ISSI Document Management, Workflow Automation and RPA Blog

12 Ways to Enhance Your OnBase Implementation

Thursday, November 3, 2022

When your organization implements OnBase document management software, your important business content is centralized in one secure location, resulting in reduced operating costs, improved customer service and minimized risks associated with audits, litigation and disasters.

So, how can you enhance your OnBase implementation to ensure a smooth transition to a digital transformation of your content and automating your workflows? Here are 12 ways to improve the implementation process:

1. Core Report Improvements

Give your organization immediate visibility into system and business health by optimizing reporting in the following ways:

  • Correct problem reports
  • Create cross-references for core report navigation

Cross reference to show earlier reports

  • Configure text search of core reports
  • Create process to subscribe to reports for email delivery
  • Group core reports
  • Improve core report search screens
  • Build out file cabinets

2. Search Improvements

Go beyond the basics of searching off of document types and keywords with the following search improvements:

  • Improve search by account number
  • Redesign core report search screens
  • Review search result columns to eliminate duplicates

3. Document Keyword Improvements

Keywords are used in every OnBase instance and are essential for efficient document management and retrieval. To improve your use of keywords, you should:

  • Rebuild account and client level keyword sets
  • Build process to allow instant import to new accounts
  • Configure Sageworks import
  • Deploy account-level information form

Document Keywords

Some common document keyword issues include:

  • The description keyword is being overwritten when saving account documents
  • When saving account documents, users cannot confirm that the account number is correct
  • Duplicate documents when importing
  • Duplicate documents in search results

In order to resolve these issues, we recommend reconfiguring client and account document keywords to eliminate duplicates. This will ensure that account information will populate when importing the documents and existing data will be preserved.

4. Document Type Improvements

Things to keep in mind to improve document types are:

  • Clean up duplicate and renamed Document Types
  • Remove unused Document Types
  • Group Report Document Types by function

5. User Groups

To enhance your user groups, we recommend grouping them by:

  • Workflow approvals
  • Document review
  • Homepage layout

6. Custom Queries

Custom queries are another form of retrieval in OnBase offering users a simplified interface for obtaining documents using pre-defined searches. For simplified account searching, search page will manage leading zeros. You can also search core reports by name.

A more intuitive core report consists of:

  • QueryReport group
  • Report name
  • Report code and date range

7. Departmental Workflows

By utlizing departmental workflows, organizations can significantly decrease document processing time, increase staff productivity and improve input, storage and retrieval accuracy through a flexible user interface. Department-specific workflows for approvals and reminders offer:

  • Electronic checklists with automated updates
  • Automated notifications when thresholds are crossed, or workload exceeds a selected level

8. Workflow Analytics

Work in OnBase workflow queues can be balanced across users. Additionally, utilize workflow analytics for:

  • Workflow status reporting including charts and alerts
  • Adding status flags to documents to indicate process stage

9. Document Capture Automation

Hyland’s OnBase document management and workflow automation software is designed to eliminate data entry and streamline processes. Enhance your OnBase document capture automation by:

  • Indexing of documents: this can can be automated based on form layout and OCR data
  • Using barcodes and patch codes to separate and identify documents
  • Extracting data from forms for use in other applications

10. Robotic Process Automation (RPA)

Reduce the burden of repetitive, simple tasks on employees by automating repetitive actions on the desktop with RPA. Some examples include:

  • Retrieving documents from the cloud and storing locally
  • Copying text from spreadsheets into legacy systems
  • Working with web-based applications that you don’t own

11. Application Enabler

Application Enabler integrates OnBase with other critical business applications. For an enhanced OnBase implementation, keep in mind:

  • Application Enabler can be used for document retrieval and for document import
  • Live retrieval to show related documents or document counts, such as a live retrieval of documents related to the information on a line of business screen

12.OnBase Workview

Lastly, don’t forget about unlocking Hyland’s application building capability with WorkView. With the implementation help of ISSI, the WorkView platform:

  • Stores information in customized data structures
  • Is tightly integrated with the document store
  • Uses low-code development for rapid deployment
  • Uses data for document creation and reporting
  • Replaces obsolete data platforms

Enhance your OnBase Implementation with the Right Partner

As a top partner and value-adding reseller of Hyland, ISSI can help you implement OnBase to reduce operating costs, improve cash flow, survive audits, litigation and disasters.

With ISSI’s expertise, you can maximize OnBase capabilities by having your information under control and having total visibility into the status of processes, documents and information. Contact a document management expert today to learn more.

Learn more about Hyland OnBase


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