Webinar: OnBase Forms Solutions

OnBase by Hyland offers a number of Forms Automation solutions, including Unity Forms, Image Forms, and HTML Forms. Learn the difference between each and determine which forms best meet your needs.

Download PDF

Cailen Myers:
Hello, everyone. Thank you for joining the OnBase Form Solution webinar. I just want to start with a few housekeeping items before we get started. All our webinars are recorded and are made available on our website. All lines will be muted because we are recording this.

So, if you have any questions, please post them in the GoToWebinar question panel and I will definitely get to those at the end of the webinar for you. So today, we’re going to talk a little bit about some form options available in OnBase Unity Forms, Image Forms and the HTML forms.

We currently have a 2020 OnBase webinar series. We started in the beginning of the year. So, we have a couple upcoming webinars left, one for OnBase in the HR environment and then OnBase case studies and success stories. So, if you’ve not already done, so please sign up for any of the upcoming webinars.

Or of course, you are welcome to watch any of the webinars we’ve already done for the year at our website. If you’d like to see any additional webinars, please feel free to reach out to us and let us know and we’d be happy to set those up. And just a little bit about myself.

So, if you have not been following our webinar series, my name is Cailen Myers, I am a senior consultant for RPI. I have over 10 years’ experience with OnBase designing, implementing, supporting, upgrading, you name it, I think I pretty much have done it.

I do specialize in healthcare. And then, also the integrations with EMR and ERP systems. I do have quite a few OnBase and EPIC certifications. And on a more personal note, I am a mom to three Siberian huskies, one of them being a puppy, so she takes up a lot of my time and energy.

But when I do have extra time left, I do enjoy baking and scrapbooking. So, I think that’s enough about me. Let’s go ahead and get started. So today, like I discussed, I would like to talk about our HTML Forms, Unity Forms, Image Forms, and then we’ll just have a little bit of an overview and open it up for any questions that you may have.

I would like you to know that all our webinars are not produced nor endorsed by Hyland. This information that we’re sharing today is current as of April of 2020. And then, the advice and the content contained within the webinars is for educational purposes and based solely on the experience of the RPI consultants.

So, let’s go ahead and get started talking about HTML E-Forms. So, in order to use the HTML E-Forms in OnBase, you would need an E-Forms license. You would have to create the HTML forms externally outside of OnBase. Of course, you would need some type of OnBase client to access these forms.

And then, in the configuration rates, you would need the HTML Forms product rights. The E-Form module gives users the ability to complete and submit HTML based E-Forms into OnBase, I’m sorry, into the OnBase document repository. When the form is submitted, OnBase automatically indexes the document by pulling keyword values from the E-Form keyword fields.

Because these documents are created OnBase, E-Forms of course will help reduce the paper usage associated with scanning and importing the paper-based forms. So, there are really four steps to creating an E-Form. Of course, it takes a little while to two.

But when creating an E-Form, you would create the HTML form again with an external editor. Then from the clients, you would import the HTML form into the SYS HTML Forms document type. So, you would need access to that document type.

Then you create a new document type or you can use an existing document type that has a default file format of electronic form. And then, the last step is to configure the form as an E-Form for the document type. Just a couple limitations when configuring the E-Forms.

To ensure proper encoding, map all keywords associated with an E-Forms document type on the E-Form template. These mappings can be head and keywords if you do not want all of them all the keywords to display on E-Form. If the HTML form is a Unicode, HTML form ensure that the form is imported with an HTML file type.

And then, specific currency data type should not be used on documents of the type E-Form or virtual E-Form. This data type is not supported on either of those document types. So, when referring to creating the HTML form outside of OnBase, there are many different programs you can use to create these, notepad, an HTML editor, Microsoft Expression Web, any of those will work to go ahead and create the E-Forms or HTML forms.

E-Form templates contain input fields that are mapped to document keyword types and other system values. E-Forms can also contain information that is not mapped to keywords or stored in the database. The information is stored with the form and is available for viewing but is not available to be searched on the documents.

Just a couple of limitations when configuring your E-Forms. So, when mapping fields in a form that contain either keyword data or non-keyword data, the name attribute must be used in order to store the data. If you have more than one field with the same name property, the first instance will overwrite the value in any subsequent instances.

And then, the E-Form document will continue to use the HTML template revision that was used when the E-Form was created. Information entered into properly configured form fields is saved as keyword values or system values on the E-Form.

And then, the method of identifying keyword types and values in the HTML form depends on the HTML editor. So, a little bit about the HTML forms and the template for these forms. So, before beginning, any of the form field mapping, the form must be created first.

Regardless of whether you use a text or HTML editor, all information on the HTML E-Form must be contained within form tags. The form tags must include, so the form method equal post. So, go ahead and take a look at that on the screen for the E-Form to submit correctly in OnBase.

If these tags are not included, the E-Form submit button acts as a reset button instead of submitting button. So, we definitely don’t want the form to reset, we would want it to be able to be submitted into the database. And I just have an example on the screen here of the correct form tags to use when creating an E-Form.

Form fields such as text boxes, checkboxes, radio buttons, multiple select boxes, those can all be mapped to keyword types. And there’s two ways to map the form fields to those keyword types. So, you can map the form field to a keyword type number, or you can map the form field to keyword type name.

In most cases, I would recommend using the keyword type number. And that’s mainly because in OnBase, you can always rename a keyword type name, but the number will always stay the same. So, for consistency and for having less maintenance to do on an HTML form, I would definitely recommend using the keyword type number.

And then, mapping to a keyword type name is really only recommended if the form must be imported into multiple databases. Because then of course, the other databases may not recognize that keyword type number. So, what we’re talking about when we say keyword type number is this format here.

We would have the OBKey_KeywordNumber_#. So, I have a display here on the screen of where you would see that keyword number. So, for example, I have check date highlighted. And in the top right-hand corner you’ll see the keyword number of 114.

So, the OBKey in the format is the keyword value that is mapped which must start with the document management system code. So, the OBKey is really the document management code. You’ll notice that OBKey is followed by two underscore characters which I know it’s hard to tell on the screen when you’re using a key word number.

The keyword number is assigned to the keyword type when the keyword type is created. So again, the keyword number would be that 114 that I’m showing there on the screen. And then, the number is the occurrence of the keyword on the form.

So, for example, the first use of the customer name or the first use of check dates would be mapped to 114_1. And then, if you were going to use that value again, you would use the OBKey_checkdates_2.

So, the number at the end would increment every time you’re going to use that instance. And then, the keyword type. So, if you’re going to use a keyword type name on your form, the format would be the OBKey. So again, for the document management system code, _keyword_type_name_#.

So, any codes use to map keywords, including keyword name itself are not case sensitive. When you’re using the currency keyword type, the E-Form formats currency according to the user locale. So, unless the format for the currency has been applied, the keyword type during has been applied to the keyword during the configuration.

So, just keep in mind again the different formats if you’re using the keyword number or the keyword type. And then, the nice thing about HTML forms is you are able to use the tween signatures on your E-Forms. You can add these HTML forms to reading groups in document knowledge transfer.

You can add them to Workview. And you can also use them when doing custom queries. So, instead of just having the normal OnBase window for your custom query, you could actually use your HTML form or your E-Form that you created to display the criteria for your custom query.

Next, I would like to talk about the OnBase Unity Forms. So, many customers use OnBase Unity Forms in conjunction with OnBase Workflow to implement paperless business processes. Some Unity Forms I’ve seen used in the past would actually be some expense reports, vacation request, purchase requisitions.

There‚Äôre many different case scenarios, I’ve seen them in HR for onboarding. The possibilities are endless pretty much if you have a paper form and you’re able to convert it electronically, Unity Form is a good option. So, for Unity Forms, you would need a Unity client license.

And then, the browsers that are supported for these forms are listed here. So, you do have your normal IE 11, Edge, Chrome, Firefox and Safari. Again, I have wrote down the steps to configuring Unity Form. Of course, it takes a little bit time to create, but all you need to do is create the document type associate