Webinar: Manage Approvals with 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, everyone and welcome to another Webinar Wednesday with RPI consultants. This is the final webinar from the ISTS team, and today we are going to be talking about how to simplify workloads with Onbase approval manager.

A few house keeping things to start with. First and foremost, this is going to be recorded and posted on YouTube at a later date. The slide deck will be sent out, as well, for your reference. And that will include the product demo in that as well. If you have any questions, we have a moderator standing by, so please put that in the Go-To-Webinar question section. And lastly, if you have any other recommendations or ideas or topics that you’d like to talk about as part of any kind of ECM or solutions base, please let us know.

And then the final item here, our Lawson Summer Webinar series, the Summer Sizzler if you will, is going on right now, and if you’d like to join a few of those that are left throughout this week follow this link here. And since this is our last one today, we’ll just highlight the ones that we have coming up next month. We’ve got AP Agility for Kofax KTA, which is a fantastic product. RPI’s Email Capture Service, which is also great. And then OnBase Workflow Solutions. We’ll provide a link to those at the end of this webinar for you guys to register for those.

A little bit about myself. I’m Alex Lindsey, I’m a senior solutions architect. I’m with RPI Consultants. I’ve been working in the ECM workflow, OCR space for over six years now. I specialize in accounts payable integrations a lot, and help to automate our clients.

A few things on the agenda. First and foremost, we’re gonna talk about our favorite thing, which is ourselves, RPI Consultants. We’re gonna jump into OnBase Approval Manager, what it is. We have a short video, as well, to highlight how you would change a few things in it, how you configure it and what it looks like as an end-user, using OnBase. And we’ll close that with some considerations and use cases, and then open it up for Q&A.

So a little bit about RPI Consultants. We are a professional services organization, we have 80 full-time consultants, project managers, technical architects, with offices spread across Tampa, Baltimore, and Kansas City, Missouri, where we are located. If you’re working with someone from the Imaging Strategy team, we’re probably here. We offer a lot of different services around that, anything from as simple as scripting a process to full solution re-designs. If you are a customer that has a new product, or a customer that has an existing product but are just overwhelmed and need something like managed services, we’re happy to work with you there. And we are partners with all of these software [companies] here. Perceptive, OnBase, both owned by Hyland at this point. Brainware, Kofax, as well as Infor, also.

So jumping right in, OnBase Approval Manager, what is it? It is a separately licensed product, offered by OnBase that integrates directly into your OnBase workflow. Think of it in a way where you have workflow in your OnBase studio, you get this separately licensed product, Approval Manager, Workflow Approval Manager, they like to call it, and you integrate it into your workflow processes in the designer. One of the big features of this, if you’re familiar with OnBase, you may have built out approval processes before that may have been very queue intensive. You had a lot of cumbersome logic to build out, maybe some automations, some scripting. Basically, it ultimately leads to many, many queues, so one of the big benefits of this and I’ll harp on this quite a bit, is that you get one workflow queue with the approval manager. No matter which workflow solution you’re working in, you can just automate your approvals and get your approval solution in there in just one specific queue.

It also provides business user administration. What that basically means is, if you’re the OnBase administrator who owns this product, you may not know what needs to change in an approval hierarchy. A lot of that knowledge exists with the department heads, and the business administrators, the people that are out there doing the approvals and heading up those staff. Basically, with the Workflow Approval Manager, it pushes that responsibility out to the clients, through the Unity client, for them to update and maintain that hierarchy or that approval matrix, which is a sigh of relief to a lot of administrators out there.

The other big thing is that it is solution agnostic. Meaning that, we of course talk about invoices a lot here, but this approval manager tool is meant to be used across any of your solutions. No matter how big your footprint is within OnBase or how many workflow solutions you have, you can plug in approval manager and have an approval process set up for something as complex as line-level approvals, all the way down to something where I just need Tom in procurement to approve and look at something.

How does it work? And we’ll get into that a little bit more, but ultimately, the structure and the way things are built out when you’re building your hierarchy, for instance, is that you set your paths. And within those paths, you can have multiple paths, by the way. Within those paths, you set multiple levels. And within those levels, you basically can assign multiple users. It’s a nice way to define where documents within OnBase workflow should go. And then basically assigning keywords or doc types or even Unity form fields, to basically decide where documents need to go, and at what level, and which user.

This is a screenshot of just basically a very simple invoice approval matrix, that’s been built out within Workflow Approval Manager. You can see here, you define the path. Within that path, you define certain levels, like amount, for instance. And from there, you assign specific users. One of the nice features in this, as well, is that you have a lot of options when you assign users. It’s not necessarily an “all or one” type of thing. You have the flexibility to say, “Okay, more than one.” If you assign it to two or three people, you have the option to say, “Okay, only one person can approve it, and that will move it on.” Or you can require that all of the people assigned approve it before it moves on in the solution.

In terms of notifications and things like that, it’s very similar to what you would see within OnBase. It uses that Hot Tasks to assign tasks out to users for their approval, no matter what the document is. It’s also highly integrated with Outlook. As you can see in the screenshot behind me here, you can approve or reject or send to an exception queue from your Outlook integration.

Without further ado, we’ll just jump into this video real quickly. This should give you a nice highlight of what the product looks like, how you would change a few things and how you would move a document forward in workflow through your approvals.

Alex (Demo):

Hello and welcome to another demonstration video authored 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 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 that it doesn’t have to be for one specific solution, you can use it for major, for your approval needs across HR solutions, accounts payable, requisitions, contracts, anything you can really think of. And so, no matter how big your footprint is for OnBase, approval manager is a great tool that allows you to do that.

Some of the key benefits I’ll call out early on so they make a little bit more sense in the video, is that for one, you may have an approval process built out already within your OnBase solution workflow, but with this, this condenses what you may have as multiple, multiple queues, 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 when approval manager sees a thing like that, particularly in AP invoice approvals, which we’re gonna 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 the 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 the Unity client.

So we’re jumping in real quick. The first place we start when we’re setting this up and it’s been installed, is in the OnBase studio. This is where we’re basically