Automate Business Processes in OnBase Workflow

Organizations that rely on inefficient business processes suffer from lost productivity, not to mention inflexibility. OnBase Workflow intelligently incorporates important documents and content into the flow of your business so it is always directed to the right place and available at the right time.

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Pitts P.:
Welcome to Webinar Wednesdays here at RPI. Thank you for joining our OnBase Workflow webinar. Just a few housekeeping items before we get started, this webinar will be recorded and posted online on our website after it’s finished. The slide deck will be sent out to all those who have joined the call, and that will also be available online. As we go through the webinar, if you have questions, please enter them through the go-to chat interface. We have a moderator standing by. They’ll interrupt us for questions or we’ll wait till the end to kind of ask them all at the same time.

This is part of our Webinar Wednesdays, so this is our last webinar for today. The next set of webinars will be in August, August first. We’ll be going over our best practices for testing, so I’ll be doing that one with Sean here, and then after that, at 1:00, we’ll have the Brainware for Transcripts webinar, and I think Derreck should be heading that one off.

As I mentioned, my name is Pitts. I’m a senior solutions architect here at RPI. I’ve been working with the Perceptive Content suite for about six years now, primarily within the clinical healthcare space, so I know a lot about the healthcare solutions and products that are around the Perceptive solutions, and I love my dog, Tofu.

Derreck Mayer:
And I am Derreck, a senior consultant here at RPI. I’ve been working with Perceptive Content and other ECM products for a little over eight years now, with an emphasis on accounts payable, back office, higher education, and client site training. In my free time, I do a lot of podcasting.

A bit about what we are going to be going over today, we’re going to start with a bit about who we are, RPI Consultants as an organization. Then, we’ll move onto an overview of OnBase Workflow, the product, what it is, and what it’s meant for. We’ll dive into a demonstration video of OnBase Workflow. It’s a two-part demo. The first part, which is the majority of the demo, focuses on the administrative side of things, so creating a basic life cycle, and then it ends with a short user demo. Then, we’ll dive into the administration side of things. We’ll talk about primary features and components in a little more detail, and then we’ll finish things off with some available resources for you and some considerations to make, as well as opening things up for questions, which Pitts mentioned earlier.

A bit about who we are, RPI Consultants consists of over 80 consultants, project managers and technical architects, throughout the United States. We have three primary locations. There’s Baltimore, Tampa, and then Kansas City, Missouri, which is where we are here today. We cover a wide range of available services, including design and implementation of solutions, support, ad hoc support agreements, advanced support, and we have experts in upgrades and transitioning from different product suites.

Pitts P.:
Perfect. All right, OnBase Workflow. OnBase Workflow is an automation engine that you can tie into OnBase that allows you to present those appropriate items to users, or even automate parts of your workflow where appropriate. Like all ECMs, Workflow’s a core product within OnBase. It’s considered typically the first add-on for your OnBase solution.
Just a quick note before we get too deep into this, OnBase Workflow is a very complex topic. It’s very broad. It can do a whole lot of things. This webinar is going to serve as just an introduction to the topic. We have further webinars planned, and of course, if you have any ideas or anything that you’d like us to expand on, definitely let us know.

The idea with OnBase Workflow is that it helps improve and standardize your business processes. The idea is that those existing processes that you have, typically they’re paper based, we want to digitize those, put them into OnBase, so then, we can drive those across the organization in a standardized manner. Another point with the Workflow is that it helps introduce automation when it’s appropriate. With the Workflow, we could use scripts or use different rules that we’ve built to kind of automate this process and remove a lot of those routine tasks.

Some use cases with OnBase Workflow’s AR solutions, AP solutions. We could route invoices back and forth to those specific approvers that are needed, or even within the human resource space for hiring or employee reviews. We can create an employee packet, items like resumes, cover letters. Those can all be routed together as users dictate whether or not we want to hire this employee or not, and then once that decision has been made, we can even route those through into an onboarding process and even enrollment for benefits. OnBase Workflow, it’s a pretty powerful tool.

What we have here is just kind of a high level review of what OnBase Workflow can do for you. At the very left, the immediate entry, this is something that OnBase calls an initial queue. This is kind of where everything starts. As items are captured into the Workflow, we could do any translation or manipulation that we would need to on the existing documents as they come through, before we actually route them forward into kind of the next step here, which is an automated evaluation.

At this point, we build our rules. We evaluate the document, the metadata and route them to the appropriate users as we will need to. Once those users get those documents, the third step, the Assisted Decisions part, here is where we represent the documents or the items to the users so that they could make those decisions kind of determine where they need to go next. We can do that through a series of tasks or maybe just a simple user intervention that’s needed here, but ultimately, the outcome that we’re looking for is to archive these documents within the Workflow. That’s kind of what’s illustrated all the way at the far left over there. Whatever action that was taken, we could archive those into whatever they need to go. We can set index keys so that you can find them later, so in the event that an invoice is rejected, we can store those in a specific area as opposed to all the ones that were approved.

It’s the main core feature with OnBase Workflow. At the very, very top, it starts with life cycles. Life cycles are what OnBase considers a holistic approach to the workflow, so this has everything from queues to rules to actions. You would typically have a life cycle for, let’s say an HR onboarding process. Everything that’s related to onboarding will be rolled up into the onboarding life cycle, and then if you wanted to spend additional workflows up like an HR benefits workflow, that would be its own life cycle and such.

We mentioned routing documents through the Workflow. You can route documents, WorkView data objects, even folders through the Workflow, so any of those items are eligible for routing themselves. Again, the idea is to improve and standardize that process so that this could be rolled out enterprise-wide and then we could use those predefined actions or not to kind of dictate where things need to go.

Then, the final note here is life cycles. We like to group those life cycles together because within the OnBase product, it allows you to see those real time document and process statuses based on the life cycles. We’re also be able to kind of report based on the life cycle as well, so that kind of helps you determine what needs to be its own life cycle versus just a couple of queues within existing life cycles.

All right. Of course, those of you who are already are on OnBase will be familiar with some of these terms but a lot of our user base and a lot of organizations out there are still using Perceptive Content or ImageNow and you’re interested in moving over to OnBase by Hyland, and there are some terminology differences. You’ve heard a few terms today like life cycle. Life cycle is a … Basically, it’s a workflow process inside of ImageNow. Instead of my workflow queue, it’s just queue. That one’s pretty simple. When dealing specifically with AP solutions, i.e., super queue in ImageNow is an approval queue inside of OnBase Workflow. This is an automated queue that is created using the users that are going to be part of that approval process, so this is specific to an AP process.

Instead of routes, this is kind of a big one, instead of routes in it that you have in ImageNow, they’re called transitions here in OnBase Workflow. That’s kind of a big one. Routing rules in ImageNow are used for a variety of things. You can use it to move documents around, get them out of workflow, change custom properties, that sort of thing. This is broken up into multiple features and components inside of OnBase Workflow, specifically rules, actions, and timers. These, you’ll get to see all of this in action in our demo that’s coming up here shortly, at least the rules and actions, you will.

Tasks are ad hoc tasks. Those are pretty straightforward. Then, finally for the advanced automation, ImageNow uses iScript. That’s the proprietary script from Perceptive Content. OnBase Workflow uses Unity Script, which is their scripting program for advanced customization and automation.

All right, so then we have some software and hardware requirements. As far as these software and hardware requirements are concerned, this is all going to be handled by other OnBase products, so workflow life cycles are created and managed inside of OnBase Studio, so you will need OnBase Studio for anyone who’s going to be administering an OnBase Workflow, so whatever the software requirements are for that, the hardware requ