Simplify Workflows with Microsoft Outlook Integration for 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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Welcome to webinar Wednesday’s here at RPI, and thank you for joining the OnBase integration for Microsoft outlook webinar. My name is Pitts. We do this webinars on the very first Wednesdays of every month, and today’s webinars include our OnBase integration for outlook webinar, which is what you’re in right now.

Later today we have our Kofax products overview at one. We’ll be talking about Kapow, which is Kofax’s robotic process automation tool at two. Then Chris and Shawn will be going over your upgrade planning later on at three.

The webinars scheduled for next month in June include our very own Lawson COM Object, and then our AP Agility for Kofax KTA, as well as the approval manager solution for OnBase. Just as a reminder, June is our summer webinar series for the Lawson practice as well, so feel free to register for those at

As I said, my name is Pitts. I’ve been working in this Perceptive Content space for about six years now. I have extensive experience in the clinical healthcare space, so a lot of the products and solutions around hospitals, I do a lot of that work. I also have a tiny little Pomeranian named Tofu that I love.

I’m Derreck Mayer, one of the senior consultants here at RPI. I’ve been working with ECM products, including Perceptive Content, back for the last eight years with a focus on accounts payable back office, as well as higher education with an emphasis on client/user administrative training. In my free time I do a lot of podcasting, so you should get your dog on the show.

Here’s our agenda for today. We’re gonna talk a little bit about who we are as an organization at RPI consultants, and we’ll be going over an overview of the integration for Microsoft outlook product for OnBase, as well as the architecture and licensing for it. There’ll be a demonstration video for some use cases for that product, and then we’ll go over the features in more detail before wrapping things up and opening it up to questions for everyone.

All right, so who we are, RPI Consultants. RPI Consultants currently has over 80 employees across the country with three main headquarters in Baltimore, Tampa, and Kansas City, Missouri, which is where we are. Our team consists of consultants, project managers, and technical architects. We focus on various areas including experience in installations and upgrades, architecture and strategy solutions, manage services, and we focus on basically these product line: OnBase by Hyland, Brainware by Hyland, Perceptive Content, Kofax, and we design solutions to implement and so forth.

All right. So the integration for Microsoft Outlook. This solution connects email to the business processes inside of OnBase. The idea is that we’re able to integrate with OnBase directly from Microsoft Outlook, so the users are just pointing towards inside of their Outlook program.

At a high level, what is integration for Outlook? It’s really just a plugin for Microsoft Outlook that allows us to integrate directly into OnBase. Once this plugin is installed, you’ll notice an OnBase ribbon at the very top of your Outlook. This allows you to capture emails, their attachments into OnBase directly. Allows you to automate those work flows as you capture those documents in and even allows you to access the repository and the work flow contents directly from Outlook. A lot of these buttons pull up a smaller version of the Unity client for the same look and feel so your OnBase user’s will have that similar experience as they go through this work flow.

Like I said, it’s a very lightweight solution. It’s typically installed with a very small MSI. The idea is that if the client machine can run Outlook, it should be no more work to install that plugin and run the plugin on top of Outlook.

So we’ll take a quick look at the architecture for how integration for Microsoft Outlook fits in for your OnBase solution. So the MSI plugin is installed on your user work stations. This is done at each computer level, and can communicate either directly with the OnBase application server, or with your OnBase web server depending on the architecture for your organization.

As its shown here, the desktop then communicates with one of those two servers. The web server, of course communicating back to the app server, and then the app server communicating to your document storage and database servers. This is just, like Pitt said, a very lightweight MSI plugin. It’s quick and easy to install and it integrates directly into Microsoft Outlook for users that are leveraging that on a regular basis.

The way it’s licensed has changed relatively recent. Back in October of 2017, the licensing changed. Prior to October, the licensing was done on an Outlook version basis, so you had a license a for example, Microsoft Outlook 2003, and that was a license for that, and if you upgraded to 2007, that would require a different license. This is no longer the case, integration for Microsoft Outlook is now licensed for Outlook in general, so when you upgrade to a newer version of Outlook you can keep your license. This will be very important moving forward with OnBase. This chart here shows the road map for OnBase 18 and 19 which are not released yet. 17 currently supports Outlook 2007, 10, 13, and 16. OnBase 18 will be dropping support for 2007, and then 19 will drop support for 2010, but like I said, you can now keep your license with you through those different versions of Microsoft Outlook.

Before we go into the features themselves in more detail, we’re going to take a look at demonstration video that walks through a human resources process, and again this is very similar to other processes you might use like invoice approvals as well. Let’s take a look.

Video Speaker:
In this demonstration video, we’re going to look at several key features of integrations for Microsoft Outlook from Hyland, including importing and retrieving documents, adding documents to and retrieving documents from work flow, generating new documents, and finally attaching documents to an email and sending them externally. Let’s begin.
We begin with Microsoft Outlook opened to our inbox. We have an email job application from Sam Hastings. We’re going to bring this email and it’s attachment into OnBase for a human resources review. To do this, we’ll leverage integration for 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, you’re notified by a pop up.

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 drop down. Then I’ll select HR cover letter from the list. This updates the keywords and date range search fields. I’ll enter Sam Hasting’s name in the name field and then 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 begin. Back at the Outlook with the OnBase tab selected. From here, I’ll click the work flow button. The goal is to review the applicant 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, 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. This displays three different documents. We can double click on these to view them, but since we’re the ones that capture and already reviewed these documents, I believe we’re ready to make a decision.

I am going to hire Sam Hastings by clicking the hire button. I’ll enter the appropriate salary and click okay. Then I’ll enter the HR generalist name, which is Cindy Smith in this example. Then I’ll click okay again.

This launches the offer letter. I can review this letter to ensure everything is in order. As you can see, today’s date, the applicants name, and starting salary, were entered automatically for me. Once I’m happy with the letter, I can click the accept button. Finally I need to enter the employee ID for Sam.

Once that is entered I can