Part 1: Comparing Perceptive Content (ImageNow) and OnBase

Perceptive Content (formerly known as ImageNow) and OnBase by Hyland are both powerful and industry leading enterprise content management platforms. Though they share many similarities, there are some differences betweens terminology and features. In this webinar, we help translate the main terms and features between these two platforms to help clients that are considering a migration.

Transcript

John Marney:
Hello and welcome once again to RPI Consultants Webinar Wednesday Series. My name is John Marney, and this is Sydney Isle. Today, our topic is comparing OnBase and Perceptive Content. This is part one of a two-part series, as we delved into the content for this presentation, we realized that there is just a lot of meat in here, so we decided to split it up into two parts. Part two will be next month in our Wednesday webinar series and we’ll be talking about at the end of this presentation a little bit about what will go into that.

First, before we get started, just a few housekeeping items. Anyone who’s joined us for these before, these will be very familiar. First, this webinar will be recorded and shared on our YouTube channel and on our blog here within a few days after we wrap up here. Of course, the slide deck will be sent out to all attendees, so don’t feel like you have to take any screenshots for the content of the presentation.

We, of course, have a person standing by to field any questions, so if you want to ask them throughout the presentation, feel free to use the little question box inside of the GoTo Webinar application to submit questions and they may ask them during the presentation or wait until the end. We also have a series of Lawson webinars going on this week, so if you would like to, getting information around Lawson, there’s a couple presentations around version 11. You can go to RPIC.com/webinars and see what they have for the rest of the week.

And finally, we’d like to put out a call for if there’s any topic or presentation that you’d like to see, any software or solution, please let us know, reach out to us and let us know something that you’d like to see more information on. We’re happy to put together a webinar just like this to present information to you and get it out there. Let’s get started. Our agenda today, first we’re going to tell you a little bit about us, about RPI Consultants, and then we’re going to jump into the meat.

Today’s topics for the comparing of terms, features, and functionality, we’re going to cover capture, indexing, the document viewer, and some of the Workflow capabilities for both systems. We’ll touch a little bit on some integration points and then at the end, we’ll cover a few considerations and then open it up for questions. Again, part two of this webinar is going to be in January, and then in February, we’re going to cover a topic of considerations for a migration from Perceptive to OnBase. That’s our upcoming schedule. Let’s get going.

Sydney Isle:
Okay. As John said, we’re going to start by telling you a little bit about RPI Consultants, who we are and what we do. For those of you who maybe haven’t heard about us before RPI’s been providing ERP and ECM solutions and support for over 18 years. We have about 80 full-time consultants, project managers, and technical architects, and we have offices in Baltimore, Tampa, and Kansas City. Some of the services we provide, technical installations, upgrades, support, solution and technical architecture, business process analysis and design, business process and solution enhancements, custom development and of course, platform migrations such as from Perceptive to OnBase.

Like John mentioned at the top, I’m Sydney Isle. I am the senior solution architect and OnBase practice lead here at RPI. I’ve been working with OnBase for about six years, both system administrator and Workflow administrator certified and I have supported enterprise content strategies and solutions for some of the largest companies in the US.

John Marney:
And of course I’m John Marney, the manager of solution delivery here with our imaging team at RPI Consultants. I’ve got seven to eight years of ECM and OCR design implementation experience. That’s across multiple platforms, the Perceptive products, Brainware and Kofax products as well. The majority of my background is in the healthcare and financial space, if you’re a hospital using an AP solution in Perceptive there’s a really good chance that I’ve looked at your solution before.

Let’s jump into the meat and potatoes of our presentation, the terms, and features of both systems. Let’s start with just a little bit of common ground. Obviously, these are both powerful electronic content management, our ECM platforms. The term that’s being used more commonly now is content services instead of EMC, but both have a wide array of capabilities. Both offer many capture sources or solutions from scanning, email, fax. Both support a variety of document formats. That could be your standard tip images, PDF’s, word documents, or HDML files. Really anything that can display on a computer can display on these platforms.

Both are very strong in their ability to automate your business processes and create a Workflow or electronic Workflow around your business. And of course, both are very strong in their ability to integrate with external applications, whether that’s your financial system, your ERP, or your HRIS, your student information system. We can extract and insert data into any external application.

Sydney Isle:
Let’s talk a little bit first about the clients because of course, that’s what end users are going to see first. On the Perceptive content side, you’ve got thick clients, whereas on the OnBase base we do also have a thick client. It is less used now than it has been in the past, removing in favor of unity client, which is more of a hybrid between a thick and a thin client.

John Marney:
On the thin client side for Perceptive, many Perceptive users will be familiar with WebNow, which is the longtime java based web application. More recently, but maybe less commonly used, you have Perceptive Experience and RPI’s Yoga. Both are HTML 5 so support a wider array of browsers.

Sydney Isle:
OnBase we do actually have a web client, which can be configured both for HTML or ActiveX depending on how you want to install it. We also have what we loving like to call our fourth client, which is our Outlook integration, which permits about pretty much all the functions and features of OnBase to be accessed just directly from the Outlook interface.

John Marney:
Let’s talk about capture. Single and batch scanning are both commonly used to capture documents into both systems. Both systems have the similar concept of QA and linking to quality assure your documents and assign them index keys. In Perceptive you would typically see scanning implemented alongside a rescan utility, Kofax VRS or more recently the Fujitsu PaperStream product to help clean up your images.

Sydney Isle:
On the OnBase side we do, of course, provide single and batch scanning, however, your image QA enhancements and re-index are all native inside the OnBase platform under the production document imaging module.

John Marney:
Both systems provide the ability for users to capture documents directly off their desktop or to use a virtual printer, in Perception, we would call it the ImageNow Printer.

Sydney Isle:
On the OnBase side we call it the Virtual Print Driver, so creative, I know.

John Marney:
Virtually identical capture capabilities. On the back on for some automated capture you also have some similar capabilities. On the Perceptive side, you’d be familiar with Import Agent, which captures documents directly out of a network file share. That’s generally configured the same configuration files, some QE, but you index those documents based off the file name or an index file.

Sydney Isle:
On the OnBase side you do have almost exactly the same functionality in our Document Import Processor. The big difference here is while on Perceptive side you need to edit a lot of config files in order to set up an import agent on the OnBase side that’s all configurable inside the configuration module.

John Marney:
Both systems have a concept of being able to pull in documents from an email inbox. Our Perceptive, the email or mail agent as it use to be called allows for that. You can configure it for various mail server types, multiple inboxes, attachments versus the email body and things like that.

Sydney Isle:
You have the same functionality available in OnBase’s mailbox importer, from multiple mail types, multiple inboxes, configure both messages and attachments in native file formats. We also do have fax integration on the OnBase side we like to integrate with, directly with your fax client if you have RightFax or OpenText or some other fax client of that nature.

John Marney:
If you’re a Perceptive client importing faxes you may, unfortunately, be familiar with Fax Agent, which integrates directly into a hardware fax port, so a slight difference there.

Sydney Isle:
Slight.

John Marney:
On our document indexing we actually hit our