Four Timeless OnBase Best Practices

OnBase Tips & Tricks


Amy Halperin

Read Time: 3 minutes

Four Timeless OnBase Best Practices

Many best practices for OnBase relate to all different portions of the software, including best practices for setting up and maintaining the database, scanning document batches, setting up Workflow and WorkView, and even creating disk groups, users, and user groups.

However, four basic best practices stand out among the rest as simple but effective ways to maximize your system’s reliability and usability, and provide an almost instant return on investment. 

Regardless of your system’s size, configuration, volume, or modules used, KeyMark considers the following OnBase tactics as timeless strategies for success.

  1. Create a comprehensive OnBase training plan for all users.
  2. Document your OnBase system.
  3. Test, test, and test again.
  4. Upgrade your system regularly.

Let’s take a closer look at each.

1. Comprehensive OnBase Administrator Training

A trained administrator can ensure your system is set up optimally and make changes to the system with minimal impact on users. They can also anticipate and plan for future requirements, solve system issues quickly and efficiently, and work closely with KeyMark support when issues arise to solve problems as fast as possible.
OnBase System Administrator training, targeted training for your system, and in-depth training based on your particular licenses may all be available from Hyland or KeyMark directly! Contact your Account Manager for details on both options.

 2. Provide Documentation for your OnBase System

Proper System Documentation ensures that changes won’t cause unexpected problems. Changing a document type name might seem insignificant, but if a name is hard-coded into a script, that simple name change could result in processing and logical loops. Some simple documentation steps can help stop issues in their tracks. Consider the following strategies:
  • Employ consistent naming conventions that make it easier for everyone to understand how the system operates and integrates with other areas of OnBase (or other systems) — keeping your configuration coherent and logical.
  • Enforce date stamping and descriptions of changes documented, including a record of who made the change.
  • Establish an overview of your system and its components to make narrowing down the source of an issue much easier. If the person who designed a particular process is unavailable or has recently left the organization, documentation can explain the purpose and function of changes that might not be apparent.

3. Rigorously Test Changes

Nothing can ruin an OnBase administrator’s day faster than 1,000 documents accidentally routed to the wrong Workflow queue, or worse, deleted! A properly configured test system lets you test every change, every time — ensuring unexpected consequences won’t affect your production data.
Test systems are essentially a “try before you buy” and allow users to learn new processes, modules, and versions before applying them in production. Additionally, issues in production can be more easily addressed if they can be replicated in test. Successfully replicating in test helps prove issues aren’t environmental, and it’s often easier to get requested logs and trial fixes in test as well.
Consider implementing various test systems, including a mirror of production, a sandbox system, and a development system. If there is a specific test module you want to try but don’t have a license for, remember there’s no charge for additional test licenses. Just email KeyMark support and ask!

4. Keep your OnBase system up-to-date

OnBase is constantly innovating, evolving, and providing the latest and greatest solutions to recent and well-known system vulnerabilities. As such, updating your OnBase system is as much a security protocol as it is a way to access improved performance features.
OnBase new releases regularly include changes requested in consumer feedback. For example, the latest OnBase 23.1 introduced over 100 changes requested by customers, including added support for Workflow Property Placeholders to Document Composition Templates; a new app builder module that creates an intuitive and easily understood screen for users to interact with data; the ability to copy multiple ad hoc tasks to another queue; and more. To view the latest improvements to Hyland software, visit the Hyland Community page often.

Wrapping up

We are sure these four straightforward tips will help transform your OnBase system. If there were a fifth and final tip, it’d be encouraging you to lean on your friends at KeyMark for additional support, training, implementation, and professional staffing services that can bolster your dedicated OnBase team. We’re here to help, and happy to hear from you with your important questions or concerns.
Markey, the KeyMark astronaut mascot gesturing the letter "K" in ASL


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