Change old business processes with new ECM tools

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

5

10

20

10

35

Minutes spent on automated task

0

2

2

0

4

Salary: $40,000

$1, 122.00 $128.00

$11.22$1.28

Source: Gistics, 2004Business Case for Automating the Business-Forms Lifecycle

$1,122.00 $1,122.00

$1,122.00

$1,122.00

$1,122.00

$5610.00

$112,200.00

$5610.00

x 20 forms

Automated… the same HR processes cost:

$12,800.00

For every process,

there is a form

almost

E-Forms +Workflow

Improve accuracyIncrease efficiency

Reduce costsAutomate Processes

E-Forms & Workflow

Use as checklists or cover sheets

Use as an initiating document

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 Price Total

Item Price Total

Item Price Total

Item Price Total

2x4’ Stud 2.09

15/32” OSB 10.00

90 lb Rolled Roofing 31.94

10 ft. aluminum drip edge 3.47

Submit

209.00

500.00

63.88

10.413.50 10.50

Update InformationAdd Information

Comments

Collate Information

90 lb Rolled Roofing 31.94

10 ft. aluminum drip edge 3.47

63.88

10.41

E-FormsE-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

Keyword Field Keyword Field

Keyword Field Keyword Field

Non-Keyword Field Non-Keyword Field

Non-Keyword Field Non-Keyword Field

Keyword Field

AutoFill

Submit

Non-Keyword

Text Box

vKeywords

Where is your data coming from?

Manual

Internal or External Data Source

3rd 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

3rd 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

11.0

Unity FormsUnity Forms

So, what are Unity Forms?Easily configurable electronic forms that

provide a positive user experience.

Show form

Tabbed FormsCollapsible and Repeating SectionsRole Based SecurityData Validation

Platform Integration

Unity Client

Web Client

Workflow

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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

11.0

Designer Interface

Designer Toolbar

Toolbox

Property Grid

Thumbnails for Multiple Pages

Distributed Form Creation

Create Workflows, faster!more

TipsTips & 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!

Non-ProprietaryCustom StylesCustom Scripts

Supported in all ClientsSupported in all versions of OnBase

Keyword Mapping

AutoFill Keywords

Keyword Data Sets

External Data Sets

Cross-Reference

Document Properties

Workflow Functions

Electronic FormsOnBase E-Forms

Supported in OnBase 11.0View/Create in Unity Client and Web

ClientPoint and Click Form Design

Built-In Validation and Security

Unity Forms

InforMore Information

Module Reference Guide

?Questions?