PRODUCTVIEWS

USERPROGRAMS

with Colleen Alber

Design & Implement a DKT Solution

Document Knowledge Transfer(policy and procedure administration)

What’s the problem?

Distribution is unorganized.

Tracking is a challenge.

DKT

Document Knowledge Transfer

Enables organizations to rapidly distribute and easily track

compliance of required reading.

Administrator Document

or

Employees

M

Reporting

DKT

Terminology

Required Reading Document

Reading Group

Approval Group3

1

2

Reading Group Administrator4

Required Reading Document

An OnBase document employees are required to acknowledge.1

Required Reading Document

PoliciesProceduresHandbooks

ManualsInstructions

Required Reading Document

Reading Group

Reading Group privileges override Document Type privileges.

M

File Types

Any file format can be stored in OnBase and utilized with DKT!

This even includes AVI, MPG, MP3, etc!

Publish to DKT

1. Right-click Menu OptionKnowledge Transfer | Add to Reading Group

2. Reading Group ConfigurationAuto Assign Doc Type

3. Workflow ActionDoc - Assign This Document to Reading Group

Document Comment

Comment addedby Reading Group

Administrator!

New in 9.0

PRODUCTVIEW

Considerations: Required Reading Document

• Use a single Document Type Group for Policies

• Use multiple Doc Types for segmented Admin privileges (Users don’t need Doc Type access!)

• Use Image or Text file types to require “Require All Pages Viewed”

• Use EDMS to create document revisions

Reading Group

Employees with shared reading requirements.2

Reading Group

User Group

Users

MReading Group

M

New members are automatically given all required reading!

Acknowledgement Tiers• Acknowledge

• Acknowledge with Password(Require Authentication)

• Acknowledge with Digital Signature(Require Digital Signature)

Reading Group Options• Require All Pages Viewed

• Enable Deadline Date

• Enable Document Expiration

• Allow Documents to be Approved

• Allow Documents to be Rejected

• Delinquency Notifications

Delinquency Notifications

Automated (System) E-mail Notifications:• Send before or after delinquency occurs• Completely configurable

o prior to/days delinquent o notification text

• Send to delinquent User (employee)• Send to Compliance Administrator(s) (manager)• Include display URL (link to document)*• Requires –DKTUPDATE switch *New in 9.3

Delinquency Notifications

*New in 9.3

(Other) E-mail Notifications

Send customized system notifications when documents are approved, added or

rejected via DKT!

Greatly enhanced in 9.0!

Customized Notifications

Document AddedDocument Approved

Document Rejected

New in 9.0

PRODUCTVIEW

Considerations: Reading Group

• Establish Employees as OnBase Users• Manually, Import, Active Directory

• Created in OnBase Configuration

• Admin should be Reading Group member

• Users can belong to multiple Reading Groups

• Rejection optional – can capture rejection reason (standard dialog or E-Form)

Approval Group

Employees that must first approve a document prior to distribution.3

Approval Group

Users

M

Approval Group

M

Option to have “Any” or “All” members approve document.

Approval Tiers• No Approval

• Allow Approval• Any to Approve• All to Approve

• Require Approval• Any to Approve• All to Approve

• Multiple Approval Groups

As soon as one approver rejects a document, it is rejected for the entire Approval Group

and removed from the Document Approval Viewer!

PRODUCTVIEW

Considerations: Approval Group

• Created/assigned in the Client

• One rejection, rejected for everyone

• Can’t capture rejection reason

• Users can belong to multiple Approval Groups

• Complex Approval often requires Workflow

Reading Group Administrator

User that manages a Reading Group and its Approval Group.4

Reading Group Administrator

User Group

Users

MReading Group

M

Reading Group Administrator

Reading Group Administrators are typically NOT OnBase Administrators.

Approval Group

M&

Reading Group Administrator• Manage Reading Group membership

• Add/Remove Users & User Groups• Manage Approval Group membership

• Create Approval Groups• Add /Remove Users

• Add Required Reading documents• Track Required Reading Status

• Document Administration• User Administration

Tracking Solution

DepartmentManager Administrative

View

Tracking Solution• Document Administration

• Remove document• Re-add document• Remove reading requirements• E-mail delinquent

• User Administration

Document User

PRODUCTVIEW

Considerations: Reading Group Administrator

• Only need Client access (no Configuration, HASP)

• Typically departmental manager/supervisor

• Document/User Administration available from OnBase Client only

• Can have multiple Admins with varied privileges

PRODUCTVIEW

Reading Group Admin Privileges

• Document: Add/remove documents• Member: Add/remove reading group members• Approval: Add/remove approval group members• Compliance: View reader compliance• Administrative Assistant: Acknowledge

documents by proxy• Document History records Acknowledgement by

another user.

Other

Active Directory (NT Authentication/LDAP)

• OnBase User Group that matches Active Directory User Group

• User Group added to Reading Group• Reading Groups have to be manually created

• At first auto-login, User created in OnBase User Group

• Assigned required reading documents based on Reading Group membership

Knowledge Transfer Server (-DKTUPDATE)

Add to OnBase Client shortcut:• Sends delinquency notifications• Removes documents that have passed their

expiration date• Re-adds documents whose acknowledgement

has expired• Sends notifications for documents whose

availability date is later than import date

User Options

Only open Reading Group Viewer on startup if there are documents that require acknowledgement!

Web Server StatusView / SharePoint• DKT Portlet / Web Part• Reading Group:

• One or All• Filter items by:

• Overdue, Reference, Viewed, Not Viewed• Consume license at click to open document• Acknowledge directly from document

Compound Reading Groups

What are Compound Reading Groups?

• Compound Reading Group• Parent Reading Group composed of two or more

Child Reading Groups

• Two Types• Explicit: created in Configuration

Designed for multiple use

• Implicit: created dynamically in ClientDesigned for onetime (ad-hoc) use

All Employees Reading Group

Single Reading GroupDistribution Tracking

Send the right documents to

the right employees

Check reading status,

reminders, reporting

All Employees Reading Group

Sales

Operations

HR

Multiple Reading Groups

Approval

No Approval

No Approval

Distribution Tracking

Send the right documents to

the right employees

Check reading status,

reminders, reporting

No Approval

All Employees Reading Group

Sales

Operations

HR

Reading Group AdministratorDistribution Tracking

Send the right documents to

the right employees

Check reading status,

reminders, reporting

Sales

Operations

HR

Distribute: ORG – PoliciesTrack: ORG – Policies

Distribute: DEPT – PoliciesTrack: DEPT – Policies

Distribute: DEPT – PoliciesTrack: DEPT – Policies

Distribute: DEPT – PoliciesTrack: DEPT – Policies

Multiple Reading G

roups

Sales

Operations

HR

Distribute: ORG – PoliciesTrack: ORG – Policies

Distribute: DEPT – PoliciesTrack: DEPT – Policies ORG – Policies

Compound

Reading Groups

Distribute: DEPT – PoliciesTrack: DEPT – Policies ORG – Policies

Distribute: DEPT – PoliciesTrack: DEPT – Policies ORG – Policies

Benefits of Compound Reading Groups• Child Administration

• Administration performed at a more granular level• Distribution

• Add documents once and distribute to all• Tracking

• Multiple compliance administrators that see only assigned users/employees – not all

• View assigned documents for parent and child reading groups

Thank you!Colleen Alber