OnBase Product White Paper

Transcription

1 OnBase Product White Paper OnBase is enterprise-class integrated document management (IDM) software that combines workflow, document management, imaging, and enterprise report management technologies in a single, web-based application. By dynamically organizing and controlling the delivery of documents and by interactively managing the business processes in which these documents are used, OnBase enables organizations to streamline their operations and share information among their employees, partners and customers.

2 Table of Contents What is Document Imagining?...3 How is OnBase Different?...4 The OnBase Client...5 High Volume Capture...11 COLD...11 Document Imaging...13 Document Import Processor...15 E-Forms...16 Mobile Forms...18 OCR...19 Outlook Integration...20 PCL Filter...21 Print Driver...23 Subscription Server...23 Immediate Access, Accelerated Tasks...26 Application Enabler...26 Archive Server for SAP TM R/ EDM Services...29 Electronic Signatures...31 Full-Text Indexing...32 Workflow Column Video Font...37 Digital Distribution...39 CD-DVD Authoring...39 Data Mining Interface...40 Document Distribution...42 Exception Reports...43 Export...45 Image Statements...46 Print Distribution...48 Publishing...49 Architecture & Design...51 Platter Management & File Storage...51 Security & Licensing...53 Web Access...55 Application Programming Interface...57 What Is the Next Step?

3 What is Document Imagining? Imagine a software application that electronically captures, stores and manages literally every document generated or received by your company including paper, reports, application files, s, and web content. Imagine this software handles everything you need to do with those documents retrieve, revise, annotate, distribute, or post to a website. Imagine it integrates seamlessly with your ERP, CRM and other e-business applications to create a single point of on-line access to all relevant information. Now imagine the benefits of being able to share the full spectrum of information with whoever needs it. The savings that result from eliminating paper and microfilm. The efficiencies that are created by ensuring that your employees never spend another minute locating, copying or faxing physical files. The innovation that arises from better informed professionals. And the deeper relationships that are forged with better-served customers and partners. As it turns out, Hyland Software imagined it first. OnBase software combines the technologies of document imaging, COLD/ERM, document management, and workflow into a single, enterprise-class application. With the ability to manage any kind of document and to support an unsurpassed range of business applications, OnBase software is much more than document imaging. OnBase is Document Imagining. 3

4 How is OnBase Different? OnBase is a premier offering in a rapidly growing category of software called integrated document management, or IDM. IDM systems manage virtually every kind of document images, host generated reports, application files, HTML forms, s, video clips, etc. as well as every stage of the document lifecycle creation/input, storage, retrieval, revision and distribution. Other IDM systems take a toolkit approach, providing a set of building blocks that include a common front end for interfacing with several separate software packages. OnBase, by contrast, is a single software application that utilizes a single SQL database, a single configuration utility, and a single customizable user interface for all processing and retrieval. This unparalleled level of integration enables OnBase to provide an exhaustive amount of out-of-the-box functionality to support the most sophisticated document management and workflow solutions. OnBase is built upon a highly evolved web-enabled, client/server architecture that leverages the openness and scalability of databases like Oracle and Microsoft SQL Server to deliver high performance solutions for the department, division or enterprise. OnBase offers users the flexibility of accessing the system through several types of thin (browser-based) clients, a traditional thick client, Windows Explorer or even other enterprise applications. OnBase is also completely point-and-click configurable, enabling the rapid deployment of sophisticated solutions without the need for expensive, time-consuming programming. In designing solutions to meet their own unique requirements, customers select from among over 30 separately licensed OnBase modules that provide specialized input, management and output functionality. OnBase customers are thus encouraged to invest in the solution they need today and then incrementally, cost-effectively expand and enhance the system as their needs grow. 4

5 The OnBase Client Overview The OnBase Client is the single point of user interaction with the OnBase system. This point and click interface allows control of every stage of a document, from input, management, retrieval and distribution. The OnBase Client presents a simple and intuitive GUI environment for the user to work efficiently and effectively. Fast, consistent, and secure access is provided to all documents stored in the OnBase system. Retrieving a document is nearly instantaneous through several search methods, including the Document Retrieval Dialog Box, Foldering, Custom Query, Text Search, and OnBase s award-winning Cross-Referencing. The Client is the central location to import, organize, secure, retrieve, enhance and distribute all of your data. OnBase is the only complete information management system engineered to treat image, COLD, application and workflow documents the same way, as information objects. This uniformity makes the entire system exceptionally easy to use. It provides unique functional advantages like cross-referencing; the ability to double-click on any document and have all related information, regardless of data type, immediately displayed. Like all OnBase configuration, cross-referencing can be created with only a few mouse clicks, never requiring additional programming. Application Powerful tools are provided to retrieve stored data quickly and accurately. The OnBase Client offers several methods of searching, including: The Document Retrieval Dialog Box offers an efficient, user-friendly way of displaying any and all documents stored in OnBase. It provides users with the ability to retrieve the exact document(s) desired with minimal effort. Entering keyword values allow users to find documents in seconds. Keywords and dates are can be used to filter unrelated documents. Queries can limit searches by document type group, document type, document date and keywords. 5

6 Cross-Referencing is a powerful retrieval method that enables users to double-click on an open document and automatically retrieve any or all related documents regardless of data type. The links between document types for cross-referencing are created with only a few mouse clicks and never require programming. For example, to find and display the image of receipt related to an item in an expense report the user would only have to double click on the line in the report that lists the expense. The Custom Query retrieval feature enhances security and makes routine retrievals one click away for users who repeatedly perform the same queries. A user-defined, custom query provides a faster, more direct way to search for a specific item. To enhance security and usability, OnBase can be configured to have only the Custom Query display on startup. If a workstation is setup in this fashion, it will present the user with only specified queries. The user will not be aware of any other information in the OnBase system and have no way of accessing it. Text Searching is used to locate COLD and other text documents that contain a specific string of text. OnBase searches COLD data files in a compressed format, resulting in faster text searching capabilities. The search is done where the data is stored so that OnBase does not have to send all the raw data to the workstation to complete the search, saving time and limiting network traffic. Combining keyword searching and text searching, narrows down the results even further. The OnBase Explorer Extension provides a convenient way of retrieving documents from OnBase using the familiar Windows Explorer Interface. OnBase documents are made 6

7 available through an added folder off the Explorer directory tree call OnBase. The OnBase folder contains three sub-folders that reflect the three types of searches a user can perform. The folders are named Search, Browse and Custom Query. This familiar format of retrieval gives the occasional users the ability to access the system without formal training. Full-Text Indexing uses Microsoft Index Server to perform advanced searches files like COLD, plain text, Microsoft Word, PDF and other third party applications Microsoft Index Server creates an index of the entire document and stores the data in a catalog. The catalog provides a map of all the words in each document. Proximity searches, Boolean searches, fuzzy searches, and other advanced query capabilities are possible because the text is mapped in the catalog. This mapping also makes Full Text Index Searches considerably faster than a Text Search. File Foldering can be customized to meet user needs. This search method is very similar to using Windows Explorer. A file cabinet window displays the folder type, all available file cabinets, and all folders within a selected folder. Navigation features include double-clicking on a folder to display the next directory, and pressing the backspace key to move to a higherlevel directory. 7

8 A Note Search initiates a search for all documents with notes that contain the text entered by the user. When OnBase finds documents with notes, highlights, or staples text that match, a list is generated in a separate window. The user can also restrict the search to certain note types by making a selection from a drop-down list of note types. The user can create VB Scripts in the configuration module and run them in the Client. VB Scripts are very powerful tools that can be launched when a document is being displayed. They are completely defined by the user and can provide limitless extended capabilities. The Document Handle Search provides a way to retrieve a document by its master Item Number in the OnBase database. This is useful for administration and troubleshooting. The Document Name Search provides the same functionality as the Document Handle Search, using the name instead of the number. Document Properties are provided as a useful diagnostic tool. It used primarily by system administrator who need specific details about how, when and where a file is stored in OnBase as well as the history of a document. 8

9 Document Enhancement is integral. Once a document has been retrieved users can perform such tasks annotating, highlighting, creating notes or revising a document. If granted with the appropriate permissions, users may also as add or modify keywords, re-index, drag and drop, or delete a document. OnBase users can digitally approve COLD, image, Word or E-Form documents with an electronic signature. OnBase uses ApproveIt Software by Silanis Technology ( Once signed, ApproveIt will make sure the document cannot be tampered with, without changing its authenticity. The user can check the validity of a document by double clicking on signature on the document status line. If the document has not been tampered with, the signature dialog box will turn green after validation. If the document has changed in any way, the background will turn red with a warning message. This is especially useful in the banking industry where loans must be signed for approval. This ensures the right person has signed off on the document and no one has tampered with it. Users can Print any document, group of documents, pages within a document or selection within a document. Print jobs may contain single or multiple documents. Some documents may also be setup to be printed as comprehensive statements. The document properties, comments, styles, Auto text entries, key assignments can be printed as well. There is also a Zoom feature that can print up to 16 pages of a document on one sheet of paper. 9

10 Customizable workstation options, user options, and window options allow the user to personalize their OnBase experience. Client Core Features Comfortable GUI interface. Several search and retrieval methods. Award-winning cross-referencing. View, edit, annotate, fax, print, or directly from the desktop. Integrates seamlessly with any VIM or MAPI compliant program. DMA Compliant Client enables access of documents from other vendor's DMA compliant servers. View multiple document types including COLD, images, Word, Excel, graphics, video clips, and sound bytes. Initiate workflow or receive notification of workflow queues. Extensive security & user rights can secure access to documents and functionality. Ad hoc importing of documents with a simple "drag & drop" onto desktop. Envelopes allow the storage of unrelated documents in one place. Once documents are placed in an envelope they can be sent through OnBase mail. Customized views; modifying screen composition and adjusting the way text and image documents are viewed. 10

11 High Volume Capture OnBase provides sophisticated mechanisms for the production capture, index, and storage of literally any type of document, whether originating on paper or in electronic format. For paper documents, faxes and forms. Customers choose from among several capture methods to optimize speed and accuracy and minimize user intervention. OnBase Document Imaging interfaces with Kofax and TWAIN compliant scanners to convert paper documents into a variety of standard image formats, while providing several options for distributed capture and indexing. OnBase can also store files generated by third-party imaging and forms processing applications through the use of the OnBase Document Import Processor (for high-volume, batch input) and OnBase Archival API (for real-time input). Any image imported into OnBase can be converted into a searchable text rendition with OnBase OCR and then indexed with OnBase Full-Text Indexing. OnBase also handles the increasing volume of documents that are entering the organization in electronic format such as s, PDFs, and HTML forms. OnBase Subscription Server automatically indexes and stores s and corresponding attachments into the OnBase repository, based upon such characteristics as sender, recipient, subject, date, message ID and return path. OnBase E-Forms provides a standard means of initiating requests, notifications, and other routine processes by allowing users to complete and submit online HTML forms that become immediately available for retrieval and routing. OnBase is equally adept at processing internally produced documents. OnBase COLD captures and preserves text-based records such as invoices, purchase orders, statements and reports by processing print streams generated by transactional mainframe or client/server applications. OnBase COLD offers optional multi-threaded processing for high performance, add-on modules for natively handling PCL and AFP data streams, and built-in support for data mining. COLD Overview OnBase COLD (Computer Output to Laser Disk) is the ideal solution for managing the storage of reports, statements, and invoices, virtually any document that originates as hostgenerated data. By storing information on inexpensive electronic media, OnBase COLD reduces and often eliminates the need to store reports on paper, microfilm or microfiche. Among the most cost-justifiable of all document technologies, COLD saves money by reducing printing and storage costs, and increases productivity by streamlining filing and retrieval. OnBase COLD eliminates the need to store and distribute computer-generated reports on paper, microfilm, or microfiche. OnBase COLD automatically identifies, compresses, and indexes reports and statements that are output from computer systems as printed, COM, or text files. Advanced functionality such as the ability to convert EBCDIC to ASCII, schedule or poll for job processing, column indexing for large documents, and automatically log off after a scheduled process makes the system easy to administer. COLD, sometimes referred to as Enterprise Report Management (ERM), invariably results in faster storage and retrieval of information and significant cost savings over paper and micrographic equipment and supplies. OnBase Advanced COLD, a high-performance version of OnBase COLD, employs multithreaded processing to accommodate large volumes of files. OnBase Advanced COLD 11

12 employs multi-threaded processing to accommodate large volumes of host-generated files. By taking full advantage of multiprocessor workstations and optimally balancing available system resources, this module processes typical reports at more than several GB per hour. Application All COLD processing and retrieval is accomplished through the OnBase Client. Users retrieve COLD documents through several powerful retrieval methods: Retrieval Dialog Box (Keyword Searching), Foldering, Custom Query, Text Search, Full-Text Search, Cross-Referencing and Workflow. When users retrieve COLD documents, they have the ability to make these documents available for online access, delivered via fax or , or enabled for use with front-office systems such as customer service and electronic statement presentment (ESP). Combined with other OnBase modules like OnBase Document Imaging, OnBase CD-ROM Publishing, and the OnBase Web Server, it allows data processing departments and service bureaus to provide a full range of electronic data services to their customers and employees. Core Features Integrates seamlessly with other OnBase modules. Incorporates powerful cross-referencing to other COLD, image or application documents. Includes full-text search capability across multiple document types. View on screen as plain text, green bar, or with image overlays. Enables customization to your business environment through point-and-click configuration, without programming. Provides the capability to poll or schedule COLD jobs. Offers column indexing to increase search and retrieval performance when searching for strings such as account numbers, invoice numbers and names within large documents (10,000+ pages). Supports several types of string identification streamline processing, including common ID, content keywords, content tags, tagged keywords and continuation strings. Supports multiple types of computer output via configurable input filters. Imports AFP/PCL via the desired OnBase filter (Metacode requires conversion) 12

13 Document Imaging Overview OnBase Document Imaging enables paper-centric documents to be captured and stored in electronic format. By converting paper documents to images, OnBase reduces physical storage costs, enables documents to be electronically utilized and shared, and results in faster retrieval of information. Document Imaging is the process of taking source (paper) documents, such as contracts, loan applications, correspondence, etc., and creating electronic images through scanning. Scanning documents is accomplished with any TWAIN or Kofax compliant scanner. Documents are scanned (individually or in large batches) into user-defined queues. The documents are then indexed and archived in OnBase. OnBase s client/server architecture allows users to scan to a queue at one workstation and archive those same documents from multiple workstations. Archived documents are accessible through the OnBase Client. Application Source documents are scanned into queues as black and white, gray scale or color documents. Prior to scanning, users assign a scan format to a scan queue. Scan formats are user configurable and contain information about scanner settings: Paper size, contrast, etc. File formats - Group IV, TIFF, JPEG, BMP, PCX and hundreds more. Document setup - duplex emulation, rotate on scan, etc. Indexing information. 13

14 Formats retain specific settings for different types of source documents, making scanning faster and easier. After selecting a scan format, a user scans documents into the scan queue to be verified and identified. Indexing documents is accomplished in different ways. OnBase supports Kofax barcode recognition, enabling documents to auto-index while being scanned. A variety of barcode types are supported. Interactive scan is a capability of OnBase that allows users to manually index each document after it has been scanned. A group of documents can be indexed into the system through the process of batch indexing. Scanned documents, that are not indexed, reside in the Awaiting Index queue. From this queue, documents are viewed with the OnBase image viewer and indexed while on screen. Users can skip images, delete images, or create multiple page documents with simple point and click or drag and drop functionality that reduces redundancies. Key word sets are a unique feature that enable users to enter a unique keyword and have the rest of the keywords automatically fill-in. After indexing, documents are ready for further action. They can either be OCR'd or archived, depending on specifications set in the scan queue. Archived documents are viewed, printed, and faxed through the OnBase Client. While viewing image documents, OnBase can zoom in, zoom out, rotate, invert, sharpen, fit to window, copy to clipboard, save as, change page order, pan through the image, mail image to another user, and append user defined annotations. OnBase allows users to "grab" a page from an image document and copy it into another image document. This unique architecture enables OnBase's powerful cross-reference, which is the ability to double click on an image and automatically retrieve/view all related information whether it is COLD, image, or application documents. OnBase Document Imaging benefits any business that deals with paper documents that need to be stored for on-line access or permanent archival. Many such companies will have large storage areas for documents, such as file cabinet rooms, storage vaults or off-site warehouses. Most source document images come into a company from external sources or customers. The documents usually need to be stored for research, legal purposes, or customer service needs. OnBase Document Imaging eliminates the need for large storage areas and provides long-term, easily accessible storage of documents. In order to provide a wide range of scanning functionality beyond the robust functionality offered within the existing OnBase Document Imaging module, OnBase also provides seamless integrations with such forms products as Kofax Ascent Capture, MTI OCR for Forms, Cardiff TeleForm, ReadSoft Eyes & Hands, and ActionPoint Input Accel. These integrations enable customers to use best-breed technologies in order to effectively and accurately capture information within their organizations and develop a solution that best fits their requirements. Core Features Integrates seamlessly with other OnBase modules. Reduces storage and retrieval costs. Increases employee productivity by providing fast, easy access to information. Kofax and TWAIN compliant. Scan at one station, archive at multiple stations. Bar Code Extraction, enabling automatic indexing. Deskew, despeckle, sharpen, blend and invert. Rotate on scan and Flip X and Flip Y. Accelerated indexing with autofill keyword sets. Multiple file format support. Duplex emulation. 14

15 Sweep directories. Rotate documents and save rotation. Double blind indexing. Drag scanned documents into existing image documents. Zoom in, zoom out, size 1 to 1 and pan window. Fit to window and thumbnail images. Change page order. Copy page to other image documents and to clipboard. Save As. Staple document to other documents. documents. Cross-reference to related documents. Scanning reports to determine processing user efficiency. Document Import Processor Overview OnBase Document Import Processor (DIP) is the perfect resource to work as a companion with document image capturing systems. DIP empowers customers to quickly and easily archive large numbers of files, and their related indices, directly into OnBase. Designed for the archival of documents and images, generated by third party applications, DIP lends itself to performing large back-file conversions from legacy systems. Application DIP files are imported into OnBase from local hard drives, any UNC compatible network share or through FTP from a mainframe or website. Once a DIP process is configured, the 15

16 OnBase Client module provides viewing and interface capabilities for all of your DIP processes. Processes can be grouped, scheduled, or run on demand. Processing is launched through the OnBase Client. The user is greeted with the DIP Queue dialog box listing all of the available DIP Processing Queues. A Process Job can be scheduled or configured to run just once. Users choose to run a single queue, scheduled queue, or create/launch a Process Job that schedules a series of DIP processes. During processing, the files are indexed and compressed. Once processed, the batches go to an Awaiting Commit queue. While there, the documents may be viewed, committed, purged, re-dated, verification reports read, indexes extracted, or list reports created. In this queue, documents are available to every user with authorized permission to view them. A verification report is produced for each DIP processing session. It provides detailed information including the number of documents successfully processed, the number of unidentified documents, the total time of processing and any errors or warnings that were encountered. The OnBase Document Import Processor is used to bring legacy system data into OnBase through a back file conversion. For instance, an insurance company converts millions of images from microfiche for storage in OnBase. The statements were converted to TIFF images prior to import. They then use DIP to archive the statements with their respective indices. Core Features Multiple options for acquiring files for DIP processing: Local hard drive Any UNC compatible network share, with Network Neighborhood browsing. FTP from a mainframe or website. Process multiple renditions. Group, schedule, or run on demand job processing. Works in conjunction with the OnBase OCR module (Optical Character Recognition) for the creation of text renditions. Append processed batches. Integrates seamlessly with OnBase Workflow, allowing electronic document routing. Cross-referencing via keywords, allowing the seamless connection of related documents. Processes can be grouped, scheduled, or run on demand. Three to four times the processing throughput utilizing the multi-threaded Advanced Document Import Processor and advanced hardware. E-Forms Overview OnBase Electronic Forms (E-Forms) provides users access to electronic HTML forms through the interface of a thin (browser-based) or thick OnBase Client. When completed and submitted, these forms are automatically captured, indexed, and stored as new documents and made available for future retrieval within the OnBase system. Many customers use OnBase E-forms in conjunction with OnBase Workflow to implement completely paperless business processes, whereby standardized internal documents (e.g. expense reports, purchase requisitions, vacation requests, etc.) are created, stored, and routed entirely within the OnBase system. The addition of OnBase Web Server to this 16

17 configuration enables the submission of online forms (e.g. order forms, membership applications, requests for information, etc.), thus making OnBase an ideal choice facilitating e-commerce. E-Forms add significant functionality and time savings to everyday work situations, even outside of a workflow scenario. Forms that were previously completed on paper and scanned into the OnBase system can now be created directly within the system. Paper is eliminated and the result is a more streamlined process. Consistency is improved and the forms can be automatically indexed upon submission. Application In order to successfully implement OnBase E-Forms, the form must first be created. Since several tools are available for creation of HTML forms (e.g. Microsoft FrontPage), a form can take on any design the end user chooses, in order to fit their specific environment. The form itself may even provide additional instructions on how to accurately complete the form. One of the greatest benefits of OnBase E-Forms, however, is that items within the form (buttons, menu lists, etc.) can utilize OnBase keyword logic. For example, if a new service request is initiated from within the client, the values placed in the edit fields can be used to index the form on the fly upon submission. Once the form has been created, the form template setup is completed in the fully point-and-click OnBase Configuration module. The form is then imported into the system via the OnBase Client and instantly available for users within the system. Within the traditional OnBase Client, users will simply click on the File/New/Forms menu option and select the desired form to be completed. The user completes the form and submits the form. Once the form is submitted, OnBase automatically indexes the document by pulling off the keyword fields and makes the form available for future retrieval within the OnBase Client. Upon submission, the form could also trigger an OnBase Workflow for 17

18 approval or processing. If a form is completed online, the same logic holds true, except the user will complete the form at the specified website. A company can process and store all of their employment applications using OnBase E- Forms. The applications can be completed on a company website and submitted, or filled out onsite at the company. If a workflow process has been created for the hiring process, the application forms can be automatically indexed and entered into the appropriate workflow queue. Once the employment applications are archived in the OnBase System, they can be crossreferenced with other related documents such as resumes, employment referrals, and offer letters. In a workflow scenario, all of the documents pertaining to an applicant can be part of a folder view created within the system. This folder view enables the human resources manager to view all documents pertaining to a particular applicant without having to search the system for all of the documents. Core Features Conserves paper by using generated electronic forms. Accuracy of information is improved due to the elimination of hand writing errors. Use of drop down lists standardizes information entered in certain fields. E-Forms are accessed through the interface of a thin (browser-based) or thick OnBase Client. Forms are automatically captured, indexed, and archived as new documents in the OnBase System. OnBase keyword logic is utilized for E-Form items such as buttons and menu lists. E-Forms can be made revisionable in order to update information. Retrieval of related documents is accomplished using OnBase s powerful crossreferencing the ability to double-click on a document and retrieve a related piece of information. Autofill Keywords Sets make form completion effortless. Mobile Forms OnBase Mobile Forms mobilizes organizations work forces and remote offices to reap the full benefits of integrated document management and workflow capabilities. Developed for portable devices, Mobile Forms enables customers to complete businesscritical forms electronically while disconnected from the corporate network. Upon connection to the network, forms are uploaded to the OnBase document repository. E-Forms from portable devices are uploaded once the device is synchronized with its desktop partner. Once uploaded to the OnBase system, Mobile Forms are available throughout the organization and can initiate complex workflows for further processing. Mobile Forms can be rapidly deployed and require no custom programming. The additional module enables customers to further reduce costs and improve processing efficiencies. The introduction of Mobile Forms provides companies with a mobile workforce or franchise offices to further expedite processes. Whether it s a home healthcare worker with a laptop or home inspector with his PDA, Mobile Forms eliminates the disconnect usually associated with these types of processes. 18

19 OCR Overview OnBase OCR (Optical Character Recognition) is a highly accurate and easy to use document recognition package that works seamlessly with the OnBase Document Imaging module. OnBase OCR recognizes and translates printed alphanumeric characters resident on a scanned image document, converting the image into a machine-readable text document to facilitate text searching and/or full text indexing. OnBase OCR utilizes the Xerox TextBridge OCR engine, widely praised for its high degree of accuracy. The OCR process is initiated after documents have been scanned into OnBase and the resulting batch has been indexed. The full-page OCR engine analyzes the scanned images, ignores peripheral information such as lines and graphics, and creates corresponding text files for those images. The resulting text is stored into the OnBase system either with or without the original image. As with all OnBase modules, OCR is accessed through the single user interface of the OnBase Client. OnBase OCR is a full-page OCR package. For zonal OCR and/or forms processing capability, we suggest scanning with a third-party package such as OCR for Forms or Teleform or Eyes & Hands for FORMS and INVOICES, and then importing the resulting files into OnBase using the OnBase Document Import Processor. Application Like their paper counterparts, imaged documents still need to be physically read in order to locate specific content. OnBase OCR, however, can convert images into electronically searchable text. Users are then able to instantly locate specific words or phrases within a document or group of documents, dramatically streamlining even the most cumbersome of research tasks. Documents commonly scanned and then OCR d include business correspondence, legal memoranda, contracts, specification sheets, and manuals. OnBase OCR becomes even more powerful when complemented by OnBase Full-Text Indexing. 19

20 Core Features Seamlessly integrated with OnBase Document Imaging and Full-Text Indexing. Utilizes the accurate OCR engine, TextBridge from Xerox. Batch OCR of documents. Converts non-searchable image documents into searchable text documents. Outlook Integration The OnBase Microsoft Outlook Integration allows a Microsoft Outlook user to interact with an OnBase document management system through the familiarity of the standard Outlook client interface. The application provides users with the ability to save s and/or any associated attachments by simply dragging the to the OnBase Outlook folder. The user is then presented the OnBase Import dialogue box to enter the associated index values. The OnBase Outlook Integration also enables users to instantly retrieve documents from the OnBase repository from the Outlook interface. 20

21 PCL Filter Overview The OnBase PCL Data Input Filter is designed to process documents generated by Hewlett Packard s line-of-business systems that utilize Printer Control Language (PCL). The PCL Data Input Filter extends the capabilities of the OnBase COLD/ERM module by working directly with PCL files while maintaining the common formatting associated with PCL documents such as graphics, bolding, and underlining. PCL documents can be viewed or printed in their native format or with image overlays. Additionally, they can be text searched and can be configured for cross-referencing a powerful feature within the OnBase Client tying together related pieces of information for easy retrieval. PCL documents are available to users who have access to them through the Document Retrieval Dialog. While viewing a PCL document a user can perform a text search, add annotations, create redactions, and add highlights. Documents can be directly ed or faxed from within the system without ever having to print the document on pre-printed statement letterhead. 21

22 Application Companies can use the OnBase PCL Data Input Filter to process customer billing statements and daily reports. The statements can be viewed, text searched, and/or printed in their native format or with image overlays. The documents can be configured for OnBase s powerful cross-referencing feature tying together related pieces of information for easy retrieval. By cross-referencing the billing statements with the related invoices, the time needed for researching discrepancies is greatly reduced. OnBase also eliminates the need to keep costly microfilm copies. Utilizing OnBase Image Statements, billing statements can be combined with other document types, such as invoices, credit memos, and packing slips, to produce consolidated statements giving your client a detailed statement, but also a copy of supporting documents that are related to the statement. Used in conjunction with OnBase Document Distribution, statements can be ed, faxed, or cut to CD directly from the system providing the customer with the information they need in a format they desire. Core Features Eliminates pre-printed forms, host printer costs, and microfilming costs. Produces quality customer and internal documents. Decreases research time for customer service representatives. Decreases discrepancies and billing errors. Allows viewing and/or printing in the native format or with image overlays. Offers basic and cross-reference retrieval access. Enables documents to be ed or faxed without ever having to print the document on pre-printed statement letterhead. Facilitates grouped, scheduled, or on demand processing. Utilizes a visual configuration interface for processing.

23 Print Driver The Print Driver provides users with an efficient method to archive documents for permanent storage and quick, intuitive retrieval. The module works by catching the print stream from any printable application (word processors, spreadsheets, drawing applications, web pages or other line-of-business applications) including non-odma compliant applications. Upon selecting the print option, the user simply chooses OnBase as the printer. The user is presented with the OnBase import dialogue and enters the necessary index values. Documents are stored in OnBase as multi-page TIFF images; and once the files are in the system, users benefit from all the functionality resident in OnBase, including several search and retrieval methods, notes, redaction, electronic distribution, web presentment and workflow. The OnBase Print Driver is a simple tool, but one with a vast amount of business applications. It gives OnBase users the ability to store documents that might not typically be archived and make them available to knowledge workers throughout the enterprise. Subscription Server Overview OnBase Subscription Server empowers companies to harness Internet within their own enterprise and enables them to effectively manage incoming . Business processes can then rally around web integration, preparing the company to take advantage of the business-to-business Internet revolution. OnBase supports incoming mail and attachments from MAPI compliant systems such as Microsoft Exchange. OnBase Subscription Server automatically indexes and stores the s and attachments as documents in the OnBase system. OnBase Subscription Server automatically captures messages and attachments based upon such characteristics as Sender, Recipient, CC, BCC, Subject, Date, Message ID, Return Path, and attachment count. The OnBase Subscription Server automatically indexes and stores the s and corresponding attachments. The Subscription Server s Message Log allows real-time monitoring of messages being archived into OnBase. The log shows the number of messages archived, the number of attachments, and the errors encountered during the current run. 23

24 Subscription Server integrates seamlessly with OnBase Workflow allowing electronic document routing and the streamlining of business operations. Workflow ensures that documents are routed in a standard, controlled, and prompt manner. When integrated with OnBase Web Server, the benefits of Workflow can be made available to users throughout your company via the Intranet/Internet. Application Subscription Server is configured and run from the OnBase Client. It consists of the document type under which the will be archived, the document type under which any associated attachments will be archived, as well as the criteria or rules the must meet in order to be included under a particular subscription. Rules for each subscription are setup with a simple point and click screen. You can view the status of incoming mail as it comes in via the Subscription Server Message log. Mail that does not meet the requirements of a rule is placed into a system folder to be identified manually. In the case of a Human Resources department that chooses to have potential employees submit their cover letters and resumes through the corporate web site, OnBase Subscription Server can be configured to capture all submissions. The messages are stored under the "HR Resume " document type and the attached resumes are stored under the "HR Resumes" document type. Expanding on the capabilities of OnBase even further, all HR Resumes could be configured to enter an OnBase Workflow, which would automatically route the resumes to the appropriate HR personnel for consideration. Powerful cross-referencing maintains the link between s, attachments, and any future documents generated as part of the recruitment process. Therefore, if an application is completed or an offer letter is extended they can be easily linked to the resume. Once the documents are stored in OnBase, resumes can be stored with descriptive keywords. When future staffing needs arise, the stored resumes can be accessed to find characteristics matching the desired criteria. 24

25 Core Features Empowers a company to manage Internet within their own enterprise. Supports incoming mail and attachments from MAPI compliant systems. Automatically captures, indexes, and stores messages and attachments based upon such characteristics as Sender, Recipient, CC, BCC, Subject, Date, Message ID, Return Path, and Attachment Count. Message Log allows real-time monitoring of messages being archived into OnBase. The log shows the number of messages archived, the number of attachments, and the errors encountered during the current run. Integrates with the OnBase Workflow and Web Server, allowing electronic document routing further streamlining business operations. 25

26 Immediate Access, Accelerated Tasks OnBase places paramount importance on the user experience, which it delivers by means of the OnBase Client. All user activity is performed quickly, consistently and securely by means of one thin or thick client interface. The OnBase Client offers several methods of retrieval including Document Type/Keyword Searching, Foldering, Text Searching, and Full-Text Searching. The Custom Query feature allows the creation of custom templates for specific, frequently conducted searches. OnBase¹s award-winning Cross-Referencing feature enables users to double-click on an open document and automatically retrieve any related documents regardless of data type. With the OnBase Application Enabler modules, users can even initiate a cross-reference by double-clicking on a field within a third-party Windows or legacy application. OnBase allows customers to decide how to display the search results list and what descriptive information to include. Once a document has been retrieved and opened, the OnBase Client provides an array of options for viewing (e.g. forms overlay, thumbnails, zoom), annotating (e.g. revisions, mark-up, redaction, notes, Electronic Signatures), revising and distributing (e.g. , fax, print) the document. Much more than a repository for archived documents, OnBase improves the way organizations perform critical business tasks. One way is by sharing internally generated content among knowledge workers. To this end, OnBase EDM Services provides document management and library services for application documents such as word processed documents and spreadsheets. Another way OnBase improves an organization¹s operations is by codifying and accelerating processes in which work is accomplished. OnBase Workflow is an extremely powerful, versatile module that routes documents and work according to pre-defined rules or ad-hoc decisions. A completely integrated component of the OnBase system, OnBase Workflow leverages the configuration parameters (user privileges, document types, keywords, etc.) established for the rest of the document management system. As with all of OnBase, OnBase Workflow is entirely point-and-click configurable, giving non-programmers an unprecedented ability to design and deploy sophisticated workflow solutions. Application Enabler Overview OnBase Application Enabler offers a revolutionary approach to image enabling. This module provides a seamless integration between an organization s core business applications and the OnBase IDM system, all without programming. OnBase Application Enabler improves employee efficiency by allowing users to retrieve supporting documents including images, application files, and text reports by simply clicking on a specified field within any Windowsbased program such as an ERP, CRM, or other line-of-business application. An additional benefit is that multiple departments can share information regardless of their respective core applications, thus maximizing the organization s investment in these separate line-ofbusiness applications. The integration between other applications and OnBase is done without the time and costs associated with custom programming traditionally required for interaction between applications. API s (Application Programming Interface) are not required for integration, and configuration is a point-and-click process. OnBase Application Enabler removes the need to learn new API s, to determine compatibility, and to do the programming. A company s 26

27 development or financial resources can be utilized for other projects. Not only is the integration easy to implement, but is virtually transparent to users. The Application Enabler works by linking data in host form fields, or text in a text screens, to related information in the OnBase database. To retrieve the OnBase document while in the business application, the user simply double clicks on the related application field. The documents found will be listed in a separate window. Double clicking on any document in the list will display the document in its own viewer. Double clicking on the original document can also retrieve pre-defined cross-referenced documents. A login dialog box appears asking for a user name and password the first time an OnBase document is requested. OnBase uses this information to restrict or allow access to the data stored within the OnBase system. Upon a successful login, the Session Manager will load and execute any pending requests. Configuration of OnBase Application Enabler is a point and click process. The user makes selections in menu-driven dialog boxes containing information related to OnBase documents. The user selects document types to retrieve from various screens from the business application. To enable different applications or groups of applications, a choice is made from a list of saved configurations from the Application Enabler s toolbar. Application A company might use the Application Enabler to make their payables process more efficient. Users would open the accounting application in the usual manner and navigate to the host screen that shows the purchase order they want to retrieve. To verify the company was billed correctly for the goods received, the users double click on the purchase order number in the application field screen. The Application Enabler will return the invoice for that purchase order and display it in a separate window. Cross-referencing can be used to check if the company actually received the items in the purchase order. Double clicking on the invoice could even display the corresponding packing slip. Users do not even need to get accustomed to another application. To the user, it is added functionality in the existing application enabling them to do their job more effectively. 27

28 Core Features Seamlessly integrates the OnBase document repository to the line-of-business application without programming. Retrieves OnBase documents from most text-based (terminal emulation) applications. Creates a small footprint. Increase productivity by retrieving supporting documentation without leaving the current application. Mouse events can be configured to be any combination of mouse clicks and/or Ctrl, Alt and Shift keystrokes. Archive Server for SAP TM R/3 Overview Effectively managing documents across the enterprise and streamlining business processes requires giving users access to the relevant information when and where they need it. OnBase Archive Server for SAP TM R/3 provides a seamless archival and retrieval integration between SAP R/3 software and the OnBase IDM system. By making any R/3 document available from any R/3 user s desktop, OnBase Archive Server for SAP R/3 overcomes the time-consuming and labor intensive process of delivering, copying and filing. OnBase Archive Server for SAP R/3, integrated with the SAP ArchiveLink Interface for Archive Systems, is a 32-bit multi-threaded, multi-tasking application designed to run on a Microsoft NT Workstation or Server providing a communication layer between SAP R/3 and the OnBase Integrated Document Management System. Hyland Software is certified with SAP as a complementary software partner. SAP ArchiveLink is a component of the SAP R/3 software to link optical archives and document management systems with SAP R/3 software solutions. It is a cross-application interface providing R/3 business applications with archive functionality. The interface is based technically on the SAP RFC (Remote Function Call) and supports the following functions: Archiving and displaying of scanned documents Forward looking Workflow Management Archiving, display and retrieval of SAP print lists, outgoing documents, and archiving data Fully Integrated with R/3 Supporting SAP R/3 3.1 and 4.0, OnBase archives objects supplied by R/3 (e.g., print lists, outgoing documents, archive data) using a single OnBase document type and a document ID supplied by R/3 for the index. As a reference to the respective archive object, the OnBase Archive Server for SAP R/3 in turn transfers a unique document ID to the R/3 software application that is maintained with all the other attributes in R/3. ArchiveLink manages the entire communication with the archive system, thus eliminating the need for costly custom programming. OnBase Archive Server for SAP R/3 resides as a back-end document repository, storing and supplying information upon request from R/3. Residing on a server where OnBase resides, the OnBase Archive Server for SAP R/3 acts as a broker between the two applications handling all requests from SAP ArchiveLink. Additionally, SAP R/3 and OnBase users can be utilizing both solutions simultaneously across the enterprise gaining maximum effectiveness from these knowledge repositories. 28

29 Since SAP is the controlling application, all documents and information enter through SAP. From the SAP interface, SAP users archive and retrieve documents from the SAP R/3 software. Other workstations and business applications can still utilize the document management functionality offered with OnBase. If a user submits a request to view a document, the request is sent from the SAP R/3 software application to the ArchiveLink that handles the request. The information command is served to the OnBase Archive Server for SAP R/3 that retrieves the information from OnBase by utilizing the document ID unique to each document stored in OnBase. The requested information is then returned to the SAP user for viewing and other functionality offered with R/3 applications. The opposite holds true for archiving documents. When a SAP user archives a document, the ArchiveLink handles the request and passes the command information to the OnBase Archive Server for SAP R/3. OnBase will store the document in the OnBase repository by the unique document ID and make it available for future retrieval by SAP users. Application In a typical customer scenario, OnBase can be archiving selected documents generated by SAP R/3 and, at the same time, be managing and providing retrieval access to other documents such as faxes, s, and application documents. Customers of SAP may even desire to use other OnBase modules, such as Document Imaging and COLD, for situations where the volume of invoices or reports are better stored in OnBase in batch mode. As the SAP solution is customized to meet a customers business requirement, ad-hoc OnBase retrieval or processing buttons can be placed within the SAP R/3 workstation screens providing a more deliberate way of accessing the documents related to specific data. EDM Services Overview OnBase EDM Services provides Electronic Document Management capabilities for the storage and management of word processing documents, spreadsheets, presentations, forms, and images. Document revisions are also managed within this module. Documents generated by ODMA-compliant applications are stored directly into the OnBase system. Features include ad-hoc document storage, revision control, commenting, and check in/check out. ODMA is an acronym for Open Document Management API. It is an industry standard interface between desktop applications and document management systems that allows users to store, retrieve, save multiple revisions and share documents. One of the benefits of ODMA is that document management services are more readily available to users in a seamless manner. These services appear to be a natural extension of the desktop applications that are familiar to users. Most popular desktop productivity programs, such as Microsoft Office and Lotus SmartSuite, comply with the ODMA standard. ODMA provides OnBase with a consistent interface to the third party applications. EDM Services allow users, working within ODMA-compliant applications, to use the application s own File/Save As command to save an open document directly into the OnBase System. 29

30 Application User interaction occurs either from within OnBase or from within an ODMA-compliant application. User options include: Open or create a document from within the user s file system and save it within OnBase. The <Save As> function is used from the File menu of the third party application to store the document. The ODMA Logon screen appears and enables the document to be saved either to OnBase or the file system. Once the document is saved in OnBase, it can be retrieved from either the standard client application or through ODMA. Open a document through the OnBase Client; make changes to the document, and save it back into OnBase as a revision. Open a document through the OnBase Client; make changes to it, and save it back into OnBase as new document. Retrieve a document from OnBase and save it back into user s file system. Documents that were previously created in third party applications can be imported and maintained in OnBase. To import documents from a file system, select File Import. The file name, document type, and the appropriate keyword fields are selected and are entered in the Import Document dialog box. To streamline the indexing process, Autofill Keyword Sets can be utilized to further streamline the indexing process. A user can import a group of documents, to store into OnBase, by dragging multiple documents onto the OnBase desktop. For example, highlight multiple files through Microsoft Explorer and drag them to the OnBase desktop. When the documents are released on the OnBase desktop, an import dialog box will appear with the first file displayed and ready to be indexed. 30

31 OnBase EDM Services allows authorized users to make and save modifications to stored documents. When an application document is retrieved within OnBase, the user is able to use the functionality resident in the native application to make modifications to the document. The user is given the option of storing the document as new or revised. OnBase numbers each revision and the user can enter a description of the changes made, enabling subsequent users to easily pinpoint the exact version desired. Right-click functionality, within a Document Search Results Retrieval List, displays the options for Revision and Rendition information. Once a document is stored within OnBase, it can be quickly and intuitively accessed either through the OnBase Client or through the appropriate ODMA-compliant application using the standard File/Open command. Once a document is retrieved, users can conduct a text search, print, , and/or fax the document directly from the desktop. The document can also be routed via OnBase Workflow and be made available over the web via OnBase Web Server. Check In/Check Out protects a document from simultaneous revisions. When a user retrieves an application document from the OnBase system, the document is automatically checked out. While checked out, other users are only able to retrieve and route a read-only version of the document. Once the original user has closed the document, it will be checked in and available for further modification by other authorized users. Sharing stored documents is ideal with OnBase EDM Services. When several individuals within a company contribute to a proposal, EDM Services facilitates their process. If a salesperson initially writes the proposal but needs input from others on the finer points, the initial document is created and imported into OnBase using EDM Services. It can then be retrieved and revised by anyone who has modification rights for that document. The product manager reviews the proposal for content, retrieving the document based on keywords that were assigned when the document was stored (date, sales person, potential customer, product manager, etc.). The product manager can then make changes and save the document as a revision of the original. Comments may also be attached to the document for subsequent users. Others can update the document and all changes will be tracked within OnBase. The system keeps track of who has documents checked out and displays this information for other OnBase users. Core Features Create, edit or save documents within ODMA-compliant applications. Integration with third party applications. Revision control; successive revisions are tracked and the changes are summarized with each revision. Check In/Check Out; when a user has a document checked out no one else can make changes to the document until it is checked in. Extensive security and assignment of user rights. Users or user groups are assigned rights enabling them to retrieve, create and/or modify documents. Detailed audit trail; a detailed audit trail of when and who made changes to documents. Electronic Signatures Overview OnBase Electronic Signatures attaches password-protected electronic signatures to documents with a date/time stamp to prevent fraudulent signing or document tampering, as well maintain an electronic document organization. 31

32 Application Utilizing technology based upon Silanis ApproveIt signature technology, electronic signing is the electronic equivalent of using pen to paper with the intent of taking responsibility for the contents of a document. When a document is electronically signed, OnBase Electronic Signatures creates a set of approval related information on the document, thereby creating a bond between the act of signing and the document s contents. This signature contains data such as time and date of signing, the signer s signature image (included as physical proof that the electronic act of signing took place), the document s digital signature and digital certificate. To utilize an electronic signature, an individual must first capture his signature image using a scanner or digitizer device. Upon creating a signature for a user, a password is also assigned to that user s signature so only that person can apply his or her signature to a document maintaining system integrity. Core Features Streamline business processes without reengineering. Increase productivity and quality time. Maintain security and control. Reduce paper and copy requirements. Increase your competitive advantage. Ensure legal and regulatory requirements. Full-Text Indexing Overview The OnBase Full-Text Indexing module provides advanced searches for words or phrases that exist within documents stored in OnBase. This powerful research tool is integrated with the OnBase security model, thus enabling access to full-text catalogs to only those users with sufficient privileges. Searches are conducted for words or phrases that may exist in COLD documents or text renditions of image documents (OCR d images) as well as certain third party application documents, such as Microsoft Word and Adobe PDF. When documents are processed into the OnBase system, they are sent to the Microsoft Index Server, which performs the full-text function and stores the full-text renditions of these documents in Index Server Catalogs. The Microsoft Index Server Catalogs are repositories that can be configured to store full-text information, usually grouped by a common theme. Even though the full-text renditions of documents are in the Index Server Catalogs, users search for words or phrases from the 32

33 OnBase client interface. These searches are significantly faster than regular text searches and allow users to quickly find the occurrence of a particular word within a vast set of documents. The integration of OnBase and Microsoft Index Server revolves around the correlation between OnBase document types and Index Server catalogs. During the configuration process, document types are assigned to a catalog. This means that anytime a document of that type enters the system, OnBase will automatically create a full-text rendition of the document and store it in the catalog. Application A user begins with the Document Retrieval Dialog in the client program. Catalogs are stored in the document type group retrieval section. When a user selects a catalog, the document types associated with that catalog will appear. A user can either search through all document types in a catalog, or can select which document types they wish to search. If applicable to the document types selected, users can also enter keywords to narrow down their search. Users will then enter the word or phrase they wish to find. At this stage, users have a multitude of option available to them: Perform a standard search for a word. Perform a Near search. This will find two words in close proximity to each other. Perform a search with one of the following operators: AND, OR, NOT. Perform a search that will find forms of a particular word. For example, search for forms of the word see would bring back the words see, seeing, seen, and saw. Perform a free text search for a phrase that automatically uses the OR operator and the Forms of function. Perform a wildcard search using an asterisk (*). For example, searching for wa* would return hits such as water, waiver, wanted, etc. The set of documents that matched the full-text search string criteria are returned to the user. The user can then view the hits when they open the document and can easily hot key to all occurrences within the document. If the user wishes to see the original document, they can view all other renditions (image, text, Word, etc.) of the document. During an employee recruiting process, a company can receive a multitude of resumes. If the company is looking for a specific skill set, they need the ability to search all resumes for 33

34 that skill set. With OnBase, the company would scan the resumes and import them using the OnBase Document Imaging module. They would then perform OCR on the resumes and send the text rendition to the full- text repository. They could also store any resumes sent via that are still in their native format (e.g. Microsoft Word). Once in the full-text repository, a user searches for words and phrases related to the desired skill set. For example, if the company needs a chemical engineer, they would look for that phrase within the entire full-text repository. A list of resumes containing that phrase would be returned within seconds. If they needed a chemical engineer living in California, they could perform a search for chemical engineer near California and get a list of resumes matching that search. The company has essentially reduced the time it takes to look for a specific skill set in a group of resumes from days, to seconds. Core Features Advanced searches with AND, OR, and NOT operators. Proximity searches with the NEAR operator. Perform Forms of searches. Wildcard searches. Free text searches that automatically uses the OR and Forms of operators. Documents can enter the full-text repository regardless of system entry point. User security at the Catalog level. Full-text renditions stored in standard OnBase disk groups. Automatic full-text performed on revisions of documents. Option to have the text rendition displayed instead of full-text rendition. Workflow Overview OnBase Workflow is an electronic document routing system that enables users to process work more efficiently, faster, and more accurately than with traditional paper processing. OnBase Workflow is beneficial whenever successive points of input or action are required in order to complete a task, process, or procedure. From processing applications to approving expense reports to managing remittance processing, workflow streamlines collaboration and accelerates the completion of critical business tasks. Additionally, OnBase Workflow can easily integrate with and provide the backbone to e-commerce solutions as well as be tied to organizations core ERP and CRM systems. With OnBase Workflow, users or integrators define and configure document states, rules, actions, and lifecycles with a comfortable Windows interface. Upon configuration, workflow instantly routes documents through the business process as each increment of user or system work is completed within a queue. OnBase Workflow also supports such advanced features as alternate routing logic, automatic criteria calculation, rendezvous, simultaneous notification, load balancing, reporting, ad hoc workflow, VB scripting, and API functionality for integration with core legacy or ERP/CRM systems. When integrated with OnBase Web Server, the benefits of OnBase Workflow can be made available via the Internet to users throughout your company, regardless of their location. Application Workflow, which is entirely point-and-click configurable, has been designed to allow for quick implementation. Much, if not all, of the programming that is required by traditional workflow systems has been eliminated. Workflow configuration consists of two central windows: the Tree Configuration window and the GUI Configuration window. 34

35 The intuitive design of the Tree Configuration window provides a workflow designer with the tools to define the work (system, user, or timer) to be accomplished at each queue and define the rules and actions that determine how documents will be routed. Simple right-click mouse functions and easy to understand configuration windows give non-programmers an unprecedented ability to design and deploy sophisticated workflow solutions. The GUI Configuration window allows the designer to determine how the actual flow of a life cycle will appear and how documents will be transitioned through the life cycle. Through the use of a configuration toolbar and grid map, workflow life cycles are designed within minutes. Upon the creation of the life cycle queues, the graphic layout and the transitions, a basic workflow has easily been established. Once the workflow layout and transitions have been defined, the designer completes the life cycle queue attributes by returning to the Tree Configuration window. The designer can choose from a large pre-defined list of rules and actions, or custom define rules or actions, utilizing VB scripting, through a robust set of exits provided in OnBase Workflow. Users enter workflow by selecting the workflow button on the OnBase Client toolbar or by selecting the menu option Workflow Inbox. In a normal user environment, the user will see only the queues to which he or she is assigned. The administrator can elect to hide or show a disabled icon for those queues to which a user does not have access. In order for a document to enter a workflow process, its document type must be associated with a specific life cycle. A document type can be configured to enter a lifecycle at a specific queue and automatically initiate workflow. Documents are brought into a workflow life cycle in all of the same ways documents can currently enter OnBase COLD, DIP, Imaging, etc. Selecting a document from the OnBase Document Retrieval window and selecting the Execute Workflow option will manually start a workflow life cycle. OnBase can also initiate workflow from electronic forms, Internet forms, and messages. Once in Workflow, users see a list of documents that are waiting in their respective queue. A task bar displays the user options for that queue. The user, upon selecting a document, can Begin User Work, select a task to perform from the task bar, or route the document to another user or queue. The Begin User Work option prompts some type of user interaction, such as a question for the user to answer or series of tasks that the user should perform. When the user completes all user work and tasks, the document continues through workflow and the user proceeds to the next document. When a document is at the end of a lifecycle, there are options for eliminating, archiving, or sinking the document. 35

36 The following workflow illustrates a simplified Loan Production / Approval process. The workflow monitors the status of loan files and automatically routes them to the appropriate person(s) based upon pre-defined rules and process flows. In addition to automated routing, authorized users have the ability to route documents on an ad-hoc basis. One of the significant benefits of this system is that it allows management to analyze the Loan Production process, plan and test changes to the work process, and roll out those changes with relative ease. Workflow provides a heads-up work environment where the tools required for an individual to do his or her job are readily available on the desktop. All documents related to the loan are immediately available. With workflow providing all relevant documents and tasks, directly on the screen, users can focus on the immediate task at hand. In some cases, workflow identifies which task the user is performing and automatically opens documents appropriate for that task. Life Cycle View Document / User Interaction Toolbar User Work Work Folder Document Viewer Thumbnails When a new loan file arrives it is assigned to an available underwriter. The underwriter selects the loan file and workflow executes the user work specified for underwriters. For example, a form may be displayed in which the underwriter enters comments and then selects the appropriate button, cancel, approve or deny. A rule then tests to determine the underwriter s response and initiates the appropriate transition to cancel, deny or to route to the account manager. It may be necessary to route the document to multiple underwriters for approval before submission to the account manager, as seen in this example. If the underwriter were out sick that day, the timer, (a monitoring process running on the workflow server) automatically reassigns the loan file to another underwriter. 36

37 When the loan file makes the transition to the account manager queue, the system work for the account manager queue initiates and automatically faxes the approval to the broker. The loan file rests in the queue until the account manager selects it and begins the user work. When the account manager completes his/her work, workflow checks to see if any outstanding funding conditions remain. If there are no further conditions, workflow automatically routes the appropriate documents to funding. Otherwise, the loan file remains in the account manager queue until all conditions are fulfilled. Typically, queues are shared by groups of individuals. Many workers can share the same queue, but they would only see the files assigned to them. To the user, it appears as if they are the only one using the queue. Queues can also be configured without any user work. These are called system or server-side queues. They handle background processes such as ticklers, timers, and other data processing functions. Core Features Ensures that documents are routed in a standard, controlled, and prompt manner. Accommodates exceptions to the configured model by assigning specific users with rights to add or exempt stages on an ad-hoc basis. Forwards documents without delay to each successive phase. Automatically distributes documents to specific work groups. Allows documents to be prioritized in each queue. If there is no priority assigned, the documents are sorted by the date and time they enter the lifecycle. Monitors and measures the time it takes to complete a process. Audit Queues allow periodic review for quality assurance. Supports Internet access for users outside of the immediate office environment. Processes are easily added or adjusted at the document, process, group, or enterprise level by specified users or administrators. Point-and-click configuration enables customization of both the routing and the user interface without programming. Integrates seamlessly with other OnBase modules and incorporates powerful crossreferencing to COLD, image or application documents. Extensive set of pre-defined rules and actions adds to ease of configuration. Integrates easily to other legacy systems utilizing VB scripting and robust API calls. 132 Column Video Font Overview COLD/ERM systems provide tremendous financial, storage, and retrieval benefits to companies that utilize this portion of document management technology. Traditional COLD/ERM systems only allow users to view all but a few columns of a traditional 132- column report on an 800 x 600 resolution screen. To view the remaining portion of these large reports, users must scroll to the right to view the rest of the report data. 37

38 Application Adding to OnBase COLD s already strong feature list, OnBase users can now view a complete 132-character wide report in 800 x 600 screen resolution without having to scroll right and left to find the information they are seeking. This uniquely designed font allows users to associate their large report document types with this font to make the navigation, viewing and analyzing of important data less painful. Core Features Increased data screen viewing of traditional 132 column reports. Supports 800 x 600 screen resolution or greater. Enhances overall use of business reports and data. 38

39 Digital Distribution Rather than holding documents hostage, OnBase offers an array of modules to address nearly every conceivable scenario of distributing stored documents, whether it be by print, fax, , CD, or web posting. Several of these modules are specifically designed to be used in combination to dramatically improve the way in which a commercial organization or financial institution distributes bills and statements. OnBase Image Statements creates compound statements by taking primary documents (e.g. invoices) and matching them to supporting or secondary documents (e.g. signed receipts) for rendering. Features include statement formatting options for both primary and secondary document output (including fonts, headings, auto naming conventions and range selection), the ability to present multiple secondary documents on a single page, (e.g., tags, checks, packing slips, and deposit slips), and the ability to switch documentation formats on-the-fly on a per-customer basis. OnBase Document Distribution extends the capabilities of OnBase Image Statements by managing the process of electronic delivery. With OnBase Document Distribution, documents are delivered directly to the intended recipients, eliminating the need for paper, printing and postage costs. Based on a recipient¹s profile, OnBase can distribute the statement in TIFF, RTF or PDF format for s and web postings. The module also provides the option of attaching a customized cover letter, message or promotional document to a statement. OnBase also offers the ability to manage the retention and disposition of stored documents with OnBase Document Retention. This module manages the migration of individual documents out of the system according to rules residing in either the OnBase system or external applications. CD-DVD Authoring Overview OnBase CD / DVD Authoring integrates with a supported CD-R or DVD-R writer to create a copy of the data portion of the OnBase system. OnBase stores data in disk groups; each disk group is made up of one or more volumes. A disk group is therefore a volume set. When a CD-R or DVD-R is authored, all data files from a disk group volume are placed onto the media. OnBase will maintain the location of each document as it migrates from media to media. An OnBase system is comprised of three components: the database, the data and a workstation. The database stores indexing, security and licensing information. The data will be the documents managed by the system. The workstation runs the OnBase Client that controls the interface between the database and the data. Application When setting up an OnBase system, the user will define disk groups. When a disk group is first created, a size is determined for each volume. After a disk group volume size is set, the user will define the number of disk group copies. There are three types of disk group copies: Mass Storage, Removable and Backup. They are provided so that multiple copies of data can be stored on different media. When a disk group volume reaches its designated size, it is closed and a new volume is created. At this point, the user has the ability to write a backup copy of the closed disk group volume to CD-R or DVD-R. 39

40 Setup for OnBase CD / DVD Authoring is a disk group that has been configured with a backup copy and data. As data is brought into the system and the disk group copy is filled and promoted, a backup CD-R or DVD-R can be written. A CD or DVD writer is required for the workstation along with the writing software. For the CD format, if your organization will be managing large data sets, a license for OnBase Automated CD Authoring should be considered as it provides the automatic creation of backup CD s, using a RIMAGE system, when a disk group is filled. If the OnBase system is being used for storage and retrieval of accounting, quality control and human resource records, it may be desirable to keep each department s data in a separate disk group so that departmental backup CD-R s or DVD-R s can be easily created. When a department s disk group volume is full, a backup copy may be written. Once written the CD-R or DVD-R can be stored in a jukebox for near-line retrieval, stored off-site for disaster recovery purposes or to create additional space in a jukebox. Core Features Backup data to CD-R s or DVD-R s. Complements OnBase Export and Publishing modules. Multiple storage options for CD s. Backup queue allows you to create backup copies of promoted volumes within disk groups. Data files are the only information included on the CD. Data Mining Interface Overview The OnBase Data Mining Interface allows business professionals to explore, consolidate, format, and aggregate detailed business transactions by extracting data from COLD/ERM information stored within the OnBase system for use within desktop applications such as Excel, 123, Access, dbase, and Paradox. This seamless interface to Monarch ( allows information-rich reports processed and stored within the OnBase system to be analyzed to uncover patterns and relationships contained within a business s activity and transaction history. By taking legacy information to a new level, this interface provides improved business intelligence to any business analyst s desktop. Additionally, customized reports and summaries can be further enabled to create dynamic 40

41 charts and graphs for professionals to visualize trends and relationships within their missioncritical data. Application In the manufacturing industry, variations in production can impose complete and utter destruction to a company if metrics are not properly maintained. To insure these crucial numbers are maintained, daily manufacturing and statistical reports need to be analyzed for the warning signs that can lead to destruction. After the reports have been processed into the OnBase system and made available to users throughout the company, data mining these reports can now lead to the identification of the unusual data densities and process variations within manufacturing and assembly operations. Process analysts who have this intuitive interface loaded on their desktops can now help to automatically identify the combination of plant, build-date and product models that have a higher breakdown or malfunction rates, allowing quality engineers to quickly zoom into the source of problems. Warranty claims can also be reduced by identifying gaps in dealer training and education, and data mining could also be used to discover the problems that are more likely within specific dealers, reducing dealer over-charges, improper claims, and inappropriate activities. Core Features Seamless integration to Monarch by Datawatch. Leverages and extends existing reporting infrastructure. Reduces hardcopy printing, storage and delivery costs. Improve business intelligence and analysis of otherwise static data. Develop and uncover new business patterns and relationships within a business history. Create customized, dynamic charts and graphs for business reports and analysis. 41

42 Document Distribution Overview OnBase Document Distribution maximizes the capabilities of OnBase Image Statements by managing the process of electronic delivery. With OnBase Document Distribution, documents are delivered directly to the intended recipients, eliminating the need for paper, printing and postage costs. Based on a recipient s profile, OnBase can distribute the statement in TIFF, RTF or PDF format for s and web postings. The system also provides the option of attaching a customized cover letter, message or promotional document, to a statement. Application The user defines a relationship, between a primary document and secondary documents, with a common keyword value. Once the relation is established, the statement format is setup. Recipients are then defined, each with their desired document distribution method. Based on the unique keyword assigned to each statement, OnBase determines whether the statement is to be faxed, ed, distributed to a website, burned to a CD or any combination of options. If the delivery is unsuccessful, the system can attempt to re-send s and faxes for a specified number of times before it notifies a process manager. A user always has the option to distribute ad-hoc in any given situation. Other users, managing large data sets, will schedule distribution during down hours or at night so as not to effect daily production. 42

43 The following are primary and secondary documents, from different markets, managed with OnBase Image Statements and Document Distribution: Bank checking statements supported by check images. Insurance profiles supported by application, policy and claim images. Police investigation cases supported by crime report, evidence and lab work images. Construction projects supported by customer profile, job map and service order images. Hospital patient profiles supported by medical records, charts and x-ray images. Manufacturing and service bureau invoices supported by packing slip and proof of delivery images. The web-based architecture of OnBase allows Document Distribution to be implemented either at a customer site or at a host facility. Larger companies are more likely to acquire the software and establish a document distribution system. Mid-size companies are more likely to outsource their system to an application service provider, consumer portal, or print outsourcer. Core Features Faster, more efficient information delivery. Reduced mailing, printing and postage costs. Value-added customer account profile options and benefits. Scheduled hands-off mailings and statement cycles. Distribution via fax, , web or CD. TIFF, RTF and PDF distribution file formats. Web delivery notifications after posting to sender website. Template cover pages for e-marketing and notifications. Exception handling queues. Point-and-click configurable setup and definition consisting of unlimited retries and durations. Exception Reports Overview OnBase Exception Reports recognizes relationships between a base document type and one or more secondary document types and generates reports on missing, matching, or aged items. The OnBase Exception Reporting module allows users to create reports based on a keyword relationship between document types. The reporting capability queries the OnBase database for indices found on one document type to validate the presence of complementary document types with the same indexing information. Any absent documents or index discrepancies are reported to the user. This allows the user to be alerted to documents that are expected, but have not yet been brought into the OnBase system. Application There are two types of Exception Reports available within the OnBase system: Basic Exception Reports and Advanced Exception Reports. Basic Exception Reports can indicate a missing secondary document relating to a primary document, or vice versa (a one-to-one relationship). For example, a shipping company decides to track shipping labels to determine the receipt of packages. There are two document types: shipping labels (primary) and receipts (secondary). The unique matching keyword found on both documents is the shipment number. If 100 packages were shipped 43

44 with their respective shipping labels, and only 99 receipts were returned, the Basic Exception Report would indicate the missing receipt, as well as the shipment number for the missing receipt. Now, the shipping company can effectively follow-up with the driver or the customer to determine what happened to the missing receipt or whether the delivery actually occurred. In addition, amount keywords on secondary documents can be totaled against the amount keyword on the primary document. If the sum of the amounts on the secondary documents does not match the amount on the primary document, the report will reflect such discrepancies. Advanced Exception Reports compare more than two document types. Advanced reports can report on documents from both a primary document type and multiple secondary document types (a one-to-many relationship). Advanced Exception Reports will find any missing documents. For example, a bank has several loan applications on file that have related documents such as titles, credit reports, and surveys. All of these items can be retrieved via matching keyword types such as loan application number, which exists on all document types. Code keywords can be used to distinguish between different types of loan applications, such as a house, education, or car loan application. The bank decided that the number 20 will equal an education loan and 30 will equal a car loan. The code keyword values assigned tell the system which documents to expect for each type of loan. An education loan has four corresponding documents, but a car loan only has three corresponding documents. Any missing documents for each loan type are reported. Advanced Exception Reports also allow users to place ticklers on documents to bring attention to such tasks as renewals, recertifications, etc. Core Features Identify missing and matching documents within the system (one-to-one relationships and one-to many relationships). Unlimited document Exception Reporting. Maintain system integrity between documents in the OnBase system. Place ticklers on documents to bring attention to renewals and re-certifications. 44

45 Export Overview OnBase Export allows users to export the database indexes and data files from the source database onto another form of media such as hard disk, tape, CD-R, DVD-R or optical disk, for use by another OnBase system. An OnBase system is comprised of three components: the database, the data and a workstation. The database stores indexing, security and licensing information. The data will be the documents managed by the system. The workstation runs the OnBase Client that controls the interface between the database and the data. Application Export is used by organizations, where different sites are running separate OnBase systems, to transfer information. When one site needs access to another site s data, the export feature is used. Service bureaus use Export on a regular basis to deliver data to their OnBase customers. A user creates an export ad-hoc in situations when they would like to group all documents associated to a specific issue, job, customer, etc. A query is performed based on a unique keyword value, (e.g. account number, job number, customer number, etc.), and all related documents appear in a results window. From the results window, an export can be created containing those documents and their indexes. Users also create exports when data is routinely sent to a customer or another site based on an event, such as the end of the month, end of the quarter, when a disk group is full, etc. Additionally, system administrators can export complete disk group volumes when necessary. 45

46 An organization receives monthly figures on a regular basis from multiple sites. All locations are running their own OnBase system and an export is run from each site. The exported figures are sent to the main site where the data is imported into their OnBase system for review. Depending on their business process, the main site may overwrite the previous months export figures with the new data or retain it for historical record. Another organization consists of multiple service centers where each one uses their own OnBase system. Each site services customers based on geographic region. At times when a customer moves from one region to another, their information must move with them to the new servicing center location. OnBase Export is used to send the customer information from the old service center to the new service center where it is then imported into that area s OnBase system. Core Features Group documents by an associated issue. Query performed based on a unique keyword value, e.g. account, job or customer number. Export complete disk group volumes. Share stored files between independent OnBase systems. Image Statements Overview OnBase Image Statements creates compound statements by taking primary documents and matching them to supporting or secondary documents for rendering. Flexibility and customization are effortless with statement formatting options for both primary and secondary document output, including fonts, headings, auto naming conventions and range selection. By allowing multiple secondary documents to be printed on a page, (e.g., tags, checks, packing slips, and deposit slips), paper consumption is minimized. Additionally, Image Statements effectively manages output by allowing OnBase to switch documentation formats "on-the-fly", on a per customer basis, when different looks are required for statements. OnBase Image Statements provides structured management of secondary documents distributed to customers. Benefits are immediately realized through minimized statement discrepancies and reducing the cost of forwarding materials. Application After documents are archived into OnBase, users can render statements at any time. The user defines a relationship between a primary document and secondary document(s) with a common keyword value. When this relationship is established, document formatting can be defined. A user always has the option to render a statement ad-hoc in situations where a customer request is made. Other users, managing large data sets, schedule the rendering of statements during down hours, or at night, so not to affect daily production. OnBase Image Statements, along with the COLD/ERM and Document Imaging input modules resolve the problem of slow turn-around, the need for double processing and lengthy research time for a transportation company. Companies migrate to OnBase Image Statements in order to manage the process of providing their customers with billing statements and associated invoices for delivery charges. Prior to implementing OnBase Image Statements, packing slips, bill of lading receipts and other delivery documents were sent to a service bureaus to be microfilmed. When the 46

47 service bureau returned the information, it was entered into a billing system so that statements could be rendered. Not only was turn-around time lengthy in this process but also problems occurred in servicing customers who had questions about their statements. Retrieving the information from a microfilm system or manual filing mechanism took considerable time and effort. After implementation of OnBase Image Statements, delivery documents now arrive and are scanned into OnBase, instead of being outsourced for microfilming, and the billing system is then updated. The billing system generates statements and invoices that are processed and brought into OnBase with the OnBase COLD/ERM module. OnBase then renders statements to the customers. All information is in one central repository for easy and immediate retrieval. With the information readily available, requests and questions are now resolved during the initial customer call, eliminating the need for a call back. Core Features Flexible formatting options. Define print formats for both primary and secondary documents. Format secondary documents to print in a specified order, multiple per page, portrait or landscape. Set fonts, page headers, titles, document notes, overlays for images and overlays for watermarks. Archiving option to store final output of a rendered statement as an individual document in OnBase. Batch statement rendering for large data sets. A Print Batches field is provided when batch statement rendering. Since a print server will not begin a print job that another server has started, this field allows sharing of large print jobs across multiple workstations servicing the same network print queue. Manages integration with match styles defined to compare mainframe line items with image totals. Detect crippled statements when secondary documents are determined missing from a statement. 47

48 Store crippled statements in a specified folder for review. Stop the printing of a statement until missing secondary documents are located. Switch documentation formats "on-the-fly" on a per customer basis. Print user defined bitmaps in the place of missing documents in the statement. Postnet and OMR Bar Codes can be configured for post office mail and sorting machines. Image Statement Generation Reports automatically created after an Image Statement is rendered, containing statement detail including what was printed and what errors occurred during printing. Full security for granting rights to Image Statement functionality. Print Distribution Overview OnBase Print Distribution is designed to facilitate and streamline the scheduling, distribution and printing of information that is performed on a regular basis. Print Distribution enables users to schedule print services from a central processing site, across a WAN, and designated remote locations. Print services are defined through a combination of print distribution groups and document keywords. Customizable and flexible, OnBase Print Distribution supports different document types and, if desired, will manage a different print format for each document type. Additionally, the ability to print copies of documents from one or more of the document types in a group is available. Application Organizations implement OnBase Print Distribution to print documents that have been processed into the system with the OnBase COLD module. At many companies, it is usually the IT personnel at a main site that are responsible for printing and sending daily production reports to all company facilities. Typically, the printing and distribution takes considerable time and effort. OnBase Print Distribution is implemented to streamline the process and make it more efficient. 48

49 OnBase Print Distribution enables IT personnel to process daily reports using OnBase COLD. The designated administrator configures the OnBase Print Scheduler to begin processing the print jobs on a select weekday, at a select time, after COLD processing has completed. If they select every weekday morning, at 9:00 AM, then at 9:00 AM every weekday morning, OnBase automatically retrieves the appropriate documents from the database, processes the print jobs, and distributes them across the WAN to the remote locations. The managers at each site are provided with their own reports, at a designated printer, at a scheduled time, on a scheduled day. The benefits of OnBase Print Distribution are immediately realized with the automation and remote printing of reports. Reports that may have previously been mailed to remote locations now print directly at the location. Shipping costs are eliminated, man-hours are reduced and managers have immediate access to information. Core Features Maximizes efficiency by providing down-to-the-minute scheduling. Customizable Print Distribution groups scheduled to workstations, days of the week and print times. Polling Options for situations when a Print Distribution job must wait for the completion of another process before starting. Scheduler Queue to manage and modify pending jobs. Full security for granting rights to Print Distribution functionality. Publishing Overview OnBase Publishing is used to create a self-contained, portable OnBase system providing users with the ability to view and retrieve their specific information without access to the complete OnBase system. The self-contained system supports all of the document retrieval, double-click cross-referencing, text searching, printing, custom query and enveloping functionality of the full system while maintaining integrity of the documents. An OnBase system is comprised of three components: the database, the data and a workstation. The database stores indexing, security and licensing information. The data consists of the documents managed by the system. The workstation manages the interface between the database and the data. OnBase Publishing creates a self-contained OnBase system by copying database indexes, data, research and viewing executables along with a run-time database onto a CD-R, DVD-R or optical disk. This provides a functional OnBase Client to someone that does not have an OnBase system and allows organizations to submit large amounts of data to customers or clients in a structured, easy-to-retrieve manner. By utilizing portable media, documents can easily be made available to customers and remote users. Application Publishing is easily set up through the OnBase configuration program. To create a published unit, a query is performed based on a unique keyword value, (e.g. account number, job number, customer number, etc.), where all related documents will appear in a results window. From the results window, a published OnBase system containing those documents and their indexes can be created. A user can also publish ad-hoc in a situation when they would like to group all associated documents for a specific issue, job, customer, etc. 49

50 Frequent publishing uses include when data is routinely sent to a corporate office for review, or based on a business event, such as the end of the month or quarterly reporting. Financial institutions use OnBase Publishing to send monthly statements, checks and supporting documents to their corporate customers. The institution processes the customer s monthly information in OnBase. Then, instead of rendering the statements, grouping the supporting checks and mailing the information to the customer as separate entities, all of the information is provided on one, self-contained OnBase Published CD. Each time a CD is received, it is added to the customer s jukebox so that users who need access to these documents can retrieve the information as needed. As the users of the published media become accustomed to retrieving their information from OnBase, they may desire to implement an OnBase system of their own. At that point, the customer can simply populate their new system by importing the published units into the system making the information available to all users corporate-wide. Core Features Submit large amounts of data in an easy to retrieve manner. Publish to wide variety of media. Self-contained client document retrieval capabilities. Supports double-click cross-referencing, text searching, printing, custom query and enveloping. 50

51 Architecture & Design Platter Management & File Storage Overview OnBase Platter Management is used to maintain a set of redundant copies of data and manages the migration of data into long-term storage devices. OnBase Platter Management can access most forms of data storage devices, including DVD, WORM, CD, RAID hard drive arrays, and Storage Area Networks. This system provides input/output services to the other OnBase product modules. Application A disk group is the starting point for an OnBase system. A disk group is a logical storage unit to which document types and processes are assigned. As documents are processed, they 51

52 are stored in the disk groups to which they are assigned. A disk group corresponds to the physical locations where the data files will be stored and can be set up on virtually any hardware storage device. Basically, any storage locations that can be configured as an FTP service folder, Windows drive letter, or UNC share, can store OnBase data. The only restriction is that a workstation must be able to access the disk group s location. Disk groups consist of disk volumes, which are logical storage containers configured by OnBase users. Volumes consolidate data into easily handled, discrete units. When documents are processed into the system, they are stored in the current volume of the disk group to which the document type is assigned. Different volumes allow OnBase to create blocks of data that can be easily moved near-line, off-line and back. When a volume reaches its designated size, it is closed. Therefore, the volume size should be set with the media type, of the backup/off-line copies, in mind. If a CD is used as a storage device, the volume size should be set to 500 MB. Even though the data is initially stored on a hard drive, in order to migrate the data to the CD, the volume size must correspond to the media type size limitations. There are 3 types of copies from which to choose when creating disk volumes: Mass storage, removable, and backup. Because each volume can have multiple copies, the disk group structure will help maintain redundant data storage systems. Data should always be stored in at least 2 different locations to protect against data loss. Also, these multiple copies are used to manage and create on-line to near-line to off-line storage systems. A mass storage type is used for the first copy of all disk groups. It is used with hard drives, RAID, etc. A mass storage copy is written to multiple times during a volume, and maintains several volumes on-line at a single time. Any data processed is immediately stored to the mass storage copy of a disk group. A removable copy type is typically used with media that is changed between volumes, such as optical disks. This copy is written to multiple times during a volume s life. Data is written to this copy every time a batch is committed. A backup copy is a complete copy of the disk group volume. Information is written to the backup copy once. This copy is used for every type of media, including CD-ROM. A backup copy is manually initiated once a disk group volume is finished. 52

53 To improve network efficiency, OnBase can automatically cache required batches of files to a remote site file server during off-peak WAN cycles. The cached files can then be retrieved locally, during peak WAN traffic periods, for much faster throughput. This provides a form of redundancy that permits local file access if files are inaccessible due to failure of a remote file server or network subnet. Core Features Manages the migration of data into long-term storage devices. Access to most forms of data storage devices, including DVD, WORM, CD, RAID hard drive arrays, and Storage Area Networks. Input/output services to the other OnBase product modules. Automatic caching. Security & Licensing Overview OnBase security and licensing provide a flexible means of controlling access to documents stored in OnBase. The OnBase security model allows control over which OnBase product functions each user can utilize and access. Unique levels of security are achieved by creating a custom set of product rights and privileges for each OnBase User Group. An OnBase administrator can rapidly implement a custom security profile for each user or group of users within an enterprise. To further ease installation and administration of OnBase, existing NT or Novell domain user information can be used to create new users with user group memberships mapped from their NT/Novell groups. Application OnBase security is usually administered at the OnBase user group level. After the OnBase administrator has created a user group structure, individual users are made members of one or more user groups. If a user is a member of multiple user groups, the user is granted the cumulative rights of all the member groups. User groups must be deliberately assigned a set of product rights and privileges; the default condition provides no rights or privileges. Members of a user group can only access the specific Document Types to which the group has been assigned rights. The ability to perform specific OnBase functions can be controlled down to an extremely selective level, including the ability to: Run registered OnBase product modules. Perform configuration and administrative functions. Access printers and folders. Utilize the Client Document Retrieval dialog box. Configure User and Workstation options. Perform Document Functions such as retrieve, modify/delete, print, view, re-index, create/import, , copy to clipboard, save as, etc. Security Keywords are used to limit a user or user group s access to specific documents. An individual user or a user group is assigned a set of Security Keywords. Users then only have rights to individual documents or document types that have been assigned one of their Security Keywords. If a user is assigned to multiple user groups, the user s access is based 53

54 on the cumulative set of Security Keywords. For specialized requirements, Security Keywords are specified down to the individual document and user level. Users log on to a specific OnBase database using a unique user name and password. Password settings are customized to set user group based policies, such as an invalid logon, password expiration, length and reuse guidelines. When the user logs on, the client workstation authorizes the user with the selected OnBase database. This provides for ease of administration and centralized physical security of the database server. OnBase encrypts all user passwords that are either stored in the database or transmitted across a network. Administrators can be granted the product rights to access the Transaction Log, which records user activities on an OnBase database. The transaction log can be customized to record any of 90 different user actions. Custom reports can be created, that filter by date, user, user group, or activity. These reports can be viewed or stored within OnBase as system documents. For performance reasons, transaction logging can be disabled. The majority of security setup is performed in OnBase Configuration. Only users with rights to perform User Profile configuration are given access to the security assignment dialog box. Within Security, licenses to individual product modules can be assigned to individual user groups. This allows an administrator to reserve a predefined quantity of product licenses for specific user groups. Access to OnBase Configuration is controlled by the presence of a physical HASP device on configuration and processing workstations and servers. Individual OnBase Clients must perform Workstation Registration to register licenses for each product module that they wish to run. Integration OnBase security can integrate with the Microsoft NT or Novell security systems. The administrator must activate the network security option and configure OnBase with an autologon startup. When a domain user logs on, OnBase imports existing NT/Novell user security information and creates a new user, in OnBase User Groups, that corresponds to their network security group membership. This important procedure eliminates the time intensive procedure of manually creating OnBase users and assigning user groups. The OnBase user profile is updated whenever the user s NT/Novell group membership changes. 54

55 An administrator enables either the Windows NT or Novell network security model. Once an option has been selected, the other network security type will not be available. For the NT integration, OnBase requires the use of the Microsoft Active Directory Service (ADSI), which is a basic service of Windows Drivers must be installed for Windows 95, 98, and NT4. Remote users connecting to the OnBase API or Web Server can be authenticated based on their Windows NT domain logon on the remote client machine. Licensing Typically, OnBase product modules require an individual OnBase license on the server or workstation where the module is executed. Licenses can be bound to a database, institution, service bureau, processing workstation, or an individual OnBase Client. Standard license types are Server, Named-User, Concurrent-User, I/O Processing Workstation, or Standalone. The most common license types for the OnBase Client are Workstation-User and Concurrent-User. A Workstation-User License permits a single instance of the module to be run on a designated workstation. The module is "guaranteed" a connection to any OnBase Server it wishes to connect, provided that the server is accepting connections from Workstation-User Clients. A Concurrent-User License permits an end user to install the software on as many workstations as they wish, but only the licensed number of concurrent clients can access the database at a given point in time. A Concurrent-User Client License has a minimum connection time of five (5) minutes. Concurrent-User licenses may be released within the OnBase Client User Management dialog box. Individual OnBase Clients must perform Workstation Registration to register licenses for each product module that they will run. Core Features Integrates with the Microsoft NT or Novell security systems. Control over which OnBase product functions each user can access. Security Keywords are used to limit a user or user group s access to specific documents. Allow administrators to reserve a predefined quantity of product licenses for specific user groups. Ease of administration and centralized physical security of the database server. Encrypts all user passwords that are either stored in the database or transmitted across a network. Web Access Overview The OnBase Web Server provides users with immediate access to their information and documents anywhere, anytime via standard Internet Explorer web browsers. Through a standard or customizable intuitive user interface, users can view, print, annotate and distribute any information object stored within the OnBase system. By increasing operational efficiency and user responsiveness, OnBase Web Server dramatically changes the way companies do business with customers, suppliers, and remote offices. The OnBase Web Server enables an enterprise to create automated Customer Service applications that allows customers 24-hour, on-line access to account information, order status, historical data and product information. 55

56 Standard Internet Explorer web browsers function as secure OnBase thin-clients in both Internet and Intranet environments for most Windows-based client operating systems. An OnBase ActiveX viewer control provides more advanced OnBase user features over the Internet, including OnBase standard features such as annotations, cross-referencing, custom queries, and server-side full text searching. To minimize network bandwidth consumption, the OnBase ActiveX viewer is intelligently cached on the browser client workstation to eliminate repeated downloading. New control downloads will only occur if deployed by the system administrator. An HTML-only web client is available to provide a base level web client without the need to deploy ActiveX controls to each client desktop machine. The OnBase Web Server is an N-tier application that provides true Internet access to existing OnBase document repositories with backward compatibility with existing OnBase document, security, user group, database, and file storage configurations. The OnBase Web Server will co-exist in parallel with OnBase 3.5x configuration and input processing workstations. Multiple OnBase Web Servers can be deployed in parallel server web farms; including inexpensive, web server appliances. The OnBase Web Server requires an underlying Microsoft Internet Information Server 4.0/5.0 running on Microsoft Windows NT/2000. All communications are performed using standard Internet network protocols that are compatible with SSL and VPN secure connections. The OnBase Web Server API exposes both Microsoft COM and Java programming interfaces to the OnBase core document management and workflow services. Microsoft focused developers can create OnBase compatible ASP and ASP.NET websites, VB applications and COM/DCOM components; while Java developers can create JSP websites, Java Servlets, Java applications and EJB objects. A full reference, ASP web pageset is provided with the OnBase Web Server for out-of-the-box document management, workflow, user administration, and remote diagnostic functionality through the web browser environment. 56

57 Core Features Document retrieval. Multiple document browser windows. Double-click cross-references. Remote creation and deletion of notes, annotations, and highlights. Client-side local printing of documents with overlays. Client-side ing of documents with overlays. Custom query retrievals. External server-side full text search single query searching of multiple document types. Document text search by text, number, etc. Image rotation, rubber band zooming, and fit to page. Toggle image overlays. Multiple page thumbnails. View and edit document keywords. Re-index existing documents. Upload and scan new document in the document repository. Workflow client viewing with full user task interactions. Native OnBase viewer support for text, images, COLD, PCL, HPGL, AFP, and RSS data. Third-party plug-in support for viewing PDF, MS Office and other proprietary document formats. HTML / E-Form support. Both COM and Java API interfaces for third party programming, including Workflow integrations. Native XML support in both the Web Server and API products. Network support for Internet, LAN, or WAN connections. No client ODBC connections required. Compatible with SSL encrypted connections and Virtual Private Networks. Online HTML help files, technical documentation, and programmer s API documentation. Compatibility with OnBase Mobile Forms Application Programming Interface Overview The OnBase API is a library of C++ classes that expose a set of OnBase document handling functions in an external interface. This interface allows a programmer to create applications that call these OnBase API methods to perform document manipulation tasks. The OnBase API utilizes configurable, three-tier client/broker/server architecture. This provides complete flexibility, allowing you to develop both full-scale and thin-client applications with the same interface. The API shortens development cycles by providing a level of abstraction which shelters the application programmer from the mechanics of the document manipulation process and allows the developer to focus on the application business logic. 57

58 At the same time, it allows the implementers of the API to create highly optimized code that can be tailored to specific platforms and updated as the new hardware and software is introduced. Applications can thus take full advantage of the underlying hardware while maintaining a single code base spanning multiple platforms. The primary application interface is a 32-bit OLE interface. DDE and file based alternative interfaces are available for backward compatibility situations where an OLE interface is not feasible, such as access from a 16-bit application or to communicate with applications on other platforms (OS/2, Unix, etc.). Application The OnBase API allows you to choose to have OnBase handle the display of result sets and documents, or you can have OnBase pass the documents back to your application so that you can display them. If you want OnBase to handle the display of result sets and documents, you will need to have the OnBase Client installed on the workstation that is calling the API. Otherwise, you can use the OnBase Broker. The OnBase Broker is essentially a multi-threaded, 32-bit OnBase "Client" that acts as a broker and can handle multiple incoming API Client connections. The OnBase Broker software is typically installed to function as a central OnBase API Server for a work-group of less powerful or thin-client style machines. The OnBase Web Server is usually deployed in this way. Core Features Reduces development time and increases functionality of the overall system. Tailored to specific elements of the application. Cross compatible. Uses two different types of clients that are written in their own language but still understand each other through the API. Provides seamless information interaction to other ERP and CRM solutions. 58

59 What Is the Next Step? For more information about how the OnBase Integrated Document Management system can increase productivity, reduce costs, improve customer service, streamline operations, and share information among employees partners, and customers in today s competitive market, please visit our Web site at or contact Hyland Software, Inc. Corporate Contact Information Kommunicate Ltd Sheridan House, Jewry Street Winchester, Hampshire SO23 8RY Tel: Fax: Web: 59