Demo of Hyland OnBase Approval Manager

If you’re managing complex approval hierarchies inside spreadsheets or other cumbersome applications, Hyland’s OnBase Approval Manager can simplify and automate even the most complex processes. OnBase Approval Manager allows you to add and manage approvals in any workflow with a simple user interface, including approval levels, roles, and notifications.

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Hello and welcome to another demonstration video offered by RPI Consultants. My name is Alex Lindsey, I’m a senior solution architect and today I’ll be demonstrating OnBase Approval Manager.

So a few things to note before I kind of jump into how it’s set up and what you can do and what some of the benefits are. It is a separately licensed product, it is meant to integrate directly into your OnBase workflow solutions. It is solution agnostic, meaning it doesn’t have to be for one specific solution, you can use Approval Manager for your approval needs across HR solutions, accounts payable, requisitions, contracts, anything you can really think of. So for however big your footprint is for OnBase, Approval Manager is a great tool to allow you to do that.

Some of the key benefits that I’ll call out early on so they make a little bit more sense in the video is that for one, you may have approval process built out already within your OnBase solution workflow, but with this, this condenses what you may have is multiple, multiple queues, with lots of logic and things like that built out already. This condenses it, with Approval Manager condenses it down to one single queue that manages all of your approvals.

The other big benefit is that with Approval Manager sees and things like that, particularly in AP invoice approvals, which we’re going to demonstrate here today is that the management and the update of that hierarchy and that matrix can be very cumbersome, and very taxing sometimes on an OnBase administrator, who may have to handle that for the entire company, which may be very large. So what Approval Manager does is it actually gives business owners access to the matrix to modify it from unity client.

So if we’re jumping in real quick, the first place we’d start if we were setting this up and once it’s been installed, is in the OnBase Studio. This is where we’re basically going to define just a few things here when we set up this actual approval process. So from an actual workflow, you can add a new queue, and you now have this approval queue essentially, so when you assign your ad hoc user tasks, your actions associated with that. And then once you’ve done that, you can hop up here to your approval processes. Again, this can be used across different solutions, we’ve got one set up for contract approval and we also have one for AP invoice approval. I’ll just walk through some of quick configs here.

First off, you define your document types, your AP non PO invoices in this instance and then you define your user groups. This part is actually very important. This is defining who of the business owners that are going to be managing the actual updates to the maintenance of the actual matrix and the hierarchy, so who get assigned to what. This is a great benefit, you don’t see this in a lot of other solutions, so it’s important to assign the right people to manage that approval matrix on a go forward basis.

From there you have your approval users, who’s actually going to be using the tasks from the Approval Manager. And then your keyword types. So we can’t assign anything to anyone unless we have some kind of context around that. So in an invoice approval process, you know we’ve basically pulled in a lot of keywords that we can define where invoices go, to who, based on maybe even a GL account if you’re doing line level approvals. For our example, it’s something as simp