Demo of Integration for Microsoft Outlook for Hyland OnBase

Microsoft Outlook integration for OnBase allows users to capture and import emails and attachments directly from Outlook. Once captured and indexed, OnBase links emails and supporting documents to existing account information and automatically adds them to critical business processes and workflows.

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This demonstration video, we’re going to look at several key features of integration for Microsoft Outlook from Hyland, including importing and retrieving documents, adding documents to and retrieving documents from workflow, generating new documents and finally, attaching documents to an email and sending them externally. Let’s begin.

We begin with Microsoft Outlook open to our inbox. We have an emailed job application from Sam Hastings. We’re going to bring this Email and its’ attachment into Onbase for human resources review. To do this, we’ll leverage integration from Microsoft Outlook’s automated indexing feature, which has been configured on the resume’s development folder. I’ll simply select Sam’s email and drag and drop it into the development folder. The Onbase thin client will now capture and automatically index this email, along with the attachment. Once this process is complete, we are notified by a popup.

The next step in this process is to retrieve the document from Onbase. To do this, I’ll access the Onbase tab in Microsoft Outlook and click on the retrieval button. Once the client loads, I’ll select Human Resources from the document types and groups dropdown. Then, I’ll select HR cover letter from the list. This updates the keywords and date range search fields. I’ll enter Sam Hastings name in the name field and click ‘find’ to perform the search.

The one cover letter from the imported email is returned. I’ll double-click that document to open. This opens the document, which is essentially the Email body.

By clicking the cross-reference button, I can display other documents for Sam, specifically the resume. I can double-click on the resume and view that document. Clicking the keywords button will display all important keys for this document, like name, applicant ID, Email and so forth.

Next, we’re going to look at the workflow features in integration for Microsoft Outlook. We being back at the Outlook client, with the Onbase tab selected. From here, I’ll click the ‘workflow’ button. The goal is to review the applicant’s resume and determine if we want to approve or reject their application for the position.

To do this, I’ll scroll down to the HR applicant ‘hire or reject’ life cycle. This shows us Sam’s resume. In the real world, we’d likely see multiple resumes here. But for the purposes of this demo, we’re going to focus just on Sam’s.

With the resume selected, we can see if there are any documents related to this application by selecting the ‘related items’ tab, next to the ‘life cycles’ tab.