Hyland OnBase Products
OnBase is an almost infinitely configurable solution. It is suitable for virtually any business needs, across many different industries and business spaces, from manufacturing to healthcare, from law offices to universities, from insurance to government – at all levels!
Obviously, the needs of each industry – of each company – varies, and one of the strengths of OnBase is its ability be adaptive and useful for any company or agency. Nevertheless, there are three aspects of virtually any business or agency that OnBase can make more efficient:
- Processes: The organized, structured and largely predictable paths of documents through a process – whether that process be invoicing through to receiving payment, ordering supplies or equipment through to paying the vendor, onboarding new hires, off boarding exiting employees, or just making sure that all the required information for a document is accurate and entered when it needs to be.
- Accountability and Transparency: Ensuring that Management and Team Members can easily track vital processes so that bottlenecks and slow-downs can be identified and addressed, while providing meaningful metrics which help ensure that existing processes are as efficient and effective as possible.
- Storage: Getting documents and information that currently exist in another software silo – whether that silo be another business application, a file generated in another software such as Office or Adobe, or a document a user has saved from an email – into OnBase easily.
OnBase use cases
With core functionalities out of the way, we wanted to highlight a few OnBase best practices and highlight some products that can benefit three specific but common use cases, including how to develop document paths, provide transparency, and abolish data silos.
The first use case — developing a structured path for documents or WorkView items – is addressed by OnBase Workflow.
OnBase Workflow
OnBase Workflow is one of the most configurable pieces of OnBase. It can now be fully integrated with your scan process to ensure that all documents are correctly indexed and routed. Workflow can be configured to automatically route documents or Workview objects to anyone who needs to approve or otherwise interact with the document or Workview object. Workflow can check that all necessary information is on the item; can automatically add keywords to the document based on configurable rules; and can even interact with external databases to add or verify information.
Workflow can also send out reminders and warnings if documents aren’t addressed in a timely manner, or can wait to send notifications of work that needs to be completed until other required information is present in the system! We can’t think of a single system that doesn’t have a need for Workflow – who doesn’t need to put documents through a specific set of steps on a regular basis? Why do that manually, and risk having documents lost or misplaced in an Inbox, or have an email missed or incorrectly sent to junk, when OnBase can do all the routing – and much of the standardized work – for you?
The second use case — providing accountability and transparency – is addressed by Hyland Reporting Dashboards.
Hyland Reporting Dashboards
The Hyland Reporting Dashboard is a versatile method of showing, in an easily understood graphical format, the processing metrics which are vital to your organization. Whether that means showing how many documents are being processed through a Workflow process in a day; the total Accounts Receivable currently available for collection (and those Accounts Receivable which may need extra attention); a graphical representation of where your customers, vendors or constituents are located; or metrics derived from an external (non-OnBase) database; Hyland Reporting Dashboards are an easily
configurable low- or no-code solution for making sure that your organization has its eye on the most important aspects of your business processes. And, by adding the Reporting Viewer, your organization can make those visual metrics available to not only your internal personnel, but to external stakeholders as well via easy access through the internet!
The final use case – getting documents from another information silo easily into OnBase – is addressed by the Virtual Printer Driver.
Hyland Virtual Printer Driver
The Hyland Virtual Printer Driver is a powerful tool that lets you literally print a document from ANY software on your computer directly into your OnBase solution! Getting a document out of Office, or Adobe, or any other Line of Business Application is as easy as hitting Print! The document is created as an image file, and OnBase can easily be configured to automatically look for and import these images, presenting the user with the standard upload and index screen so that the document can be properly indexed. As with any document entering OnBase, the created document can then go directly into Workflow, if desired, for additional action.
The Hyland Virtual Printer Driver eliminates the costly and time-consuming need for printing and scanning individual documents to bring them into OnBase, and it works with any application or software that recognizes a Windows Printer!
Take the next step!
We can help you decide pretty quickly whether Hyland would be a good fit for your organization. With over 25+ years of experience in automation, we just need about 5 minutes of Q&A to get help you kickstart your content services project.
