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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?
