Change old business processes with new ECM tools

How……

Automation via Forms and Workflow technology

Why Automate?

HR Representative Tasks Receive Form Review/Validate Form Access Related Records for Employee Update HR System Total Minutes Total Labor Cost (100 forms) Minutes spent on manual task Minutes spent on automated task Salary: $40,000 $1, $ $11.22 $1.28 Source: Gistics, 2004 Business Case for Automating the Business-Forms Lifecycle

$1, $

$112, $ x 20 forms

Automated … the same HR processes cost: $12,800.00

For every process, there is a form almost

E-Forms +Workflow Improve accuracy Increase efficiency Reduce costs Automate Processes

E-Forms & Workflow Use as checklists or cover sheets Use as an initiating document Create/View E-Forms from Workflow queue Create/View E-Forms from Workflow queue

What if you are using a scanned form to kick off your process?

Scanned Forms are Static Forms

What if something on that form changes?

Oops! We were looking at an old price list!

E-Forms are Dynamic! Invoice # Item PriceTotal 2x4’ Stud /32” OSB lb Rolled Roofing ft. aluminum drip edge3.47 Submit Update InformationAdd Information Comments Collate Information 90 lb Rolled Roofing ft. aluminum drip edge

E-Forms E-Forms

Designing E-Forms for Workflow Process Form fields (keywords), buttons, and layout Where is the data coming from? How will the form be accessed?

Design your Workflow Process

Design your Form Keyword Field Non-Keyword Field Keyword Field AutoFill Submit Non-Keyword Text Box v Keywords

Where is your data coming from? Manual Internal or External Data Source 3 rd Party Business System screen via Application Enabler User Entered Data Source Application Screen

Where will people access your form? Unity Client, OnBase Client, Web Client, Desktop Client External Forms via Intranet or Internet 3 rd Party Business System screen via Application Enabler OnBase Clients External Forms Application Screen

Initiating Forms

HR Recruiter

Workflow Forms

HR Generalist

Form – Create New Form Creates and displays a new form that will be saved into OnBase

Form – Create New Form

Information Services

Form – Display E-Form for Input Enables entry of information into an existing E-form while viewing

Form – Display E-Form for Input Enables entry of information into an existing E-form while viewing

E-Form + Workflow Actions Form – Create New Form Form – Display E-Form for Input Form – Create Unity Form Form – Display Unity Form for Input 11.0

Unity Forms

So, what are Unity Forms? Easily configurable electronic forms that provide a positive user experience.

Show form Tabbed Forms Collapsible and Repeating Sections Role Based SecurityData Validation

Platform Integration Unity Client Web Client Workflow ||| II ||IIII|IIII I Lll| ll|| |ll| YOUR BUSINESS APPLICATION ||| II ||IIII|IIII II I|ll ||ll |ll || | llll ||| II ||IIII|IIII |IIIIII I IIIII|IIIIII II |IIIIIII I|I II I |IIIIII |IIIII|I II IIIIIIIII|I ||IIIIIIII ||IIIIIIII ||llllllllll ||| |LLL |llll Application Enabler

Unity Form + Workflow Actions Form – Create New Form Form – Display E-Form for Input Form – Create Unity Form Form – Display Unity Form for Input 11.0

Designer Interface

Designer Toolbar Toolbox Property Grid Thumbnails for Multiple Pages

Distributed Form Creation

Create Workflows, faster! more

Tips Tips & Tricks

Tips for Configuring E-Forms for Workflow Keyword Fields Make sure you have the correct keywords to execute the necessary Workflow actions Not every field needs to be a keyword. Limit your keyword mapping to necessary keywords. Plan ahead!

Multi-Instance Keyword Groups Make sure that you have enough keyword fields on the form to accommodate the maximum number of keywords in a MIKG. If there are not enough keyword fields, the extra keywords will not be saved with the form. Tips for Configuring Forms for Workflow

Non-Proprietary Custom Styles Custom Scripts Supported in all Clients Supported in all versions of OnBase Keyword Mapping AutoFill Keywords Keyword Data Sets External Data Sets Cross-Reference Document Properties Workflow Functions Electronic Forms OnBase E-Forms Supported in OnBase 11.0 View/Create in Unity Client and Web Client Point and Click Form Design Built-In Validation and Security Unity Forms

More Information

Module Reference Guide

Questions?