1. Automate
Collaborate
Share

2. ShareBase Customer Story: Idaho Central Credit Union
Bruce Black
Systems Administrator of OnBase, Idaho Central Credit Union
Shanna Morgan
ShareBase Sales Consultant, Hyland
December 2018

4. Bruce Black
Systems Administrator of OnBase, Idaho Central Credit Union

5. Idaho Central is the premier credit union in Idaho and offers 36 full-service locations throughout the Treasure Valley, Magic Valley, Eastern Idaho, and North Idaho.
While growth is vital to our success, we remain focused on our mission, “Helping members achieve financial success.”

6. The Problem
We needed to find a way for our smaller dealers to easily share loan packets with us. Having the documents go right to OnBase would be an added bonus.

7. Employee Expenses and Traveling Staff
PROBLEM
Employee Expenses and Traveling Staff
THE SOLUTION
ShareBase
Workflow
Hyland
ShareBase
Monitor Service
Use ShareBase, OnBase Interaction with ShareBase, Hyland ShareBase Monitor service, and workflow.
PDF Framework  
OnBase Mobile
Unity Forms
Reporting Dashboards, a few simple dashboards

8. How ICCU is using ShareBase
Business Development team members visit our dealers
They use the mobile client and fill out our Unity “eFunding Dealer Registration Form” (“VM IL Dealer ShareBase Agreement” DocType)
The document goes into our “Dealer ShareBase Interaction” workflow and notifies the ShareBase admins to set up a ShareBase folder for the dealer
The dealer receives the link and password information from ShareBase

9. Sample of our Unity form that the Business Development team fills out

10. Email goes to our “Imaging Team” to set up the ShareBase stuff

11. This workflow is to let the OnBase/ShareBase team know that they need to set up a ShareBase folder for the dealer
Simple queue structure
Ad-hoc tasks to create the upload folder
* Create Upload Folder - creates the folder and sends the dealer their user name and password
* Add document - adds the current document back to the ShareBase and allows the dealer to download it. We don’t use
* Delete Folder - deletes the folder on ShareBase and removes the document from the workflow.  It would be used when the dealer stopped using this service

12. The first to the dealer with instructions, remember that our Business Development team has also worked with them when “selling” the program:

13. The second email to the dealer with the password:

14. ShareBase landing page from the URL the workflow sends the dealer:

15. Page after you login with the password provided in the second email the workflow send you

16. Use Case
Dealer then scans the various documents to a PDF or other image file type and uploads to ShareBase
The ShareBase Monitor Service grabs the file and brings it into our “IL eFunding” workflow as a “LON IL Loan Packet” DocType
Our Indirect Lending team works this workflow and when they see a packet they work the loan

17. A queue dedicated to packets brought in from ShareBase
This workflow is more than ShareBase related stuff, our Indirect Lending eFunding team uses this workflow to manage their processes

18. ShareBase Benefits Reduced steps for IL group - saves time and money
Using PDF Framework WF action to unify file type and ensure that the file is optimized in size – saves disk space
Team Members just have to work a workflow, loans not in shared
Benefits:
Reduced steps for IL group
Saves time and time is money
Using PDF Framework WF action to unify file type and ensure that the file is optimized in size
Saves disk space
Team Members just have to work a workflow, loans not in shared

19. ShareBase ICCU Future Use Cases
We currently use ShareBase to simply and securely share large files with vendors, business accounts, etc.
Possibly storing our business continuity policies and procedures.
Possibly fulfilling subpoena requests.

20. Bruce Black Systems Administrator, OnBase Idaho Central Credit Union bblack@iccu.com

21. Now, we want to shed a little light as to why it is important that OnBase interacts with ShareBase and ShareBase with Perceptive Content.
When the sharing tools your employees are using are totally separate from their core systems, such as OnBase, this results in your users manually copying documents out of OnBase and manually placing them into other locations and then manually copying the documents back into OnBase. This can result in an explosion of un-managed copies and versions and increases the likelihood of errors. ShareBase eliminates these issues by interacting with OnBase.

22. Workflow How does the OnBase Interaction with ShareBase work?
Based on your business rules, OnBase workflow can trigger events which *click*:
 auto-create a folder in ShareBase
 generate a ShareBase link *click*
 and send a notification to non-OnBase users to view, edit, or upload, depending on the rights you have granted.
Workflow

23. The Interaction between OnBase and ShareBase can even work when you need to receive content into OnBase, which is how LVMPD is using the two systems together. When documents are uploaded to ShareBase *click*, OnBase can automatically capture them, eliminating reliance on , FTP sites, and USB keys when sharing documents outside of OnBase.
Workflow

24. Extending Workflow OnBase Workflow Actions
Create a folder in ShareBase
Add an OnBase document to a ShareBase folder
Create a link to a ShareBase folder
Delete a ShareBase folder
There are currently four OnBase Workflow Actions available in OnBase 15 Service Pack 3 and higher, allowing you to dynamically customize the sharing process to fit your needs.

25. And, why is it important that Perceptive Content interacts with ShareBase?
This integration is made possible through the ShareBase Public API. This is actually integrated with Content Apps and Content Explorer, and can be embedded into any other Experience client that the end user may be using. This allows the Content end user community a method to upload/download/share documents with members outside of the end user community within a prebuilt solution/configuration.

26. ShareBase FAQs Security Sharing Links Licensing Sign Up
One question we receive a lot is whether information stored in ShareBase is secure in the cloud?
Yes! ShareBase is hosted in the Hyland Cloud, a cloud purpose-built for managing critical corporate information. Each ShareBase customer has their own deployment with their own database and each deployment has its own encryption key and all ShareBase documents are encrypted both in transit and at rest. If you have security-specific questions about ShareBase, please us at so we can answer your additional questions. We also have a Security Quick Facts brochure available for download on ShareBase.com.
Another question we receive a lot is how much does it cost to share information externally using ShareBase Links?
There is no additional charge for sharing using ShareBase Links. One of the nice things about ShareBase is that you can share as many links to external recipients as you wish and it will not affect your pricing since ShareBase licenses are based on number of users, not number of shares.
Which leads us to another common question... How does licensing work for ShareBase?
ShareBase licensing is offered per user. There are no storage caps or tiers; you can store as much information in ShareBase as you wish. And you may share as many external links as you wish.
And finally, how do you sign up for ShareBase?
Signing up for ShareBase is easy; simply contact your Hyland Account Manager and they will provide you additional information and can even help you schedule a demonstration with the ShareBase team. You may also request a demo by visiting ShareBase.com.
Last, but not least, we have one announcement for you...

27. Travis Roe, Product Manager
Our Next Webinar
Annual ShareBase
Vision Update
Travis Roe, Product Manager
January 23, 2019
1:00 - 1:30pm EST

28. Ready for your demo?

29. Contact the ShareBase Team: