OnBase WorkFlow -

Key Technology for Driving Process

Efficiency

James Leneschmidt, CTO

OnBase Workflow Investment

• You have already made the investment

• Examples of functionality that can be leveraged to drive efficiencies – Pending

– Prompting the user once

– Notifications

– DocPop / FolderPop

– eForms which empower the Business User

– Keeping logs with eForms

– Augment your line of business application

– LoginFormProc

• Leverage it across the enterprise – Human Resources

– Finance

– Marketing

– Help Desk

– Issue Tracking

Pend Functionality

• Case eForm is routed in workflow

• Case eForm is “Pended” until time has lapsed or until a new related document comes in

• After above, eForm is routed to the ‘New Mail’ queue. The related document is marked as unread (using a keyword in the auto-name string.)

• Example

Don’t Input Repeated Values

• The “Doc – Is First or Last Document” workflow rule is useful when executing a task on multiple documents.

• Prompt the user to enter a value only once per execution instead of once per document.

• Use only if the value being entered will be on all documents.

• Example

Use Notifications

• Casual users of OnBase Workflow get

notifications with a link to the OnBase

document to take them into Workflow to

work the document

• No need for them to monitor a queue

• Keep them in their mail client

• Very little training

• Example

DocPop and FolderPop

• DocPop to Document

• WorkflowPop to Document in Workflow

• FolderPop for a more holistic view of client

• Use in combination with Notifications

• FolderPop Example

Empower the Business User

• Create eForms, which Workflow rules and

actions use, to allow business users to affect

how documents are routed and work is

assigned.

• Scenario: Issue with specific vendor

Keeping logs with eForms

• Use eForms to creating simple data tracing

application

• Leverage OnBase’s ability to export a list of

documents to an Excel file to create a report

for further manipulation within Excel – i.e.

pivot tables, etc.

• Example

Augmenting Your LOB Application

• Leverage Application Enabler to quickly configure DocPop/ WorkflowPop and FolderPop to “image enable” your LOB without programing

• Augment it if it does not offer a way to handle your organization’s processes

• Use OnBase Workflow along with your LOB to fill gaps

• Scenario – HR Review Process

HR Review Example

HR Review Example Continued

HR Review Example Continued

Workflow Examples

• Travel Approval

• HR Reviews

• Invoice Approval

• Budget

• eForm for notes as case is being passed

along for collaboration

• Conference queue with projector

Questions