Connecting TCM to SharePoint…

beyond basic scanning and retrieval.

What is TCM? Transactional Content Management…

Forrester Research Inc. defines “transactional content” as…

“content [that] drives back-office processes. Transactional content includes not only scanned images but other incoming information from e-forms and faxes, print streams generated from back-office applications, and electronic records that for legal purposes must be kept for extensive time periods. Much of this content originates outside an organization from external parties—customers or partners—and relies on workflow or business process management (BPM) to drive transactional, back-office business processes. In some cases, the content not only triggers internal processes, but is the basis for the transaction itself.” December 21, 2005 Transactional, Business, And Persuasive Content: A Better Way To Look At Enterprise Content by Kyle McNabb, Connie Moore with Robert Markham, Eric Kim

©2009 Hyland Software, Inc.

SharePoint & OnBase - Better Together The Three Pillars: Who, What & Why?

Who?

Personal Productivity Operational (Organizational) Efficiency

• Empowers the “Information Worker”

• Unstructured, User-Driven Activity

• Task Management Workflow

• People-Centric Workflow (Ad hoc)

• One-off, Project-based Processes

• Manage Individual Documents

• Empowers the “Process Worker”

• Structured, Process-Driven Activity

• Complex, Multi-Level Workflow

• Rules-Driven Workflow (Operational Automation)

• Repetitive, Transactional Processes

• Manage Collections of Related Documents

What?

Business Content Transactional Content

• Organized, Unstructured Documents

• Simple Sets of Primary Documents

• Intended for Wide Audience Use

• MS Office Document Creation (Optimization)

• People-Created

• Internally Generated for the Organization’s Internal Use

• Documentation of Business Knowledge

• Process-related Documents

• Complex Sets of Transaction Supporting Documents

• Intended for Narrow Audience Use

• Document Imaging, COLD/ERM, etc.

• Various Sources of Origination (People, Systems, etc.)

• Externally and Internally Generated

• Support of Transaction Processes and Data

Why?

Information Sharing Information Governance

• Content Publishing

• Free-form Content (Web Pages, Blogs, Wikis, RSS)

• Collaborative

• Accessible

• Multiple Sites & Document Libraries

• Broad Search (Research)

• Decentralized Control

• Portal Platform

• Project-based Repository

• Content Capture

• Managed Content (Business Records)

• Controlled

• Auditable

• Enforced Categorization (Taxonomy)

• Targeted Search (Process Accuracy)

• Centralized Control

• Content-Enabled Vertical Applications

• Repository of Record

SharePoint & OnBase - Better Together The Three Pillars: Who, What & Why?

Who?

Personal Productivity Operational (Organizational) Efficiency

• Empowers the “Information Worker”

• Unstructured, User-Driven Activity

• Task Management Workflow

• People-Centric Workflow (Ad hoc)

• One-off, Project-based Processes

• Manage Individual Documents

• Empowers the “Process Worker”

• Structured, Process-Driven Activity

• Complex, Multi-Level Workflow

• Rules-Driven Workflow (Operational Automation)

• Repetitive, Transactional Processes

• Manage Collections of Related Documents

Information Workers tend to be subject matter experts who

collaboratively create content and share it via internal & external Web

sites using familiar Office applications. These collaborations are often

specific to the needs of each business function they accomplish. The

collaborations are not transactional nor are they repeated by the

worker or within the organization.

SharePoint is meant to add value to the Microsoft Office and Windows

franchises ($9 billion in revenues each). Every ECM vendor addresses

ECM from the perspective of the company’s heritage (Stellent and

Vignette from WCM; FileNet and Hyland from imaging and workflow).

Microsoft is approaching ECM from the perspective of extending the

Office suite to provide general purpose content management,

collaboration and Web publishing capabilities.

SharePoint is best used for workflows defined by information workers

that are ideally suited for routing individual documents for the purposes

of supporting unique projects on a case-by-case basis. SharePoint does

not provide a state-based “workflow” interface. Rather, SharePoint, as

part of the Microsoft Office suite, is natively integrated with desktop

applications, such as Word, Excel, Outlook, InfoPath, etc. and uses these

user-familiar interfaces to present and manage task-based workflow

interactions.

Process workers accomplish repeatable transactional decision making

and are the primary users of transactional content. OnBase empowers

process workers to make informed and independent front-line

decisions within the context of document-driven processes. OnBase

delivers relevant documentation to the process worker at the

appropriate step in the process through their preferred application

interface. OnBase creates process efficiencies that reduce costs per

transaction and/or increase the number transactions processed per full-

time employee.

OnBase helps organizations eliminate unnecessary tasks common to

document-driven processes. By eliminating these unnecessary tasks

(e.g. seeking supporting documents needed to complete a business

transactional decision) organizations can significantly decrease

operational cycle-times with related costs and risks, and deliver more

customer value.

OnBase Workflows, defined by line-of-business process managers, are

ideally suited for managing multiple, related documents in synch with

corresponding transaction data. Workflows are designed to automate

or optimize repeatable, rules-driven processes. Complex processes,

that even require documents to be routed through multiple lifecycles at

the same time, can be accomplished. OnBase also provides full state-

based workflow interfaces to allow users to efficiently process high-

volumes of documents in a consistent manner.

SharePoint & OnBase - Better Together The Three Pillars: Who, What & Why?

What?

Business Content Transactional Content

• Organized, Unstructured Documents

• Simple Sets of Primary Documents

• Intended for Wide Audience Use

• MS Office Document Creation (Optimization)

• People-Created

• Internally Generated for the Organization’s Internal Use

• Documentation of Business Knowledge

• Process-related Documents

• Complex Sets of Transaction Supporting Documents

• Intended for Narrow Audience Use

• Document Imaging, COLD/ERM, etc.

• Various Sources of Origination (People, Systems, etc.)

• Externally and Internally Generated

• Support of Transaction Processes and Data

Business content applications support employee collaboration and

decision-making. Business content is created electronically and

predominately originates inside the organization and helps employees

address day-to-day tasks, make better decisions, capture information

(like product documentation or service manuals) and improve their

overall knowledge. While there are some structured processes driven

by business content (FDA drug discovery documentation, contract

management, engineering document management) most involve

corporate communications (new policies and procedures) or

collaborative activities such as product design in engineering/R&D;

creating and managing deals; managing legal contracts; executing

services contracts; managing IT projects; using wikis to support project

collaboration; marketing and business planning; and performing

financial analysis.

SharePoint manages relatively low volumes of content intended to be

made accessible to broad audiences via corporate intranets, extranets

and public Websites.

Microsoft is seeking to provide information and process workers with a

portal platform that provides a consistent user experience to access

both personal productivity tools (i.e. Office) and enterprise process

improvement applications. By providing a portal interface that supports

native SharePoint information side by side with web parts populated

with application data, the Information Worker is able to quickly locate

related information that enhances their ability to work efficiently.

Transactional content often originates outside of an enterprise and

then drives an internal process. Transactional content applications align

this content with human-centric business processes — such as

mortgage lending in retail financial services; claims processing and

underwriting in insurance; patient records management in healthcare;

health and human services claims in the public sector; and accounts

payables and accounts receivables across all industries. Transactional

content applications manage content in synch with transaction data.

OnBase manages high-volumes of content that is processed by

relatively limited audiences participating in transactional processes.

OnBase is designed to provide high-volume imaging and to be the

repository of record for document-driven processes as well as the

engine to process documents in synch with data from other core

transaction systems (e.g. ERP, CRM, LOS, HIM, GIS etc). With OnBase

Web Parts, these transactional documents can even be accessed within

a SharePoint driven portal interface if desired.

SharePoint & OnBase - Better Together The Three Pillars: Who, What & Why?

Why?

Information Sharing Information Governance

• Content Publishing

• Free-form Content (Web Pages, Blogs, Wikis, RSS)

• Collaborative

• Accessible

• Multiple Sites & Document Libraries

• Broad Search (Research)

• Decentralized Control

• Portal Platform

• Project-based Repository

• Content Capture

• Managed Content (Business Records)

• Controlled

• Auditable

• Enforced Categorization (Taxonomy)

• Targeted Search (Process Accuracy)

• Centralized Control

• Content-Enabled Vertical Applications

• Repository of Record

Microsoft positions the SharePoint platform to enable information

workers to collaborate and share informational across organizational

and geographic boundaries. SharePoint is a platform for collaboratively

creating, publishing and communicating business content via Web sites

and portals.

SharePoint makes it easier to locate sources of knowledge contained in

business content across multiple information sources.

Information Workers utilize research searching as part of their daily

requirements to locate information. SharePoint is ideal for case-by-case

searches for research purposes across multiple data stores. The results

are free form and are derived from the content of stored documents. A

valued results list will contain any document related to the search

criteria and sorted with the most appropriate candidate first in the list.

Information Workers can search simultaneously across both the

SharePoint repository and well-classified documents stored in the

OnBase repository, if necessary. For example, a contract administrator

drafting a new contract may want to locate any existing contract with

similar terms, and could locate representative contracts via a

SharePoint search among all contracts managed in the OnBase

repository.

SharePoint provides business users with a template-driven solution to

generate and administrate their own Web sites for both team

collaboration and personal organization, which can often cause it to

expand virally across organization.

OnBase provides tools to create centrally managed Workflows that

offer organizations the ability to operate business processes which

meet compliance regulations. These solutions can provide the

appropriate levels of audit information to guarantee that business

processes involving records are followed accurately.

OnBase makes it easier to determine who, how and when information

is used as part of the course of business.

OnBase is ideal for searches that support the execution of process-

driven tasks and decisions related to a specific transaction, event,

account or case. The search results are limited to specific document

types within OnBase and designed to direct the authorized end-users

toward a desired course of action consistent with process oriented

rules, roles, and responsibilities.

OnBase solutions serve as content-enabled, line-of-business

applications for document-driven business processes (such as accounts

receivable or customer order processing) which can be extended to

users via SharePoint Web pages via OnBase Web Parts.

OnBase provides a single point of administration that offers centralized

control and lifecycle management of all content that supports an

organization’s business transactions.

PRODUCT OVERVIEW

Ad-hoc Scanning for Microsoft SharePoint 9.0

SUMMARY

Ad-hoc Scanning for Microsoft SharePoint enables users to scan documents directly through SharePoint, allowing them to manage all of their content within a single, familiar interface. Documents are automatically indexed, managed and stored in OnBase, while still linked and accessible from the related item lists, document libraries and records managed by users in SharePoint.

KEY BENEFITS

• Enables scanning for SharePoint to complement its native capabilities.

• Leverages investments by integrating these enterprise solutions, taking advantage of the strengths of each.

• Promotes worker efficiency, providing SharePoint users with scanning capabilities and self-service access to OnBase content.

• Immediate, out-of-the-box solution easily deployed without the burden or cost of custom development.

• Public and remote access to OnBase content and scanning functionality through SharePoint, with minimal end-user training.

BUSINESS APPLICATION

Remote project management and procurement: Organizations using SharePoint to collaborate on and manage projects in remote locations, such as onsite projects, can now scan project-related documents through SharePoint. For example, on a construction project, the project manager using SharePoint to manage lists of construction supplies to be purchased, can scan vendor invoices and packing slips to verify construction materials received as SharePoint item list attachments. In addition to being accessible through SharePoint, the scanned documents stored in OnBase could automatically trigger accounts payable Workflow processes and be accessed by accounting clerks at the organization’s offices.

DESIGN

1. Users easily access OnBase scanning from familiar SharePoint menus to scan documents as item list attachments and

document library items. 2. Once scanned, documents are automatically indexed, and associated with related content in OnBase, and a dynamic hyperlink

is posted to the SharePoint list or library. 3. Using OnBase, a records manager can centrally access sets of related documents that have been automatically correlated from

multiple sources, including SharePoint content. 4. OnBase Workflow can be utilized to consistently manage sets of related documents through complex business processes. 5. Scanned documents can still be retrieved by users through SharePoint from its original scanned location, and can even allow

SharePoint users to interact with OnBase Workflow.

KEY FEATURES

• Drop-down scanning option is made available on the SharePoint document library and item list menus.

• TWAIN Scanning and File Import are both supported.

• Automatic Indexing maps SharePoint content types and column metadata respectively to OnBase document types and keywords, allowing the document index values to be populated in both OnBase and SharePoint upon scanning the document.

• Scanning Image Viewer provides standard OnBase Web scanning functionality including image zoom, rotation, page thumbnails and page navigation buttons.

• OnBase Viewer for SharePoint provides SharePoint users access to OnBase standard toolbars and right-click menu functions, and can optionally display relevant Workflow tasks with Related Documents folders.

INTERFACE

The OnBase drop-down scanning menu options for document libraries and item lists.

The Ad-hoc Scanning interface with OnBase document viewer and keyword panel.

PRODUCT OVERVIEW

Archive Services for Microsoft SharePoint 9.0

SUMMARY

The OnBase Archive Services for Microsoft SharePoint® transfers SharePoint content into OnBase to take advantage of advanced enterprise content management, including complex workflow processing, centralized records management and robust storage solutions.

KEY BENEFITS

• Leverages investments made in both OnBase and SharePoint by combining these complementary enterprise content management solutions and maximizing the strengths of each.

• Transfers content automatically or interactively with a range of options that provide the flexibility to meet specific business needs.

• Provides an immediate, out-of-the-box solution that allows SharePoint administrators and site owners to easily deploy a seamless archive solution without any custom development.

• Reduces costs associated with the administration and infrastructure required by enterprise SharePoint deployments.

BUSINESS APPLICATION

• Content that supports business transactions: Any project team or department that generates content that will eventually support a business or financial transaction, such as an organization’s legal department, can benefit. For example, an organization can use SharePoint to allow the legal department to collaborate on contract and agreement creation and to manage simple approval processes. After all documents have been approved, Archive Services for SharePoint can be used to transfer the documents into OnBase, to be routed through Workflow for processing and to automate future contract renewal processes.

DESIGN

1. Microsoft SharePoint is leveraged for team collaboration and individual document creation. 2. Documents are automatically or interactively transferred from SharePoint into OnBase. 3. Using OnBase, a records manager can centrally access sets of related documents that have been automatically correlated from

multiple sources, including SharePoint content. 4. OnBase Workflow can be utilized to centrally manage sets of automatically correlated documents through complex business

processes. 5. Even though a SharePoint document may have been moved to the OnBase repository, it can still be retrieved by users through

SharePoint from its original document library location, and can even allow SharePoint users to interact with OnBase Workflow.

KEY FEATURES

• Three archive methods that provide an advanced, flexible set of options for ad hoc, scheduled and event driven archiving.

• Rules configuration allows conditions to optimize both scheduled and event archive methods to ensure the right content is archived at the right time.

• Automatic Indexing is easily accomplished by allowing SharePoint metadata to be mapped to OnBase Document Type Keywords.

• OnBase Viewer for SharePoint that allows retrieval of content archived and removed from SharePoint to be accessed directly from its original SharePoint Document Library, and optionally provides SharePoint users access to OnBase Workflow.

INTERFACE

Ad-hoc, single-click archiving from the SharePoint Document Library menu.

Documents transferred into OnBase and removed from SharePoint can still be accessed from their original

SharePoint Document Library location using the OnBase Viewer for SharePoint with an embedded Workflow panel option.

PRODUCT OVERVIEW

Content Connector for Microsoft SharePoint 9.0

SUMMARY

The Content Connector for Microsoft SharePoint automatically links documents batch processed into OnBase to related items and records managed in SharePoint, providing users with immediate access to all of the content they need from within their familiar SharePoint environment. Based upon rules defined by a SharePoint site owner, relevant OnBase content is made accessible as item list attachments and document library items.

KEY BENEFITS

• Provides a high volume scanning and capture solution for SharePoint that complement its native capabilities.

• Leverages investments by integrating these enterprise solutions, to take advantage of the strengths of each.

• Promotes worker efficiency, providing SharePoint users with instant, self-service access to related content in OnBase.

• Immediate, out-of-the-box solution easily deployed without the burden or cost of custom development.

• Easy public and remote access to OnBase content and functionality through SharePoint, without costly end-user training.

BUSINESS APPLICATION

• Project management and procurement: Organizations using SharePoint to collaborate on and manage projects can now have any project-related content, batch processed in OnBase, linked to relevant document libraries and item lists managed in SharePoint. For example, based upon filtering rules, such as matching project numbers, links to purchase orders, vendor invoices and COLD financial reports can be automatically posted to items and records. This provides users with self-service access to a complete set of all project-related content regardless of where it is stored.

DESIGN

1. High volume batches of paper documents are scanned and processed into OnBase. 2. High volume batches of electronic documents are imported into OnBase via any batch-based import processer including

COLD/ERM, DIP, and the XML Tag Processor. 3. In SharePoint, users can point-and-click configure rules and actions to subscribe to content batches processed into OnBase. 4. OnBase automatically posts hyperlinks to relevant item lists, records and document libraries in SharePoint. 5. Documents are easily retrieved by SharePoint users via hyperlinks, and optionally allow users to interact with OnBase Workflow.

KEY FEATURES

• Automatic Indexing – SharePoint content types and column metadata are respectively mapped to OnBase document types and keywords, allowing the index values to be populated in SharePoint upon the posting of OnBase document hyperlinks.

• Rules configuration allows users to apply conditions to subscribe to any OnBase batch processed documents from any SharePoint item list or document library.

• OnBase Viewer for SharePoint provides SharePoint users access to OnBase standard toolbars and right-click menu functions, and can optionally display relevant Workflow tasks with Related Documents folders.

INTERFACE

OnBase Viewer for Microsoft SharePoint with document information and optional Workflow panels displayed.

Point-and-click OnBase configuration through SharePoint allows easy mapping of

SharePoint Content Types and column fields to OnBase Document Types and Keywords.

PRODUCT OVERVIEW

Integration for Microsoft Search 9.0

SUMMARY

The OnBase Integration for Microsoft Search enables OnBase content to be indexed and searched directly within Microsoft Office SharePoint Server (MOSS) 2007 or Microsoft Search Server 2008 products. As users perform searches, results are returned in a single relevance ranked list, regardless of whether the content resides in Microsoft SharePoint, OnBase or other enterprise repositories.

KEY BENEFITS

• Leverages investments by integrating these enterprise solutions.

• Promotes worker efficiency, providing non-OnBase users with self-service access to OnBase content.

• Immediate, out-of-the-box solution easily deployed without the burden or cost of custom development.

• Public and remote access to OnBase content through SharePoint extranets, without costly training.

BUSINESS APPLICATION

• Information/knowledge worker research: Users of Microsoft Search products whose primary job responsibilities require thorough research of available information are provided with easy access to OnBase content, combined with content stored in designated Web sites, file shares and secondary repositories.

• e-discovery: Should the need for e-discovery arise within an organization, litigation support workers can easily locate all relevant electronic content, including OnBase content, using a single search solution, regardless of where the content is stored.

DESIGN

1. Based on configured settings, the Microsoft Index Server crawls OnBase and copies keywords and full text index information for

documents designated to be included in Microsoft searches. 2. Users performing Microsoft enterprise searches receive a relevance ranked results list that may include content stored in

OnBase, SharePoint or other third party repositories. 3. When an end user selects an OnBase document from the search results list, Web Server DocPop is used to open the requested

document.

KEY FEATURES

• Search Adapter Web Part, allows designated SharePoint users to schedule full and incremental crawls of the OnBase database. It also allows ad hoc crawls to be started by users at will.

• Three methods of designating OnBase documents to be indexed and searched: o Workflow action o Archive Services option o Document Type and Document Type Group levels

• Flexible search options allowing OnBase content to be searched using full text and/or keyword searches.

• OnBase Viewer for SharePoint that allows retrieval of content archived and removed from SharePoint to be accessed from directly from its original SharePoint Document Library, and optionally provides SharePoint users access to OnBase Workflow.

INTERFACE

The OnBase Search Adapter Web Part can be placed on any SharePoint Web page to provide

easy access to index scheduling with full and incremental crawling options.

The OnBase Viewer for SharePoint is used to present documents stored in OnBase, but located using Microsoft enterprise search solutions. Optionally, access to Workflow functionality can be activated.

PRODUCT OVERVIEW

Web Parts for Microsoft SharePoint 9.0

SUMMARY

The Web Parts for Microsoft SharePoint module allows OnBase users to search, retrieve, view and interact with the OnBase content, automated business processes and functionality they need to perform their day-to-day job responsibilities from within their familiar SharePoint environment.

KEY BENEFITS

• Leverages investments made in both OnBase and SharePoint solutions.

• Promotes efficiency by consolidating these enterprise solutions to a single interface and reducing the need for—and the costs associated with—end user training and support.

• Public and remote access to OnBase content and workflows through SharePoint extranets.

• Deployment flexibility with a wide array of Web Parts that support both SharePoint and OnBase permission-based access.

• Immediate, out-of-the-box access allowing business users to extend OnBase content and functionality into SharePoint team and executive dashboard sites without any custom development.

BUSINESS APPLICATION

• Occasional and beginner users: enables easy access to multiple Workflow queues, standard query results and other regularly accessed content through familiar SharePoint Web pages.

• Interface consolidation: users who need access to OnBase and SharePoint content can view and access both through a single interface, eliminating the need to log into multiple applications.

• Remote and Traveling staff: allows remote self-service access for traveling staff with minimal training.

• Outsourcing: allows outsourced departments’ employees to view documents and interact real-time with workflows and processes via familiar SharePoint Web pages.

DESIGN

OnBase Web Parts are easily installed to the SharePoint server. When SharePoint pages that contain OnBase Web Parts are requested, the SharePoint server communicates

with OnBase Web Server as needed, and serves back to the browser the OnBase components and content requested.

KEY FEATURES

• OnBase Web Parts extend various modules and functionality including: Business Process Monitoring (BAM), Custom Query, Document Knowledge Transfer (DKT), E-Forms, Envelopes, File Upload, Foldering, Workflow, and WorkView.

• Easy deployment without the need for custom development.

• Utilizes NT Authentication or SharePoint Single Sign-On to provide a seamless user experience.

• Simple point-and-click configuration of OnBase Web Parts.

INTERFACE

An Accounting Solution extended with OnBase Web Parts to a SharePoint Web page.

A Human Resources solution extended with OnBase Web Parts to a SharePoint Web page.

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©2009 Hyland Software, Inc. All rights reserved. Trademarks are the properties of their respective owners.