Capture Data at the Source with OnBase Unity Forms

Capturing data for internal requests or transcribing data from one system to another can create costly delays and unnecessary errors. Reduce costs, save time, and shorten business process cycles by utilizing OnBase Unity Forms inside and outside of the OnBase client. In this webinar, Senior Consultant Derreck Mayer and Senior Solution Architect Pitts walk you through how Unity Forms can impact your business. See how to deploy a new form, provide it to your users, and process it into OnBase Workflow. Also find out how easy it is to integrate with your system of record for information lookups, data validation, and upload.

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Transcript

Pitts:
Welcome to Webinar Wednesdays in our summer webinar series here at RPI, and thank you for joining the OnBase Unity Forms webinar. This webinar today is part of the summer webinar series here at RPI. We have one more ISTS webinar OnBase Approval Manager, coming up here at 3:00. Kind of as a side note, the Lawson Summer Sizzler Webinars are ongoing at the moment as well. You can get more information about that at rpic.com/lawson-webinars. To take a look at our webinars for next month, please visit our website at rpic.com/webinars as well.

My name is Pitts. I’m a senior solutions architect here at RPI. I have a little over six years of experience with Perceptive Content, specifically around the clinical healthcare products and solutions, and I love my dog Tofu.

Derreck:
And I’m Derreck Mayer, a senior consultant here at RPI. I’ve been working with ECM products for a little over the last eight years, specializing in accounts payable back office solutions as well as higher education, and an emphasis on client training. In my free time, I do a lot of podcasting.

Today we’re going to be talking about OnBase Unity Forms. We’ll kick things off with a bit about us, RPI Consultants, before we move on to an overview of Unity Forms. Then we’ll move on to a demonstration of Unity Forms in action from a user end level before we move on to our administration side of things, so Unity Forms, how to use the components, that sort of thing. Pitts will finish us off with some use cases in different sector solutions, and then we’ll open things up to questions.

Who are we? RPI Consultants. RPI Consultants is a consultant firm that has three locations here in the United States, Baltimore, Tampa, and Kansas City, Missouri, which is where Pitts and I are. We have over 80 full-time consultants, project managers, and technical architects. We specialize in installations, upgrades, managed services, technical support, on demand support, and managed services. We do this across a wide range of products, specifically the Perceptive software suite, the OnBase by Hyland suite, Brainware, Kofax KTA, and Infor.

Pitts:
Perfect. OnBase Unity Forms, what is it? Unity Forms is the evolution of electronic forms within the OnBase platform. This is not to be confused with OnBase’s e-forms, which is a more robust product, more server side. Unity forms was created kind of with the end user in mind. The idea is that the focus is on simplifying the creation and speeding up the implementation of these forms.

Users with limited technical experience can create these forms, and then those technical users are able to do them much faster now because we removed the need for a lot of the development that takes place with forms typically. The creators they would be using the integrated point and click designer, so this is the Unity Forms designer that lives within the Unity client. This is very much a drag and drop functionality. You can drag some familiar components into the form without the need for any coding. There’s also dynamic forms and validation. All of these forms can be published either internally or externally and then they can be viewed on all sorts of devices to give you that consistent look and feel. This is also mobile ready.

Technical requirements here, and this is really more for your information. The designer itself runs on Unity client, so the technical requirements here are really just around Unity client. There are special cases for those who are web only and don’t actually use the Unity client. If you are one of those customers, we encourage you to reach out to Hyland for more of a special use case scenario for getting Unity forms in place.

Licensing. Unity Forms it does require a license. It is typically a free license, assuming you do own Workflow and E-Form. Again I mentioned that the designer itself is done inside of the Unity client, so you’ll need access to that with your licensing, and then if you do want to publish this externally, so sending links to users outside the organization, you’ll need a web server and then, but that shouldn’t require an additional license at all.

User licenses are consumed when the form is submitted and processed, but not as the form is opened and being filled out. Once we do publish this deck, you’ll see the link here, it will kind of walk you through more of the licensing requirements as far as what Hyland provides us.

Derreck:
Awesome, okay, so next up we have a video demonstration of Unity Forms in action from a user level. This is a human resources process. We’re going to see a user submit a claims form from a workplace accident, and then their supervisor will review and perform their portion of those tasks, so let’s go ahead and watch that.

This demonstration video will walk through an end user experience with OnBase Unity Forms by Hyland. Specifically, the scenario here will show an employee filling out an injury report form that is then reviewed and then updated by a supervisor.

We begin by logging into the Unity client. After OnBase loads, we are shown the home page for the user. From the home page, we have three options, with the one on the far left being the accident, illness and injury reporting form. As noted earlier, we are walking through an on the job injury scenario, so I’ll select the accident, illness, and injury reporting form option. This launches a separate window, titled Create a New Form, with the injury form loaded.

As you can see the form is auto populated with various user info