Thinking About Upgrading to OnBase Foundations?

OnBase Foundation is Hyland’s new product versioning of OnBase. Join Cailen Myers, Senior OnBase Consultant for RPI Consultants, as we discuss features, fixes and security patches of OnBase Foundation, including the differences between EP and LTV, and other recent versions.

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Transcript

John Marney:

Hi, everyone. This is John Marney, manager on the Content and Process Automation practice here at RPI Consultants. Thanks for joining us today. Our webinar presentation is going to be presented by Cailen Myers, our Senior Consultant and our lead over our OnBase side of our practice. Today, we’re going to be talking about everything that you need to know about upgrading to OnBase 19. Oops, I mean, OnBase Foundation. This kicked off a series of OnBase focus webinars that we’re doing every two weeks for the next two months or so, all hosted primarily by Cailen. We do also have a lot of OnBase-focused content in our webinar backlog or our repository, which you can find on our website at rpic.com/webinars. A couple of housekeeping items before we can get this kicked off.

If you want to submit any questions to Cailen, please do so through the GoToWebinar questions panel. You just type it in and hit submit, and we will answer those questions during or after the webinar. The slide deck and a recording of the presentation will be made available to you. Please don’t feel like you have to take screenshots or take a recording. We will get that to you. Finally, we’re always looking for additional content that we can prepare for you. If there’s anything that you would like to see or know more about, please feel free to reach out to us or you can submit it to that questions panel. Without further ado, Cailen will take it away. Thank you for joining us.

Cailen Myers:

Hello, everyone. Thank you again for joining us and thank you, John, for the introduction. Like John mentioned, I am going to be presenting on everything you need to know about the OnBase upgrade to Foundations. Let’s just jump on in. As John mentioned, we are going to have a series of OnBase webinars in 2020. I have them all listed here on the screen. Hopefully you guys can definitely join us for some of these webinars or watch the recordings of them after they are already presented. A little bit about me. My name is Cailen Meyers. As John mentioned, I’m one of the Senior OnBase Consultants. I have been supporting OnBase for over 10 years, designing, implementing, upgrading. Anything OnBase, you name it, I’ve done it.

I do specialize in healthcare and integrations with your EMR and ERP systems and [have] quite a few OnBase certifications, system admin, Advancements Admin, Workflow Admin, Advanced Workflow Admin, and Support Engineer. Then I also have a few Epic certifications as well. I am a mom to three Siberian Huskies. I love baking and I like to do scrapbooking in my free time. Just a little bit about me. It seems like you guys will probably hear this voice quite a few times throughout the next couple of months, so at least you know who you’re talking to here. Our agenda today. I want to go over a little bit about OnBase Foundations, any new and improved features and functionality (sometimes called specifications and support information), implementation considerations, and then we’ll do a summary and answer any questions.

Also, like John mentioned, if you have questions, feel free to put them in the chat window as well and I can look at those during this presentation as well. Okay, let’s jump in. About OnBase Foundation, OnBase Foundation is Hyland’s new product version name. Just a couple of things about the foundation at a high level. As I mentioned, it’s their new product versioning strategy. It is their most feature-rich client. It is more stable. It is more secure. They have added many improvements for users and admins. They have also added a new video feature, which allows streaming and uploading of videos. There will be more frequent updates and enhancements to this new versioning strategy, but that in the long run should make the upgrades a lot easier for everyone.

If you’ve looked at the new versioning, I just kind of wanted to go over how the release format looks. One of the samples I’m using is version 19.8.5.1000. Their release format is in year, month, patch level and build number. In the example I provided, 19 would be the year the software was released in a two-digit format. The number eight is the month the software was released. If that’s LTR or EPs, it does not matter. The number five in this example is the patch level of the software incremented by the number one for each new public release. Then the thousand at the end of the example is a build number for the software. Typically, they’ll be using one thousand for any public releases.

I find this a little bit confusing because it’s called Foundation, but yet it still does have a version number of 19 on it. Just wanted to kind of go over what their versioning means and how to read it. In the last slide, I mentioned EPs and LTR. What do all these different terms mean? EPs are enhancement packs. They will have a series of releases that lead up to an LTR. The EPs will have bug fixes from previous releases, incremental enhancements, and new features. Our EPs will not get any back-ported security fixes though. Then you can expect to see anywhere from three to four of these EP releases per year. LTR, what does that mean? That is Hyland’s long-term release. It is similar to the current versioning. Like I said, OnBase 16, 17, 18, same thing.

It will have corrections for critical security fixes, task force issues, and critical bug fixes. You can expect one of these releases per year. EP versus LTR, what are some considerations? There are critical bug fixes and security vulnerability fixes introduced and most recently releases of EPs or LTRs, and they will be back-ported to actively supportive LTRs only. That is very important to note that some of the EPs may not get these new releases. Some feature and enhancements. They will not be back-ported into any previous releases of LTRs or EPs. Support eligibility. Hyland will support the last two LTRs for their system. Anything prior to that, they will no longer support. Then some things to consider with the database.

There are potential situations where the database changes may be made when upgrading your EP or your LTRs. I know in the past Hyland has always tried to make sure that they did not do any database schema changes with a release. However, that may not be the case moving forward. Okay. I’m sorry. I just keep stopping in between slides to make sure there’s no questions coming in. Some new and improved features and functionality. Here’s a quick list of some of the improved features, modules, interfaces, things that you would probably want to know about. With OnBase folders and file cabinets. Within the web client, they’ve now added an option to right click, select send to, and create a FolderPop link.

The FolderPop link will automatically generate an email with the FolderPop link using your default email system. Also, in the web client, you can now set the folder date when manually creating a new folder. Then in the web client and the unity client, the folder tab locations are now respected. You will be able to see those in the client where before they were only respected in the thick client. In the unity client, this one has quite a few changes and enhancements made. On your documents if you’re doing any revisions in the unity client and the previous unity client versions, there is a revision number column. That has been removed from the retrieval list moving forward. Now the number of the revisions will show at the start of the document type name in the space brackets.

This is just going to be a little bit of a user difference if people are used to seeing the revision in its own column. Now it’s going to be at the start of the document. It’s also important to note that the revision number will not impact sorting the document type name column, so it will still sort alphabetically or however you’re sorting it. That revision number will not impact that sort. Another nice feature they’ve added is a repeat note mode. What this means is you can place multiple notes or annotation of the same type on multiple pages within OnBase when this repeat note mode is enabled. You can switch between page and page and page and the same note will be applied to those pages.

This will just reduce the number of clicks for your users instead of having to select add a note and what note type you want to add. For the XML documents, users are now able to select a style sheet used for the current XML document. You can choose a style sheet dropdown in the info banner of the document viewer to select what style sheet you want to use. Then some new options that they’ve added in the unity client. This first one for whatever reason I’m pretty excited about is you’re now able to disable the continuous scrolling. What this means is if you have a 10-page document in OnBase and you’re on page one and you’re scrolling through to get to the bottom of page one, but by accident you ended up on page three, you can now disable that feature.

All you’re doing is scrolling from the top of page one to the bottom of page one. In order to get to a different page, you would have to double click to move to your next page or hit the arrow button. I think this is a really nice feature because I know I’ve done it many times where I’ve hit or where I’ve been scrolling and I ended up on a wrong page just because I was trying to get to the bottom of a page and didn’t realize I already moved on to the next one. Then the last option that they’ve added is generate CSV file. This option is now available from the full-text search hit-list results. Some information about the web server. They have finally added the increased awareness of locked documents and processes.

What this means is you now get a lock dialogue when you log into lab client, so you can see what documents you have a lock on. There is more flexibility with a document viewer. You can make an image larger by double clicking on it. They’ve made it easier now to switch between your embedded and your viewing window. The size and location of the keyword dialogue is now saved for users. When you are adding, modifying, re-indexing, that dialogue will now save in the same location on the screen for the users every time. Then there is integrated Office viewer. Now the web client is integrated with the Office viewer. You can view, edit and coauthor Office documents without having to have Office installed on that desktop that you’re using the web server on.

I’m sure this will save a lot of people time. If they do not have Office installed, they can still access these documents with the web client. Let’s talk about workflow. Workflow I know is one that’s used pretty widely amongst organizations. There are new expressions within workflow. You are now able to insert variables into an expression test dialogue with a double click. They now support single and multi-line comments within expression text. Then there’s a new expression, which you’ll see on the PowerPoint, the escape regex. That’s automatically escapes all regular expression characters and makes writing literal strings much easier. Display seconds in the queue history. This change is actually retroactive. Now when you’re looking at your workflow history, you can see it down to a second.

This is huge for accurate troubleshooting an