ODMA is that document management services are more readily available to users in a seamless manner. These services appear to be a natural extension of the desktop applications that are familiar to users.
Most popular desktop productivity programs, such as Microsoft Office and Lotus SmartSuite, comply with the ODMA standard. ODMA provides OnBase with a consistent interface to the third party applications. EDM Services allow users, working within ODMA-compliant
applications, to use the application’s own File/Save As command to save an open document directly into the OnBase System.
Application
User interaction occurs either from within OnBase or from within an ODMA-compliant application. User options include:
• Open or create a document from within the user’s file system and save it within OnBase. The <Save As> function is used from the File menu of the third party application to store the document. The ODMA Logon screen appears and enables the document to be saved either to OnBase or the file system. Once the document is saved in OnBase, it can be retrieved from either the standard client application or through ODMA.
• Open a document through the OnBase Client; make changes to the document, and save it back into OnBase as a revision.
• Open a document through the OnBase Client; make changes to it, and save it back into OnBase as new document.
• Retrieve a document from OnBase and save it back into user’s file system.
Documents that were previously created in third party applications can be imported and maintained in OnBase. To import documents from a file system, select File Import. The file name, document type, and the appropriate keyword fields are selected and are entered in the Import Document dialog box. To streamline the indexing process, Autofill Keyword Sets can be utilized to further streamline the indexing process.
A user can import a group of documents, to store into OnBase, by dragging multiple
documents onto the OnBase desktop. For example, highlight multiple files through Microsoft Explorer and drag them to the OnBase desktop. When the documents are released on the OnBase desktop, an import dialog box will appear with the first file displayed and ready to be indexed.
OnBase EDM Services allows authorized users to make and save modifications to stored documents. When an application document is retrieved within OnBase, the user is able to use the functionality resident in the native application to make modifications to the document. The user is given the option of storing the document as new or revised. OnBase numbers each revision and the user can enter a description of the changes made, enabling
subsequent users to easily pinpoint the exact version desired. Right-click functionality, within a Document Search Results Retrieval List, displays the options for Revision and Rendition information.
Once a document is stored within OnBase, it can be quickly and intuitively accessed either through the OnBase Client or through the appropriate ODMA-compliant application using the standard File/Open command. Once a document is retrieved, users can conduct a text search, print, e-mail, and/or fax the document directly from the desktop. The document can also be routed via OnBase Workflow and be made available over the web via OnBase Web Server.
Check In/Check Out protects a document from simultaneous revisions. When a user retrieves an application document from the OnBase system, the document is automatically “checked out.” While checked out, other users are only able to retrieve and route a “read-only” version of the document. Once the original user has closed the document, it will be “checked in” and available for further modification by other authorized users.
Sharing stored documents is ideal with OnBase EDM Services. When several individuals within a company contribute to a proposal, EDM Services facilitates their process. If a salesperson initially writes the proposal but needs input from others on the finer points, the initial document is created and imported into OnBase using EDM Services. It can then be retrieved and revised by anyone who has modification rights for that document. The product manager reviews the proposal for content, retrieving the document based on keywords that were assigned when the document was stored (date, sales person, potential customer, product manager, etc.). The product manager can then make changes and save the
document as a revision of the original. Comments may also be attached to the document for subsequent users. Others can update the document and all changes will be tracked within OnBase. The system keeps track of who has documents “checked out” and displays this information for other OnBase users.
Core Features
• Create, edit or save documents within ODMA-compliant applications. • Integration with third party applications.
• Revision control; successive revisions are tracked and the changes are summarized with each revision.
• Check In/Check Out; when a user has a document “checked out” no one else can make changes to the document until it is checked in.
• Extensive security and assignment of user rights. Users or user groups are assigned rights enabling them to retrieve, create and/or modify documents.
• Detailed audit trail; a detailed audit trail of when and who made changes to documents.
Electronic Signatures
Overview
OnBase Electronic Signatures attaches password-protected electronic signatures to documents with a date/time stamp to prevent fraudulent signing or document tampering, as well maintain an electronic document organization.
Application
Utilizing technology based upon Silanis’ ApproveIt signature technology, electronic signing is the electronic equivalent of using pen to paper with the intent of taking responsibility for the contents of a document. When a document is electronically signed, OnBase Electronic Signatures creates a set of approval related information on the document, thereby creating a bond between the act of signing and the document’s contents. This signature contains data such as time and date of signing, the signer’s signature image (included as physical proof that the electronic act of signing took place), the document’s digital signature and digital certificate.
To utilize an electronic signature, an individual must first capture his signature image using a scanner or digitizer device. Upon creating a signature for a user, a password is also assigned to that user’s signature so only that person can apply his or her signature to a document maintaining system integrity.
Core Features
• Streamline business processes without reengineering. • Increase productivity and quality time.
• Maintain security and control.
• Reduce paper and copy requirements. • Increase your competitive advantage. • Ensure legal and regulatory requirements.
Full-Text Indexing
Overview
The OnBase Full-Text Indexing module provides advanced searches for words or phrases that exist within documents stored in OnBase. This powerful research tool is integrated with the OnBase security model, thus enabling access to full-text catalogs to only those users with sufficient privileges.
Searches are conducted for words or phrases that may exist in COLD documents or text renditions of image documents (OCR’d images) as well as certain third party application documents, such as Microsoft Word and Adobe PDF. When documents are processed into the OnBase system, they are sent to the Microsoft Index Server, which performs the full-text function and stores the full-text renditions of these documents in Index Server Catalogs. The Microsoft Index Server Catalogs are repositories that can be configured to store full-text information, usually grouped by a common theme. Even though the full-text renditions of documents are in the Index Server Catalogs, users search for words or phrases from the
OnBase client interface. These searches are significantly faster than regular text searches and allow users to quickly find the occurrence of a particular word within a vast set of documents.
The integration of OnBase and Microsoft Index Server revolves around the correlation between OnBase document types and Index Server catalogs. During the configuration process, document types are assigned to a catalog. This means that anytime a document of that type enters the system, OnBase will automatically create a full-text rendition of the document and store it in the catalog.
Application
A user begins with the Document Retrieval Dialog in the client program. Catalogs are stored in the document type group retrieval section. When a user selects a catalog, the document types associated with that catalog will appear. A user can either search through all document types in a catalog, or can select which document types they wish to search. If applicable to the document types selected, users can also enter keywords to narrow down their search. Users will then enter the word or phrase they wish to find. At this stage, users have a multitude of option available to them:
• Perform a standard search for a word.
• Perform a “Near” search. This will find two words in close proximity to each other. • Perform a search with one of the following operators: AND, OR, NOT.
• Perform a search that will find forms of a particular word. For example, search for forms of the word “see” would bring back the words “see”, “seeing”, “seen”, and “saw”.
• Perform a free text search for a phrase that automatically uses the “OR” operator and the “Forms of” function.
• Perform a wildcard search using an asterisk (*). For example, searching for “wa*” would return hits such as “water”, “waiver”, “wanted”, etc.
The set of documents that matched the full-text search string criteria are returned to the user. The user can then view the hits when they open the document and can easily “hot key” to all occurrences within the document. If the user wishes to see the original document, they can view all other renditions (image, text, Word, etc.) of the document.
During an employee recruiting process, a company can receive a multitude of resumes. If the company is looking for a specific skill set, they need the ability to search all resumes for
that skill set. With OnBase, the company would scan the resumes and import them using the OnBase Document Imaging module. They would then perform OCR on the resumes and send the text rendition to the full- text repository. They could also store any resumes sent via e-mail that are still in their native format (e.g. Microsoft Word).
Once in the full-text repository, a user searches for words and phrases related to the desired skill set. For example, if the company needs a chemical engineer, they would look for that phrase within the entire full-text repository. A list of resumes containing that phrase would be returned within seconds. If they needed a chemical engineer living in California, they could perform a search for “chemical engineer” near “California” and get a list of resumes matching that search. The company has essentially reduced the time it takes to look for a specific skill set in a group of resumes from days, to seconds.
Core Features
• Advanced searches with “AND”, “OR”, and “NOT” operators. • Proximity searches with the “NEAR” operator.
• Perform “Forms of” searches. • Wildcard searches.
• Free text searches that automatically uses the “OR” and “Forms of” operators. • Documents can enter the full-text repository regardless of system entry point. • User security at the Catalog level.
• Full-text renditions stored in standard OnBase disk groups. • Automatic full-text performed on revisions of documents.
• Option to have the text rendition displayed instead of full-text rendition.
Workflow
Overview
OnBase Workflow is an electronic document routing system that enables users to process work more efficiently, faster, and more accurately than with traditional paper processing. OnBase Workflow is beneficial whenever successive points of input or action are required in order to complete a task, process, or procedure. From processing applications to approving expense reports to managing remittance processing, workflow streamlines collaboration and accelerates the completion of critical business tasks. Additionally, OnBase Workflow can easily integrate with and provide the backbone to e-commerce solutions as well as be tied to organizations’ core ERP and CRM systems.
With OnBase Workflow, users or integrators define and configure document states, rules, actions, and lifecycles with a comfortable Windows™ interface. Upon configuration, workflow instantly routes documents through the business process as each increment of user or system work is completed within a queue. OnBase Workflow also supports such advanced featuresas alternate routing logic, automatic criteria calculation, rendezvous, simultaneous notification, load balancing, reporting, ad hoc workflow, VB scripting, and API functionality for integration with core legacy or ERP/CRM systems. When integrated with OnBase Web Server, the benefits of OnBase Workflow can be made available via the Internet to users throughout your company, regardless of their location.
Application
Workflow, which is entirely point-and-click configurable, has been designed to allow for quick implementation. Much, if not all, of the programming that is required by traditional workflow systems has been eliminated. Workflow configuration consists of two central windows: the Tree Configuration window and the GUI Configuration window.
The intuitive design of the Tree Configuration window provides a workflow designer with the tools to define the work (system, user, or timer) to be accomplished at each queue and define the rules and actions that determine how documents will be routed. Simple right-click mouse functions and easy to understand configuration windows give non-programmers an
unprecedented ability to design and deploy sophisticated workflow solutions.
The GUI Configuration window allows the designer to determine how the actual flow of a life cycle will appear and how documents will be transitioned through the life cycle. Through the use of a configuration toolbar and grid map, workflow life cycles are designed within minutes. Upon the creation of the life cycle queues, the graphic layout and the transitions, a basic workflow has easily been established.
Once the workflow layout and transitions have been defined, the designer completes the life cycle queue attributes by returning to the Tree Configuration window. The designer can choose from a large pre-defined list of rules and actions, or custom define rules or actions, utilizing VB scripting, through a robust set of exits provided in OnBase Workflow.
Users enter workflow by selecting the workflow button on the OnBase Client toolbar or by selecting the menu option ‘Workflow Inbox’. In a normal user environment, the user will see only the queues to which he or she is assigned. The administrator can elect to hide or show a disabled icon for those queues to which a user does not have access.
In order for a document to enter a workflow process, its document type must be associated with a specific life cycle. A document type can be configured to enter a lifecycle at a specific queue and automatically initiate workflow. Documents are brought into a workflow life cycle in all of the same ways documents can currently enter OnBase – COLD, DIP, Imaging, etc. Selecting a document from the OnBase Document Retrieval window and selecting the ‘Execute Workflow’ option will manually start a workflow life cycle. OnBase can also initiate workflow from electronic forms, Internet forms, and e-mail messages.
Once in Workflow, users see a list of documents that are waiting in their respective queue. A task bar displays the user options for that queue. The user, upon selecting a document, can ‘Begin User Work’, select a task to perform from the task bar, or route the document to another user or queue. The ‘Begin User Work’ option prompts some type of user interaction, such as a question for the user to answer or series of tasks that the user should perform. When the user completes all user work and tasks, the document continues through workflow and the user proceeds to the next document. When a document is at the end of a lifecycle, there are options for eliminating, archiving, or sinking the document.
