Introduction to Workflow

Lab Workbook

Hyland Software, Inc.

28500 Clemens Road
Westlake, Ohio 44145

P: (440) 788-5000
F: (440) 788-5100

Copyright Hyland Software, Inc. | 1

OnBase 17
© Hyland Software, Inc.
All rights reserved.

v. 7102.21.90.CP2300

Information in this document is subject to change without notice and does not represent a commitment on the part of Hyland Software,
Inc. The information provided in this document is provided to you under a license agreement or nondisclosure agreement and may be
used or disclosed only according to the terms such agreement. Any other use or disclosure is strictly prohibited. All data, names, and
formats used in this document’s examples are fictitious unless noted otherwise. This document may reference websites operated by third
parties. In such case, Hyland has no control or liability for the content of such third party websites. The inclusion of such link shall not
constitute an endorsement or affiliation with such third party website; the reference is provided for information purposes only. Should you
have any questions pertaining to discrepancies in this document, please contact Hyland Software, Inc.

The software described in this document is furnished only under a license agreement and may be used only in accordance with the
terms of such agreement. It is against the law to copy the software except as specifically allowed in the license agreement or without
the expressed written consent of Hyland Software, Inc. Any unauthorized duplication or use of the software or its corresponding
documentation is forbidden.

OnBase®, AnyDoc®, and Hyland Software® are registered trademarks of Hyland Software, Inc. in the United States and many other
countries. All other products names are registered trademarks or trademarks of their respective companies.

Copyright Hyland Software, Inc. | 2

TABLE OF CONTENTS
Section 0 Introduction to Workflow ................................................................................................................................... 7
Resources........................................................................................................................................................................ 8
What is Workflow? ....................................................................................................................................................... 10
ACTIVITY Identify Workflow Opportunities .............................................................................................................. 11
Introduction to Workflow Summary ............................................................................................................................ 12
Section 1 Workflow Essentials........................................................................................................................................ 13
Workflow Terms ........................................................................................................................................................... 14
ACTIVITY Define Common Workflow Terminology .................................................................................................. 14
ACTIVITY Label the Components ............................................................................................................................. 15
Workflow Environment, Architecture and Interface ................................................................................................... 16
Workflow Environment ............................................................................................................................................ 16
Architecture .............................................................................................................................................................. 17
Interface ................................................................................................................................................................... 20
Choosing Logic for my Workflow? ............................................................................... Error! Bookmark not defined.
LAB HR – Recruiter’s Process ................................................................................................................................. 22
ACTIVITY Identify the Rule or Action ........................................................................................................................ 23
How do documents get added to workflow? .......................................................................................................... 24
Workflow Essentials Summary.................................................................................................................................... 26
Solutions for Workflow Essentials .............................................................................................................................. 27
Section 2 System Administration - Timers ..................................................................................................................... 31
Timers ........................................................................................................................................................................... 32
ACTIVITY Configure Workflow Timer Service .......................................................................................................... 34
Unity Scheduler ............................................................................................................................................................ 35
Unity Scheduler Installation .................................................................................................................................... 35
Configuring a Workflow Timer for the Unity Scheduler .......................................................................................... 35
Schedule Options ..................................................................................................................................................... 36
Timers Review .................................................................................................................................................................. 37
Section 3 Administration - Troubleshooting ................................................................................................................... 39
Workflow Doctor........................................................................................................................................................... 40
Workflow Trace and Diagnostics Console .................................................................................................................. 41
Workflow History .......................................................................................................................................................... 43
Troubleshooting Review .............................................................................................................................................. 45
Section 4 Working With Related Documents ................................................................................................................. 47
Portfolio Relationship .................................................................................................................................................. 50
Configure a Portfolio Relation ................................................................................................................................. 50
Extra Practice ........................................................................................................................................................... 50

Copyright Hyland Software, Inc. | 3

 Core Workflow Folders................................................................................................................................................. 51
Section 5 Improving the User Interface ......................................................................................................................... 53
Folders/Portfolio Types ............................................................................................................................................... 54
LAB HR – Supporting Documents ........................................................................................................................... 55
Assign the Folder to the Life Cycle (Core Based) ................................................................................................... 55
Unity Life Cycle ......................................................................................................................................................... 56
LAB Folder Templates .............................................................................................................................................. 57
User Forms ................................................................................................................................................................... 58
Inbox Filters .................................................................................................................................................................. 59
Queue Options ............................................................................................................................................................. 60
User Interface Review.............................................................................................................................................. 61
Section 6 LAB: HR Solution Updates .............................................................................................................................. 63
LAB HR – Recruiter’s Process, Modifications ........................................................................................................ 64
Additional Practice ....................................................................................................................................................... 65
Lab 2 Summary ............................................................................................................................................................ 67
Solutions for Folders/Portfolios, Timers and Troubleshooting ................................................................................. 68
Section 7 Security............................................................................................................................................................ 69
Workflow Security ........................................................................................................................................................ 70
ACTIVITY Discovery Questions ................................................................................................................................. 70
Security FAQs ............................................................................................................................................................... 71
Section 8 Solution Migration .......................................................................................................................................... 75
Strategy ........................................................................................................................................................................ 76
System Migration Strategy ...................................................................................................................................... 76
Workflow Import Export ............................................................................................................................................... 77
ACTIVITY OnBase Studio Configuration Imports .................................................................................................... 78
Section 9 Workflow Notifications.................................................................................................................................... 83
Strategy ........................................................................................................................................................................ 84
Configuring Notifications ............................................................................................................................................. 85
Distribution Service ..................................................................................................................................................... 86
Section 10 LAB 3: AR Check Processing ........................................................................................................................ 87
LAB AR – Check Processing .................................................................................................................................... 88
Additional Practice ....................................................................................................................................................... 89
Solution for AR Check Processing............................................................................................................................... 90
Section 11 Forms ............................................................................................................................................................ 91
ACTIVITY Memory Map ............................................................................................................................................. 92
Unity Forms .................................................................................................................................................................. 93
E-Forms and Virtual Forms .......................................................................................................................................... 94

Copyright Hyland Software, Inc. | 4

Section 12 Lab 4 – Project Mangagement Changes .................................................................................................... 97
LAB PM – Project Change Requests ....................................................................................................................... 98
Forms Summary ........................................................................................................................................................... 99
Section 13 Load Balancing, Workflow Administration and Workflow Projects .......................................................... 101
Load Balancing .......................................................................................................................................................... 102
ACTIVITY Types of Load Balancing ........................................................................................................................ 102
Load Balancing Configuration ............................................................................................................................... 103
Workflow Administration ........................................................................................................................................... 105
Workflow Projects ...................................................................................................................................................... 106
Designing a Basic Solution........................................................................................................................................ 107
Essential Steps to Building a Solution .................................................................................................................. 107
ACTIVITY Workflow Item Generator ....................................................................................................................... 108
ACTIVITY Create Documentation ........................................................................................................................... 109
Load Balancing, Workflow Administration and Workflow Projects Summary ........................................................ 110
Solutions for Load Balancing, Workflow Administration and Workflow Projects ................................................... 111
Section 14 Appendix ..................................................................................................................................................... 113
Configuring the Application Server ........................................................................................................................... 114
Multiple Life Cycles .................................................................................................................................................... 116
Test System ................................................................................................................................................................ 117

Copyright Hyland Software, Inc. | 5

Copyright Hyland Software, Inc. | 6
Section 0
INTRODUCTION TO WORKFLOW
Welcome to Introduction to Workflow. As a new Workflow Administrator, Resources - 0.1
you will have many questions from what logic should you use to how you Familiarize yourself with the
can improve an existing business process with Workflow. This section will resources available to help you with
define the different resources you can leverage during this course and your Workflow solution.
when you are on the job to help configure, modify and enhance your
What is Workflow - 0.2
Workflow solution.
Workflow is a transactional content
management and electronic routing
Throughout the course consider your OnBase solution and your business system that enables organizations to
model to identify opportunities to implement Workflow solutions. process work faster and more
efficiently.
Upon completing this section, you will be able to:

 Identify a list of action items based on course content that

you can implement in your organization
 Find the online resources available to OnBase users
 Explain how Workflow can be applied to a current business
process and how it can benefit your organization

Copyright Hyland Software, Inc. | 7

 Introduction to Workflow - 0.1
RESOURCES
Before you get started, please take a moment to familiarize yourself with the resources available to help you now
and in the future.

OnBase Community - https://www.OnBase.com/community

 Module Reference Guides (MRGs) – These guides are instruction manuals that primarily document usage,
installation, and configuration of OnBase products and technologies. They can be found under Product,
Technical, and the My OnBase tabs within the OnBase Community. All Module Reference Guides are
formatted as Adobe PDF files and are full text searchable. Here are the recommended Module Reference
Guides to keep on hand for Workflow professionals:

o AutoFill Keywords o Hyland Distribution Service

o Diagnostics Service and Diagnostics o System Administration
Console o Unity Forms
o E-Forms o Workflow
o Folders o Workflow Timer Service

 Q&A – Have you ever wanted to discuss a solution and reach out to other OnBase professionals with
questions? Well, you can. The Q&As on the OnBase Community Product pages include conversations by
end users, resellers, and Hyland employees (Development, QA, Tech Support, Services, etc). This is rapidly
becoming one of the greatest repositories of OnBase knowledge in existence. The Q&As are also
completely searchable.

Hyland Training – https://training.onbase.com

 Certifications – This section contains all the steps and links to complete your OnBase professional
certifications.
 Web Based Training – This section includes common OnBase questions, answers, solutions, and other
highly valuable information. Recommended series for Workflow professionals:
o Workflow and OnBase Studio
o Introduction to Workflow
 Quick Look – Designed to provide immediate information critical to the continued success of your OnBase
solution, these mini-series consist of small “five minute bits” focusing on individual processes and single
user interactions. A new Quick Look is launched every week, so you’re guaranteed to discover one that
speaks directly to your OnBase solution. Recommended Quick Looks for Workflow professionals:
o Unity Forms
o Troubleshooting

Copyright Hyland Software, Inc. | 8

 Courses – Here you can access content related to the class you are currently taking. This includes the
class workbook, homework assignments, and downloadable extras:
https://training.onbase.com/en/courses/instructor-led/course?cid=I0099
 Premium – Premium Subscription is a library of online courses covering technical and business topics.
Once purchased anyone in the organization can access these courses, including those focused on
Workflow, for a full year: https://training.onbase.com/en/courses/premium

Copyright Hyland Software, Inc. | 9

 Introduction to Workflow - 0.2
WHAT IS WORKFLOW?
An OnBase Workflow solution is made up of one or more configurable Life Cycles, consisting of Queues that contain Rules and
Actions executed through user interaction or performed automatically as System Work. All Document Types regardless of file
format, WorkView data objects, and Records Management folders are eligible. Pre-defined routing, along with related
documents and data, ensures processes are consistently followed. Workflow Life Cycles show real time document and
process status, while historical data is also available for reporting and display.

Copyright Hyland Software, Inc. | 10

 ACTIVITY
IDENTIFY WORKFLOW OPPORTUNITIES
Review pages 1-3, Applications, of the Workflow Module Reference Guide. This section provides examples of five
common applications that utilize Workflow. Many of these applications may seem familiar to you. Think about how
you can apply Workflow in your organization and answer the questions below.

Resources
 Workflow Module Reference Guide
 Workflow Product page (for further examples of Workflow success stories, to the right side of the page
under Download Resources, look for Case Studies):
https://www.onbase.com/community/onbase_product_communities/workflow_product_page/

Workflow Product Page: Review Tabs

How many pre-defined rules and actions are there?

List 3 benefits of Workflow.

Workflow Module Reference Guide: Review Applications

What will you or your organization need to do?

Consider departments within your organization and then specific business processes within each department. Identify
processes you know that could be improved by automating the document routing process.

Share your ideas with your classmates.

Is anyone else working on the same business process? Is it the same industry?

The Vertical OnBase Group of User Experts, also known as VOGUE, is a good resource for identifying peers who are
in the same vertical as you and who may be able to provide industry-specific solution advice.
https://www.onbase.com/community/usergroup/

Copyright Hyland Software, Inc. | 11

INTRODUCTION TO WORKFLOW SUMMARY
With a basic understanding of Workflow and knowledge of the resources available to all OnBase professionals you
have the foundation needed to start designing and developing Workflow solutions.

At this point in the course you should be able to:

 Provide a basic definition of Workflow

 Navigate the resources available to you related to Workflow
 Identify departments and processes within your company that would benefit from incorporating a
Workflow solution

Copyright Hyland Software, Inc. | 12

Section 1
WORKFLOW ESSENTIALS
While OnBase Workflow provides an expansive toolset for crafting Workflow Terms - 1.1
business solutions, it is grounded in basic elements. Through a rich Workflow includes its own unique
understanding of these elements, the true flexibility and adaptability of terminology and building blocks. This
not only the Workflow component, but also the OnBase solution can be section will define Workflow terms
better understood. used throughout the class as well as
describe how they interact with one
another.
This section will guide you through the fundamental concepts, elements,
and constraints of a Workflow solution. These elements are tied to the Workflow Environment,
familiar OnBase architecture that you already know. That knowledge will Architecture and Interface - 1.2
help you visualize the potential of your Workflow solutions. Access to Workflow will vary based
on the environment. This section will
As part of this foundation, you will explore the terminology commonly explore the various options, when
used when discussing Workflow solutions, the underlying architecture they are used, and how Workflow fits
and how it comes into play when crafting solutions, as well as the basic into the OnBase architecture.
starting point for designing a Workflow solution.
Designing a Basic Solution - 1.3
Upon completing this section, you will be able to: This section describes the steps to
create a simple Workflow solution
and the common considerations.
 Define common Workflow terminology
 Differentiate between the different OnBase Clients and
determine which OnBase Client will work best for your
OnBase solution
 Configure a basic Workflow solution

Copyright Hyland Software, Inc. | 13

 Workflow Essentials - 1.1
WORKFLOW TERMS

ACTIVITY
DEFINE COMMON WORKFLOW TERMINOLOGY
Use the resources listed below to define the Workflow terminology.

Resources
 Workflow Module Reference Guide

Term Definition
A(n) ______ represents a step within a business process. It contains lists of tasks that are executed on
the items within the queue.

A(n) ______ refers to the path an item can take from one queue in a life cycle to another queue.

Essentially, a(n) ______consists of a series of queues, transitions, actions and rules that represents
and solves a specific business issue or process. Each step of the process is represented by queues.

A(n) ______ represents a decision in the business process. It can evaluate to true or false and this
determines what tasks are performed on the item being routed through Workflow. Below are examples:
 “Is the purchase order amount over $10,000?"
 "Does the employee acknowledge and agree with the performance review?"
A(n) ______ is a task or process performed within the life cycle. Below are examples:
 Moving a document to another queue
 Adding a keyword to a document
 Deleting a document from a life cycle
A(n) ______is a series of actions and rules that are executed with respect to an item in a queue, or the
current item in OnBase.

______is a rule, action or task list, created for a queue that is executed as soon as an item enters that
queue. It is always performed first, before user work or any other tasks.

A(n) ______is a task list containing actions and rules that a user can choose to perform in a client. For
example, an end-user clicks an Approved button within a queue to approve a document.

A(n) ______ triggers a rule, action or task list at a specific point in time.

A ______ is the OnBase environment. Studio can connect to this database through the Application
Server or a Direct ODBC.

______can route not only documents, but WorkView objects, Managed Folders, Plan Review Projects,
and Agenda Manager items. It also allow you to utilize ownership functionality in queues and portfolios.

Copyright Hyland Software, Inc. | 14

 ACTIVITY
LABEL THE COMPONENTS
Identify the Workflow components illustrated in the image.

Resources
 Activity – Define the Workflow Terminology

1. ________________________________________
OnBaseDEV – MANAGER

2. ________________________________________
WF1 Demo AP – Packing Slips Approval

3. ________________________________________
AP – Verification

4. ________________________________________
Is Amount > $15,000?

5. ________________________________________
Transition to AP – Manager Review

6. ________________________________________
Update Keywords

Copyright Hyland Software, Inc. | 15

 Workflow Essentials - 1.2
WORKFLOW ENVIRONMENT, ARCHITECTURE AND
INTERFACE
Users, administrators, and developers may access Workflow in various ways. While there are similarities, each
interface provides different features and functionality. This section will explore the available Workflow
environments.

WORKFLOW ENVIRONMENT
Administration and Configuration
The tool used to build, configure, and administer Workflow solutions in OnBase 14 and beyond is called OnBase
Studio.

OnBase Studio

In systems running OnBase 11 or older, Workflow solutions were built using Workflow
Configuration, a component of OnBase Configuration.

When a life cycle is initially being created, some functionality such as the creation of document types and keyword
types must be completed in OnBase Configuration.

When meeting with key stakeholders to discuss the solution and discuss a high level design, OnBase Studio will
provide a visually appealing and understandable platform for review.

Copyright Hyland Software, Inc. | 16

ARCHITECTURE
What does the server architecture of an OnBase Workflow solution look like?

OnBase Workflow Architecture

The OnBase Core Architecture (OnBase Version 8+) utilizes the OnBase Application Server for Workflow
connectivity. The OnBase Application Server does most of the Workflow processing. Review the following diagrams
with your instructor. Do you see a common theme?

Many organizations now use the Unity Client as the primary Workflow Interface for end users. In addition,
Application Enabler and Office Integrations (Outlook) also use this same layout. Optionally, for high security
solutions the Web Server can be used as a Proxy.

Copyright Hyland Software, Inc. | 17

The original OnBase Client, sometimes called Thick Client, still accesses the Database and Disk Groups directly.
During the release of OnBase 8, the Application server started to handle most of the Workflow processing for
OnBase Client Users. When you open the OnBase Client and click on the Workflow Button, you may see the
message “Connecting to Application Server”. The configuration for this is located in OnBase Configuration
>Utils>Application Server.

Copyright Hyland Software, Inc. | 18

The Web Client uses the same underlying architecture as the Unity Client. The key difference is that a Presentation
Layer is added with the Web Server. An advantage to this setup is that little or no software will be required to be
installed at the end users’ workstations.

This architecture is similar with Mobile Solutions. Simply substitute a Mobile Broker Server for the Web Server and
a Mobile Device for the Workstation.

Copyright Hyland Software, Inc. | 19

INTERFACE: SELECTING A CLIENT
Based on your organization’s needs, you may use one or a combination of Clients. It is common for one
department to access Workflow using one Client while another department is using another.

In some cases, all Clients may be used in support of a solution. In others, organizations standardize on one Client.
Understanding how the Clients function as well as experiencing Workflow in each is critical to selecting the correct
Client for each user group.

OnBase Client OnBase Web Client Unity Client

The OnBase Client provides The Web Client connects through The Unity Client combines
access to legacy as well as the OnBase Web Server to functionality of the OnBase
the Core UI Workflow access Workflow. The OnBase Client with the performance
architectures. In some cases, this Client Web Client provides either ActiveX or of the Web Client. Additionally, the
can be run in server-only mode to HTML-only access to OnBase functionality OnBase Unity Client provides
support legacy components of a and Workflow. This Client supports Unity extended functionality that does not
Workflow solution. This Client does not Forms. exist in either Client. This client
support Unity Forms. supports Unity Forms.

Why use the OnBase Client? Why use the OnBase Web Client? Why use the Unity Client?
For legacy Workflow solutions or those It is considered the lightest in terms of The Unity UI is more streamlined and
users who need functionality unique to deployment and supports the Mac OS. In exposes options as needed. When
the Client in order to accomplish their cases where a common platform is dealing with less technical users, this
work, the OnBase Client may be the required between operating systems, or may be the right option. Additionally,
best option. It is also the Client of the workstations are substantially locked because of the design, the Unity
choice for quick testing of Workflow down from a security perspective, this is Client is also a consideration for both
solutions because it can be easily the Client of choice. Additionally, this is local as well as remote network
configured to access a different data one of the two Clients to consider when connections. Some Workflow
source and Application Server. working in a WAN or VPN environment. functionality is only available in the
Unity Client.

OnBase Office Client Mobile Client

The mobile client allows devices

The Office Integration Client such as IPhone, IPad, Android
runs on the Unity Client Phones and Tablets, as well as
Platform and has most of the MS Windows Tablets and Phones to
advantages of the Unity Client. connect to the OnBase Workflow solution.

Why use the OnBase Office Client? Why use the Mobile Client ?

If you find that users spend most of With more and more of the technical
their day in tools like MS Word or workforce working remote it makes
Outlook, you can bring your for a very good business case to bring
Workflow to that interface in an Workflow to the devices that enable this
almost seamless integration. Users type of contributor.
can execute Workflow Tasks directly
from the document or email.

Copyright Hyland Software, Inc. | 20

The best way is to first divide the list and then select from a smaller collection.

1. Determine if you need a rule or an action:

Write out the business process as if you were giving someone instructions. Again, questions indicate rules,
directions indicate actions.

2. Determine the object type that you are working with. Among rules and actions there are various types that
work at specific levels of OnBase objects:

o Document Category
o Keyword Category
o Property Category
o System Category

3. Does the work need to be done to the current document(called primary) or does it have to be done to a
related document being stored in OnBase?

There are many rules and actions that allow you, without having to add every document in the system to
Workflow, to retrieve related documents from OnBase (via matching keywords, folders, properties, etc.)
and use other Workflow rules and actions against the secondary document.

4. Use the Module Reference Guide, Hyland Community, and (in rare cases) your first line of support to
determine the specific rule or action, in the specific sub category that seems to fit best. In the back of the
guide you will find a complete list and description of all rules and actions.

Copyright Hyland Software, Inc. | 21

 LAB
HR – RECRUITER’S PROCESS
In this lab, you will create a new life cycle for Human Resources. Before you can begin configuring in Workflow,
prepare a diagram of the business process based on the scenario below. Your diagram should consist of queues
and transitions. As a group we will discuss the rules and actions that are needed for each queue.

Resources
 The following LAB FILES are needed:
C:\workflow\ResumesDIP Process)

Currently, Hyland Hospital’s employment recruiters add notes to resumes that identify potential candidates. They
then retrieve resumes in the document retrieval dialog using a note search. This is cumbersome and does not
provide them with a way to filter those resumes where an interview has already been scheduled. They have
requested that we create a Workflow process for the HR Recruiters based on the following discovery.

Configure the life cycle, queues and logic to meet the following requirements:

 Resumes are processed into OnBase using DIP and then sent to the recruiter for review
 The recruiter decides if the applicant should be interviewed
 If the recruiter decides that the applicant is qualified, the resume is sent to the appropriate manager.
 The HR Manager wants to review resumes before assigning the HR Staff to contact the applicant;
however, the HR Manager does not review resumes for IT positions. The IT Manager reviews resumes
for anyone applying for an IT position.
 If the recruiter, HR Manager or IT Manager decide that the applicant should not be interviewed, the
resume is removed from the life cycle
 The HR Manager or IT Manager review the resume and decide whether or not the applicant should be
contacted for an interview
 The recruiter monitors the Approved Resumes queue. A message should display to prompt the
recruiter to call the applicant
 Once the interview is scheduled, the resume is removed from the recruiter’s life cycle.

Tips and Tricks

1. Flowchart out the Business Process before you build

2. Save/Test Early and Save/Test Often

3. Fill out Help Text and Documentation (properties window)

4. Reset the Cache!

Copyright Hyland Software, Inc. | 22

 ACTIVITY
IDENTIFY THE RULE OR ACTION
Determine what Workflow rules or actions are required to meet business needs in the following scenarios. For
some examples, a single rule or action will work perfectly; however other answers may require a combination.

Resources
 Workflow Module Reference Guide: Configuration Module Actions Descriptions

1. You would like to receive an E-mail when a specific document is brought into OnBase.

2. You receive many checks as part of a loan payment process and need to separate these checks based on the
amount.

3. In your HR Department, every time a new employee is hired, you want to create an employee record. This can be
a paper document, web form, or database object.

4. Every time your business process completes, you need to permanently delete the document from OnBase to
protect customer privacy.

5. You recently created a new document type for your OnBase system. End users are curious if you can copy some
of the customer data from documents that already exist in your system and add them to the new document type.

6. As part of your Accounts Payable business process, when a Request for Payment form is submitted, you cannot
make a payment unless you have an invoice document in OnBase. Is there a way to automatically verify that you
have invoices?

Copyright Hyland Software, Inc. | 23

HOW DO DOCUMENTS GET ADDED TO WORKFLOW?
Before the logic can be applied to a document, that document must exist in a Queue. Depending upon the
process there are a few ways to add documents to a life cycle:
 Assign the Document Type to the Life Cycle either in OnBase Studio and/or Document Type configuration.
If the Document Type is assigned to an import process such as DIP, COLD, and/or Document Imaging, the
process also needs to be configured to add the documents to Workflow.
 Configuring a Workflow Action to add a Document to a Life Cycle

Assign the Document to the Life Cycle

When a document is assigned to a Life Cycle either within OnBase Studio or Document Type Configuration,
documents will be added to the Life Cycle and the initial Queue automatically. Below are the steps to assign the
Document Type to a Life Cycle

OnBase Studio

1. Highlight the Life Cycle

2. Select Documents from the Properties window
3. Select the Document Type
4. Click Add

Below are examples of ways to add documents to Workflow after the Document Type has been assigned to the
Life Cycle:

 Ad-Hoc import:
o Drag and drop
o File | Import [thick client]
o Upload [Unity and Web Clients])
 Documents created in OnBase such as Eforms, Unity Forms, or Doc Comp documents will be added
automatically after they are submitted or created.
 Administrative users can also access a right click menu option and “execute” workflow from:
o Standard Document Retrieval
o Custom Query results
o Folder interface

Batch Processing (DIP, COLD, Document Imaging)

Due to the volume of documents imported through Batch Processing, adding documents to workflow has different
behavior than the Ad Hoc method.

1. Assign the document to a life cycle either within Workflow or Document Type Configuration.
2. Select Add Documents to Workflow in one of the following Batch Processing options:
a. Configuration |Import | Cold\ERM | Settings | Options
b. Configuration |Import | Document Import Processor | Settings | Options
c. Configuration | Import | Scan Queues | Process Options | Batch Processing

Document Imaging adds documents to workflow during commit by default.

Copyright Hyland Software, Inc. | 24

 COLD or DIP Configuration Document Imaging

Workflow Action
Using the Workflow Action “Add Item to Other Life Cycle” will add documents to any Life Cycle. This can be
leveraged outside of Workflow through System Tasks or Ad-Hoc Tasks.

Note: Some modules require additional configuration. Access the Module Reference Guide
for the module you are configuring to learn how that particular module interacts with
workflow (e.g., Application Enabler, Workview, and Outlook Integration). Simply search for
the word Workflow to find the relevant information quickly.

Copyright Hyland Software, Inc. | 25

WORKFLOW ESSENTIALS SUMMARY
Congratulations, you have successfully created your first Workflow life cycle. Although each life cycle you will
create this week will increase in complexity, you will still utilize the fundamental skills you learned in this section.

Upon completing this section, you should be able to:

 Differentiate between a rule and action

 Define basic Workflow terminology
 Explain the differences between the Classic OnBase Client and OnBase Core architecture
 Design a basic Workflow solution

Copyright Hyland Software, Inc. | 26

SOLUTIONS FOR WORKFLOW ESSENTIALS
ACTIVITY – DEFINE COMMON WORKFLOW TERMINOLOGY

Term Definition
Queue A queue represents a step within a business process. It contains lists of tasks that are
executed on the items within the queue.

Transitions A transition refers to the path an item can take from one queue in a life cycle to another
queue.

Life Cycle Essentially, a life cycle consists of a series of queues, transitions, actions and rules that
represents and solves a specific business issue or process. Each step of the process is
represented by queues.

Rules A rule represents a decision in the business process. A rule can evaluate to true or false and
this determines what tasks are performed on the item being routed through Workflow. Below
are examples of rules:
 “Is the purchase order amount over $10,000?"
 "Does the employee acknowledge and agree with the performance review?"

Actions An action is a task or process performed within the life cycle. Below are examples of an action:
 Moving a document to another queue
 Adding a keyword to a document
 Deleting a document from a life cycle

Task List A task list is a series of actions and rules that are executed with respect to an item in a queue,
or the current item in OnBase.

System Work System Work is a rule, action or task list, created for a queue that is executed as soon as an
item enters that queue. System work is always performed first, before user work or any other
tasks.

Ad Hoc User Task An Ad Hoc User Task is a task list containing actions and rules that a user can choose to
perform in a client. For example, an end-user clicks an Approved button within a queue to
approve a document.

Timer Work A timer triggers a rule, action or task list at a specific point in time.

Repository The OnBase Environment. Studio can connect to this database through the Application Server
or a Direct ODBC.

Unity Life Cycle Unity Life Cycles can route not only documents, but WorkView objects, Managed Folders, Plan
Review Projects, and Agenda Manager items. Unity Life Cycles also allow you to utilize
ownership functionality in queues and portfolios.

Copyright Hyland Software, Inc. | 27

ACTIVITY - LABEL THE COMPONENTS

1. Repository
2. Life cycle
3. Queue
4. Rule
5. Action
6. Ad Hoc User Task

ACTIVITY - IDENTIFY THE RULE OR ACTION

1. You would like to receive an E-mail when a specific document is brought into OnBase.
Send Notification (Action)

2. You receive many checks as part of a loan payment process and need to separate these checks based on the
amount.
Check Keyword value (Rule) – Transition item (Action)

3. In your HR Department, every time a new employee is hired, you want to create an employee record. This can be
a paper document, web form, or database object.

Create New Form (Action) – Create Unity Form, license for Unity Forms required (Action), Compose Document,
license for Document Composition required (Action), Create WorkView Object from This Document (Action),
Create Autofill Record (Action)
4. Every time your business process completes, you need to permanently delete the document from OnBase to
protect customer privacy.
Delete Document (Action), or Purge Document (Action)
5. You recently created a new document type for my OnBase system. Your end users are curious if you can copy
some of the customer data from documents that already exist in your system because they don’t like to index
new documents.
Copy Keyword from Related Item (Action)
6. As part of your Accounts Payable business process, when a Request for Payment form is submitted, you cannot
make a payment unless you have an invoice document in OnBase. It takes you a long time to search for these. Is
there a way to automatically verify that you have invoices?
Related item Exists (Rule)

Copyright Hyland Software, Inc. | 28

LAB - HR – RECRUITER’S PROCESS

Results

After the HR Recruiter decides that the applicant should be interviewed.

Queue Documents Applicant Name

HR Manager 4 Kevin, Nicole, Sally, Curt
IT Manager 3 Vince, Vincent, Dan

* Password for each user is the user name. For example, Steve’s password is steve.

Copyright Hyland Software, Inc. | 29

ADDITIONAL PRACTICE
This answer follows the Cumulative Security model for OnBase Security. All users would be assigned the doc type:
SYS System Bitmaps (optional HR Resumes, HR Application).

Workflow including Folder Types

User Groups/Users Product Right Privileges
Ad Hoc User Tasks (lab 2)
HR Department: Client: Documents: Queues: HR Documents WF
Retrieve/View HR – Fix Keys, HR –
Steve, Holly, Bill Web Client (optional)
Duplicates, HR-
Folders:
Approved, HR – No
Retrieve/View
Interview
Client Based Products:
Ad Hoc User Tasks:
Workflow Restricted
Fix Keywords and
Resubmit
Delete Duplicate
HR Regular Group: Document Import Create
(Recruiters) Processor
Steve
HR Manager: Queues:
HR – HR Manager
Holly
Ad Hoc User Tasks
Reject Resume
Manager Approval

IT Manager: Client: Documents: Queues: HR Documents WF

Retrieve/View HR – IT Manager
Devon Web Client
(optional) Folders:
Retrieve/View
Client Based Products:
Workflow Restricted

HR VP (Lab 2): Queues:

HR – HR Manager
Bill
Ad Hoc User Tasks:
HR – VP

Copyright Hyland Software, Inc. | 30

Section 2
SYSTEM ADMINISTRATION - TIMERS
In the previous lab, you learned how to add a timer to your life cycle. In
this section we will see how to automate, monitor, and maintain timers. Core (Legacy) Timers - 2.1
The Workflow Timer Service can be
Upon completing this section, you will be able to: configured to execute timers for
multiple queues, across multiple life
cycles and data sources.
 Differentiate between Core and Unity Timers
Unity Scheduler Timers - 2.2
 Configure Workflow Timer Service Centralized, Multi Instanced, server
solution for running more complex
 Define 3 categories of Timers timer configurations
 Configure Unity Scheduler Service
 Utilize the Unity Timer Conversion Tool .

Copyright Hyland Software, Inc. | 31

 Timers Overview- 2.1
TIMERS
Up to this point in class, you have been executing your Workflow timers manually. Timers are powerful tools that
give you the ability to automate and loop Workflow processes. They are configured at the queue level. One or
multiple timers can be configured within a queue, which can trigger any number of rules or actions against
documents in that queue.

A separate service, called the Workflow Timer Service, needs to be installed and configured in order for the timers
to run automatically. The Workflow Timer Service monitors the OnBase database and executes the configured
timers.

Timers are often used to check the age of documents in a queue and are configured under Timers.

WARNING: Timers can add a great deal of system overhead to your Workflow solution. Be
very careful executing timers against large numbers of documents. Also, be careful of using
too many timers.

Beginning in OnBase 16, Unity Scheduler Timers are available to be configured. These timers are executed by the
Unity Scheduler Service as opposed to the Workflow Timer Service. In order to configure Legacy Timers that use
the Workflow Timer Service, you must select Legacy Timer from the Timer Type dropdown after creating a new
Timer.

Copyright Hyland Software, Inc. | 32

Core/Legacy Timer Service Types

Type Usage
At Certain Time Use this for daily or weekly execution – Runs at a
specific time – Use this timer for aging (EX: Review this
document in 30 days)

Every Runs on a configured interval (Days, Hours, Minutes) –

Start time dependent upon when the Timer Service is
started
After Use this timer to introduce a wait or pause in your
logic. EX: Wait 3 minutes then try something

Do not use this for aging (hold for 90 days)

Core/Legacy Timer Service Best Practices

 Aging Solutions – Use an At Certain Time timer in combination with the RULE: Check Date Keyword Value
 Leverage Execution Windows to control when server resource utilization should be increased or decreased

Core/Legacy questions

What happens if a timer is scheduled for a shorter time frame than the process? (EX: Timer is every 10 minutes,
Process takes 23 to complete)

When using multiple timers, will they execute in sequence or parallel?

What happens to a document/session when a timer runs (is it per document or batch)?

Copyright Hyland Software, Inc. | 33

 ACTIVITY
CONFIGURE WORKFLOW TIMER SERVICE
As your instructor walks you through the installation of the Workflow Timer Service, use the following table to add
your own notes.

Resources
 Workflow Timer Service Module Reference Guide

Steps Notes

Copyright Hyland Software, Inc. | 34

 Timers Overview- 2.2
UNITY SCHEDULER
UNITY SCHEDULER INSTALLATION
The Unity Scheduler Service has 3 parts. First, the Service Files must be installed. Next, a Service Instance has to
be created from a command line. Finally, the Unity Management Console needs to be installed to enable a
graphical user interface for configuration of timers.

1. The Unity Scheduler Service installer adds files to the Program Files X86\Hyland\Services

CONFIGURING A WORKFLOW TIMER FOR THE UNITY SCHEDULER

1. Start the Unity Management Console

2. Click ADD > Task Scheduler

3. Connect to the Application Server + Workflow Datasource

4. Right Click on Tasks and Select Task Group

5. Name the Task Group “Workflow”

6. Right Click on the Workflow Task Group and Select Create Task

7. Name the Task “HR – Initial Timer”

8. Set the Task Group = Workflow

9. Click Next

10. Select Workflow from the Type dropdown

11. Click Next

12. Select the HR Recruiter Life Cycle, HR Initial Queue, and The HR Initial Gatekeeper Timer

13. Click Next

14. Give MANAGER group rights to the Task List

15. Click Next

16. Click ADD > choose Interval

17. Set the Time to 5 minutes

18. Click Next, Next, Next, Finish

Copyright Hyland Software, Inc. | 35

SCHEDULE OPTIONS

There are increased schedule options when using the Unity Scheduler. In the past, with Legacy Core Timers, one
would have to leverage an Every Timer in combination with creative usage of rules and actions such as the Set
Property to Expression. New flexible options include:

 Monthly
 Monthly (Day-Relative)
 Annual
 Full Calendar

It is also possible to create custom schedules that can be reused amongst Unity Scheduler Tasks. This will save
Workflow Administrators time as they will no longer have to create duplicate schedules for different timers.

Copyright Hyland Software, Inc. | 36

TIMERS REVIEW
Consider the following questions…

1. What program has to be installed and configured to run Core (Legacy) Timers?

A) Diagnostics Console
B) Workflow Timer Service
C) Unity Scheduler
D) Timer Service

2. Which of the following options are not directly possible with Core Timers?

A) Hourly
B) Specific Day of the Week
C) Last Day of the Month
D) Every Minute

3. Which of the following are needed to leverage Unity Scheduler Timers? (select all that apply)

A) Unity Client
B) Unity Scheduler Service
C) Unity Scheduler Instance
D) Unity Management Console
E) Diagnostics Console
F) OnBase Client –SCHED
G) Timer Service
H) Workflow Timer Service

Copyright Hyland Software, Inc. | 37

ACTIVITY – WORKFLOW TIMER SERVICE

Steps Notes

Once the Workflow Timer Service is Installed it can be accessed from

the Start menu. On first run, the Service will not be running and will
need to be started, click yes.

To configure a timer, the machine the service is installed on needs an

ODBC connection to the OnBase database. Right-click on the DB name
to the left and select Configure.

Add the specific timers you want this server to run. You can add entire
life cycles or specific queues.

Do not forget to click the properties button to define the OnBase

Account that will run this specific timer. This is the account that will
appear in document history that this timer will execute.

Copyright Hyland Software, Inc. | 38

Section 3
ADMINISTRATION - TROUBLESHOOTING
Over time, your solution will require maintenance. This will be especially
true as business processes change. With each change comes the risk Workflow Doctor - 3.1
that some part of the process will cease to function. In this section we The Workflow Doctor is used to find
will learn how to use Workflow Doctor, Workflow Trace through the errors before using the solution
Diagnostics Service, and how to review Document History.
Diagnostics Console and Service -
Upon completing this section, you will be able to: 3.2
Workflow Trace is used to find run-
time issues
 Utilize and Configure Workflow Doctor
Document History - 3.3
 Enable Workflow Trace in three different clients and Run A transaction log is kept for all
Diagnostics Console documents. Another is kept for all
workflow interaction
 Use transaction logs to examine what occurred in the past

Copyright Hyland Software, Inc. | 39

 Troubleshooting – 3.1
WORKFLOW DOCTOR

Workflow features multiple tools for troubleshooting issues. Why use these tools? It is much faster than stepping
through each bit of Workflow logic one rule or action at a time.

 Workflow Doctor
This error/warning reporting tool is always running in OnBase Studio. OnBase Studio will also try to give
you a message pop-up for various Configuration issues.

Error/warning tool:

Pop-up from Step 1:

To execute Workflow Doctor manually in Classic Configuration, click the option from the Workflow menu.

Copyright Hyland Software, Inc. | 40

Troubleshooting – 3.2
WORKFLOW TRACE AND DIAGNOSTICS CONSOLE
 Diagnostics Console and Workflow Trace
Similar to OnBase verbose, Workflow can be set to deliver step-by-step feedback about everything it is
executing. This tool has two components.

o Enable the trace on a client machine in order to isolate the activity in Workflow. Depending upon
the client being used, this is enabled in different ways.

OnBase Client Add a “-WFTRACE” switch to the OnBase Client shortcut

Click the Trace button

Unity Client Update the obunity.exe.config file: C:\Program Files (x86)\Hyland\Unity Client
Change the line “<add key="enableWorkflowDebugTrace" value="false"/>” to true
Click the Developer tab and click the Enable Trace Messages button

Web Client Navigate to the Admin | Users layout in the Web Client

Click the Show Active Users button

Click an active user session and click the Enable Workflow Trace button

Copyright Hyland Software, Inc. | 41

o Open the Diagnostics Console (installed with the web/app servers):
Start |All Programs | Hyland | Diagnostics

Copyright Hyland Software, Inc. | 42

 Troubleshooting – 3.3
WORKFLOW HISTORY
All documents that enter a Workflow Lifecycle will track Queue Entry/Exit Times and the User that causes the
Workflow to execute. This history can be viewed from any client by retrieving a document, right clicking, and
selecting “History”. Look for the Workflow Queues Tab.

The tab labeled Workflow Transactions is populated any time a rule or action has been enabled for Logging. This is
done in OnBase Studio by selecting the rule or action and in the Properties Window clicking Log Execution. In
addition, the action “Custom Log Entry” can be used anywhere within the lifecycle to record log entries.

Copyright Hyland Software, Inc. | 43

TROUBLESHOOTING TIPS

Rule #1 – Did you reset the cache?

Documents not showing up in the Life Cycle:

 Document Type is not assigned to the Life Cycle
 Import process is not setup to add documents to the Workflow or initiate Workflow
 The initial queue is not assigned as the initial queue of the life cycle

Documents not showing up in a queue:

 Action to transition document to the queue is misconfigured
 A Workflow Inbox Filter is applied and is excluding the document(s)
 Load Balancing/Ownership is enabled and the document(s) is not assigned to the logged-in user

Timers not firing:

 Timer queues not assigned to a Workflow Timer Service or Unity Scheduler
 Workflow Timer Service/Unity Scheduler Service is not running

Rules and Actions not working correctly:

 Rules or actions are not configured or not completely configured
 Related document rules/actions do not have a query (portfolio relationship) configured

Do not have access to Workflow in the Client:

 Thick Client -Register the workstation for Workflow Admin | User Management | Workstation Registration
 Workflow Restricted Privilege not assigned to User Group

Cannot see queues or Life Cycles in the Client:

 Make sure the User Group has rights to the life cycles and queues
 Make sure the Workflow interface is set to show all five windows: Life Cycle, Document, User Interaction,
Work Folder and Document Viewer

Load Balancing doesn’t work:

 Make sure load balancing configuration is saved
 Load balancing only works on documents that enter the queue after it has been configured

Cannot see Ad Hoc Task icons in the Client:

 Make sure the Tasks Bar has been activated
 Make sure the user group has rights to the Ad Hoc Task
 Ad Hoc Task is being hidden by a Filter Rule

Copyright Hyland Software, Inc. | 44

TROUBLESHOOTING REVIEW
Consider the following questions…

1. What program has to be installed and configured to troubleshoot Workflow?

A) Diagnostics Console
B) Workflow Timer Service
C) Unity Scheduler
D) Timer Service

2. How is WF Debug Trace enabled in the Unity Client?

A) Contact your First Line of Support (FLOS)

B) Update the Obunity.exe.config file
C) Use the –WFTRACE Switch on the Unity Client Shortcut
D) Panic

Copyright Hyland Software, Inc. | 45

Copyright Hyland Software, Inc. | 46
Section 4
WORKING WITH RELATED DOCUMENTS
Workflow can interact with any document or object in the system. Thus
far we have only worked with documents that have been added to a life Portfolio Relationships - 4.1
cycle. There are a few terms such a Current, Primary, Related, and This method allows OnBase to Query
Secondary that are used throughout the Workflow Clients and Studio. We for documents
can leverage Portfolio Relationships and Workflow folders as queries to
find content in the system. This technology can be used to verify multiple Core Workflow Folders - 4.2
required documents, prevent duplicates, and update related content. Compare options available

Upon completing this section, you will be able to: .

 Configure a Portfolio Relationship

 Configure a Workflow Folder

Copyright Hyland Software, Inc. | 47

Two common terms used in the OnBase Workflow world are Primary (aka Current) and Related (aka Secondary)
documents. Consider the following business process descriptions:

“The Insurance Claims Life Cycle leverages the INS – Claim Form as its primary document. During the business
process we also need to interact with the related INS – Claims Photo and INS – Claims Policy.”

“Students apply to the university using the APP – Student Application Document (Scanned). In order to complete
the application process they also need to have uploaded an SREC – Transcript and FORM – Proof of Residency”

In both of these business stories, more than one document is part of the overall process. It may be tempting to
assign all of these to the same life cycle, but it is actually not necessary.

Primary or Current Secondary or Related

This describes a document that we assign to a This is any other document in the OnBase
Life Cycle, have rules and actions perform logic, system. It does not need to be added to
and then remove from the Life Cycle. Workflow in order to have logic executed on it.

Life Cycle

Copyright Hyland Software, Inc. | 48

Working with Related Documents
Most rules and actions have an option in the Properties window titled “Target” where you choose to have the logic
execute on the current (primary) or a related (secondary) document. The default is the Current document (it is in
the life cycle). Here is an example of a Rule that has had its target changed to Related (not in the life cycle):

This example is looking to see if a related document is currently in another Workflow Life Cycle. It is common for
some processes to be placed on hold until some secondary task completes. In order for Workflow to do work on a
related item, we need some way to search or query the system. There are a number of methods, dependent upon
life cycle type, available:

Unity Life Cycles (OnBase 12+) – Portfolio Relations

 By Folder
 By Doc Type and ANY Keyword, Property, or Constant
 By Document Handle or Object ID
 By WorkView Class/Filter/Object

Core (OnBase 8+) and Classic Life Cycles –

 By Folder
 By Doc Type and Matching Keyword Value
 By Document Handle

Copyright Hyland Software, Inc. | 49

 Relationships– 4.1
PORTFOLIO RELATIONSHIP
Portfolio Relationships are simply queries to the OnBase database. We are effectively telling workflow how to
search for and retrieve other documents to do work upon.
CONFIGURE A PORTFOLIO RELATION
1. Navigate to the Home tab and select Portfolio Relations

2. Select the appropriate Repository

3. Click Add

4. Name the Relationship you are creating HR – Employment Application Form by Social Security # and click Next

5. Select Documents as the content type for the primary and related items

6. Select <All> for the primary Document Type that this relation should apply to

Selecting <All> means that OnBase will attempt to find a related item regardless of the
document type that Workflow is currently executing on. If a specific document type was
selected (e.g., HR – Resume), OnBase will only attempt to find related items if the document
Workflow is executing on is an HR - Resume
7. Select the Document Type radio button and choose HR – Employment Application Form from the dropdown

8. Click Keyword Mappings

9. Highlight Social Security # and select Map

10. Select the Keyword Type radio button and select Social Security # from the dropdown

11. Click OK then Next

12. Click Finish

EXTRA PRACTICE
Create a Portfolio Relation for Accounting Solutions that will Find Invoices and Purchase orders by Invoice Number

Copyright Hyland Software, Inc. | 50

 Relationships– 4.2
CORE WORKFLOW FOLDERS

Configure a Workflow Folder

Folders can be configured in every OnBase Solution. Originally, they were used as an alternative to standard
Document Retrieval. In such cases, physical file cabinets are represented digitally. When it comes to Workflow, a
“Workflow Folder” is simply using a concept called Dynamic Documents. This is once again a Query to the
Database to retrieve documents. After the folder is configured it can be used in Core Life Cycles or as part of a
Portfolio Relationship in Unity Lifecycles.

1. Launch Configuration and navigate to Document | Folder Types

2. Right-click the left hand side where the folder names are listed. Select New
3. Name the folder HR Recruiter Supporting Documents and Save
4. Select the Workflow radio button on the Settings tab
5. Assign MANAGER and HR Regular Group User Groups on the User Groups tab
6. Assign the Social Security # keyword type on the Keyword Types tab
7. Assign the HR – Employment Application Form document type on the Dynamic tab
8. Assign the Social Security # keyword type when the Keywords window displays.
9. Save and then exit Folder Types

Copyright Hyland Software, Inc. | 51

Copyright Hyland Software, Inc. | 52
Section 5
IMPROVING THE USER INTERFACE
While the initial solution we built in the first lab works, it does not take
into account how the user will access and interact with the solution. In Folders/Portfolio Types - 5.1
this section we will discover a few techniques for improving the user Showing Related Items in the
interface. Folders and Portfolio Types can be leveraged to automatically Workflow Interface
search and display related documents. User Forms can be used for data
entry. Inbox Filters allow the workflow inbox, or document hit list, to be
searched and sorted. User Forms - 5.2
Temporary User Interface for Data
Entry
Upon completing this section, you will be able to:
Inbox Filters - 5.3
Custom Query to make the Inbox
 Configure a Portfolio Type to leverage a Portfolio Relationship Searchable
 Configure a User Form to enable Keyword and Property Data
Entry Queue Options - 5.4
Various options that change the way
 Configure an Inbox Filter (Custom Query) to limit the number the Inbox is displayed
of documents displayed in the hit list
.
 Explore Queue Options to change Client behavior

Copyright Hyland Software, Inc. | 53

 User Interface - 5.1
FOLDERS/PORTFOLIO TYPES

There is a window in all clients called Related Items. Its purpose is to retrieve and display related content
whenever a primary document is selected.

Core-based Lifecycles only use Folders. The folder has to be assigned at the queue level.

With the introduction of Unity Life Cycles in OnBase 12, you can also utilize Portfolio Types. These appear in the
same location as Work Folders, but differ in that they allow related objects such as WorkView records and
Managed Folders to be searched and displayed. Portfolio Types (user interface) require a Portfolio Relationships
(query) in order to display related work items.

In the following Example Screenshot – A Workflow Folder is being used to retrieve documents related to an Invoice
in the Life Cycle.

Copyright Hyland Software, Inc. | 54

 LAB
HR – SUPPORTING DOCUMENTS
In this lab, you will create a new folder structure based on your design from the previous Activity – Configure a
Workflow Folder.

As you observe the business process, you notice that the HR Recruiters are often accessing a folder from their
desktop. In a discussion with a recruiter, you learn that the recruiters are used to accessing both the HR -Resumes
and the HR - Applications to make decisions. In the past, all resumes and applications for a candidate were stored
in one physical folder in the HR – Hiring Documentation drawer. Of course, the only problem is that if one of the
recruiters has the folder, it is unavailable to the other recruiters. This has caused problems on more than one
occasion.

Resources
 Folders Module Reference Guide

ASSIGN THE FOLDER TO THE LIFE CYCLE (CORE BASED)

1. Right-click anywhere in the Repository panel and choose Refresh
2. Select the HR – Recruiter’s Process life cycle
3. In the General Tab on the Properties Panel, select the HR Recruiter Supporting Documents from the Work Folder
dropdown menu
4. Save your Repository and click Reset Server Cache

Test

1. Log back into the Client

2. Open Workflow and select any queue within the HR – Recruiter’s Process life cycle that has
documents. You may need to purge and re-run your DIP process to have documents available
in the life cycle
3. Select a document (except for Daniel Koby)
4. Verify that the HR - Employment Application Form for the applicant displays in the Work Folder
5. Save the repository and Reset the Server Cache

Copyright Hyland Software, Inc. | 55

UNITY LIFE CYCLE
Relationships in Unity Life Cycles have two parts that need to be configured

 Portfolio Relation – Defines the relationship between your primary and related document. This acts as the Query to
the Database for 1 or more documents.

 Portfolio Type – Where you assign Relationships. This acts as the User Interface.

Create the Portfolio Type

1. In OnBase Studio navigate to the Workflow tab and select Portfolio Types

2. Select the appropriate Repository

3. Click Add

4. Name your Portfolio Type HR Resume Processing Related Documents

5. Click Add

6. Select your HR – Employment Application Form by Social Security # relation that you’ve previously configured

7. Click OK and Close

Assign the Portfolio Type to the Life Cycle

1. Select the HR – Recruiter’s Process Life Cycle

2. On the right hand side, under Portfolio Type, Select HR Resume Processing Related Documents

Copyright Hyland Software, Inc. | 56

 LAB
FOLDER TEMPLATES
Folder templates provide a custom view of a folder. We can configure a folder template to display text when a
document is missing. Folder templates are also used to limit the documents displayed based on a keyword value.

Resources
 Folders Module Reference Guide

If we look at Dan Koby’s resume in the HR – Recruiter’s Process, we see that Dan has not submitted an
employment application. With just one document type assigned to the folder, what happens if we have many
document types assigned to the work folder?

Folder templates require that a Work Folder be assigned to the life cycle or queue. The folder template must be
assigned to the queue.

Configure the Folder Template

1. In OnBase Configuration navigate to Document | Folder Templates

2. Name the template Missing HR Supporting Documents and click Create
3. Click the Document Types button
4. From the list, select HR – Employment Application Form and click Add >>
In version 16 and later, the text for missing items is created by default and configured to
display the document type name in red. To customize this setting in version 16 and later,
select the document type and click the Text button to open a dialog that will allow this to be
changed.
5. Click Close

Assign the Folder Template to the Queue

1. In the HR – Recruiter’s life cycle, select the HR – Recruiter queue

2. Select the Advanced tab
3. Under Default Template, select Missing HR Supporting Documents
4. Save your Repository and click Reset Server Cache

Test

1. Log back into the client

2. Open Workflow and select the queue containing the resume for Dan Koby’s (either HR – Recruiter or HR IT
Manager)
3. Select the resume for Dan Koby
4. Verify that the document type name appears in red in the Work Folder

Copyright Hyland Software, Inc. | 57

 User Interface - 5.2
USER FORMS

User Forms are used in Workflow solutions for the sole purpose of data entry. They can be used to add or update
keywords on a primary document in Workflow. After the form is submitted and the keywords are changed, the form
ceases to exist. In the AP –Packing Slips life cycle, when a missing keyword was detected, the document was
transitioned to a data entry queue. In the data entry queue a form was automatically generated as part of an Ad
Hoc User Task so the keyword corrections or updates could be made. The Auto-Generate option is ideal for many
cases.

Once you have more than three keywords, a custom HTML Form is needed.

User Forms High Level Overview:

1. Create a new HTML file

o You will learn how to create a basic HTML form and map keywords

2. Save the file to Network Share

o Example: \\myfileserver\onbase\WF_Forms.html

3. Point Workflow to the User Form

o In OnBase Studio click the User Forms button in the Home Ribbon

4. Select the appropriate queue and select the action, Display HTML Form

Copyright Hyland Software, Inc. | 58

 User Interface – 5.3
INBOX FILTERS

Inbox filters are OnBase Custom Queries that can be leveraged in Workflow queues. An HTML form can be
developed and used as a custom interface for a Custom Query. As a Workflow solution grows, the Workflow Inbox
(queue document list) window can become rather cluttered. Inbox filters give end users the ability to sort or search
for specific documents. This is much faster than trying to scroll through a thousand documents in a small window.

Inbox Filters, like User Forms, are not kept in the database or disk groups.

Inbox Filter High Level Overview:

1. Create HTML File

2. Save file to Network Share
o Example: \\myfileserver\onbase\WF_Filters\
3. In OnBase Configuration create a Custom Query
4. Assign User Security
5. Settings Button
o Enable Workflow Filter option under Usage
o Enable Use HTML Form check box – input path to file share\form
6. Assign Display and Sorting Options
7. In OnBase Studio select a Queue
o Filter Tab
 Select Filter From List
 Optional – Set to display default form automatically

An alternative to controlling what users see in the Workflow Inbox is to use load balancing.
Unlike Inbox Filters where users have control, with load balancing the Workflow Administrator
controls how the documents are displayed for users.

Copyright Hyland Software, Inc. | 59

 User Interface – 5.4
QUEUE OPTIONS

With a Queue selected in Studio, take a look at some of the options that become available in the properties
window.

Queue Options Overview:

Business Problem Solution

Users cherry-pick certain documents – this causes Auto-Feed + Auto-Select Next Item
delays in processes and an imbalance in effort
Multiple Users open the same document at the same Exclusive Viewing
time leading to a duplication in effort
Documents with Security Keywords are displayed in Respect Security Keywords
Workflow – Should not be happening

Copyright Hyland Software, Inc. | 60

USER INTERFACE REVIEW
1. How can a user be effortlessly shown related documents in a Unity Lifecycle

a. Use Document Retrieval

b. Portfolio Type
c. Cross Reference
d. Submit a Support Ticket

2. Why use Inbox Filters?

a. Improve Client Performance

b. Make Documents Easier to Find
c. Enable Sorting Columns in the Workflow Inbox
d. All of the Above

3. What Queue Option can be used to hide the inbox list and only show one document at a time?

a. Auto-Feed
b. Auto-Select Next Document
c. Exclusive Viewing
d. Respect Security Keywords

Copyright Hyland Software, Inc. | 61

Copyright Hyland Software, Inc. | 62
Section 6
LAB: HR SOLUTION UPDATES
Over time business processes and requirements change. One of the
advantages of using an OnBase Workflow solution is that it supports HR Lab 2 – 6.1
rapid development and configuration changes. The HR department has Make updates to add validation
tested out your previously built solution and has some changes they logic, data entry interfaces, and build
would like to implement an audit/reporting life cycle.

Upon completing this section, you will be able to:

.
 Demonstrate how to lock and unlock a lifecycle
 Plan and execute configuration changes on a lifecycle
 Explain how a document can exist in multiple life cycles at the
same time

Copyright Hyland Software, Inc. | 63

 LAB
HR – RECRUITER’S PROCESS, MODIFICATIONS

This lab is an extension of the previous lab. As with any Workflow solution, you will find that over time a process
will change and you will have to revisit the existing solution or after user testing, you may need to make a few
adjustments to fit the user’s needs.

Before you can begin configuring in Workflow, create a diagram of the business process based on the scenario
below. Your diagram should consist of queues and transitions. As a group we will discuss the rules and actions
that are needed for each queue.
 Current Document: HR – Resumes
 Related Document: HR – Employment Application Form

Resources
 The following LAB FILES are needed:
C:\workflow\Resumes (DIP Process)
C:\workflow\Forms\Resume_data_entry.htm (HTML User Form for data entry)

The HR department has tested the HR Recruiter’s life cycle and has asked for several modifications. Below are the
modifications they requested based on their test results.

 Before resumes are routed to the recruiters, a check should be done to ensure all keywords are
present on each resume. If a resume is missing a keyword value the HR Staff should be able to review
the document and manually enter the keywords before routing the resume to the HR Recruiter.
 Sometimes an applicant applies for more than one position at the hospital. This is considered a
duplicate resume. They would like the HR Department to review the resume and determine if it is truly
a duplicate. If it is a duplicate, they would like the option to delete the resume. If it is not a duplicate,
the keywords should be updated and the resume should be sent to the recruiter. Use the Social
Security # to identify a duplicate resume.
 The HR VP would like to see 50% of all approved resumes.
 Rather than removing resumes which are denied, the documents should be held for 30 days before
being removed from the life cycle.
 The IT Manager and the HR Manager would like to view the corresponding HR – Employment
Application Form for each resume. Identify the related documents that are missing.

Copyright Hyland Software, Inc. | 64

ADDITIONAL PRACTICE

Configure and test security using the following information:

 Retrieve the Resume for Nicole Sherman. Right-click Resume and click History. What queues has her
Resume been through?
 Turn on the Workflow Trace and/or Trace to File buttons and run the Resumes back through the
process. Verify that each step was performed accurately for Nicole’s Resume.

Remember that if the Core U/I are being used, the trace information is viewed via the Diagnostics Console
application.

Test the solution in:

 Core-Based Workflow
 Web Client
 Unity Client

User Groups Users *

HR Department Steve, Holly, Bill
HR Regular Group (Recruiters) Steve
HR Manager Holly
IT Manager Devon
HR VP Bill

* Password for each user is the user name. For example, Steve’s password is steve.

Copyright Hyland Software, Inc. | 65

Topics to Consider

 It is recommended that data validation queues be used to verify the accuracy of the current document
before the business logic is performed. For instance, in the HR – Verification queue, we check for the
existence of the Keyword Values. Without the Social Security #, we cannot identify whether there is a
duplicate resume. Without the department keyword, we cannot perform the check within the HR
Recruiter queue to send it to the correct department manager. The HR – Fix Keys queue is used to add
the missing Keyword Values before evaluating the logic to determine if there is a duplicate resume.
 The naming convention you use is important! We recommend prefixing your queue with a two or three
character prefix that identifies the life cycle in which the queue resides. This is helpful when using
actions that list all queues regardless of what life cycle they are in. You may have a queue, Initial, in
every life cycle; therefore, when the queues are listed and no prefix is assigned, it is impossible to tell
in which life cycle the queue resides. Queue prefixes are also helpful when performing a WF (Workflow)
Search.
 Timers can be used to offload work from a processing workstation. For instance, Resumes are
processed using DIP. The workstation performing the import performs the System Work in the HR –
Initial queue as well as the System Work in the HR – Verification queue. When the document is routed
to any of the three queues from HR – Verification, the processing workstation stops performing
Workflow logic because a break point has been reached. In each of these three queues, logic is
performed using an Ad Hoc Task. If we use a timer, which is a break point, in HR – Initial, the
processing workstation only adds the Resume to the life cycle and continues with processing the DIP
file.

Copyright Hyland Software, Inc. | 66

LAB 2 SUMMARY
Creating a Workflow solution that replicates the user’s normal working environment by utilizing folders/portfolios
will increase user buy in and acceptance. Accessing troubleshooting tools and understanding how to automate
timers will support you in your role as a Workflow Administrator and will make your job easier.

Upon completing this section, you should be able to:

 Design and configure folders for a Workflow solution

 Automate timers
 Identify and select the appropriate troubleshooting tools to resolve errors

Copyright Hyland Software, Inc. | 67

SOLUTIONS FOR FOLDERS/PORTFOLIOS, TIMERS AND TROUBLESHOOTING

LAB – HR – RECRUITER’S PROCESS, MODIFICATIONS

Results
After the Supervisor decides that the applicant should be interviewed.

Queue Documents Applicant Name

HR Manager 4 Kevin, Nicole, Sally, Curt
IT Manager 3 Vince, Vincent, Dan

Copyright Hyland Software, Inc. | 68

Section 7
SECURITY
The easiest way to build security into a Workflow Solution is to build the Workflow Security - 7.1
initial solution only for the MANAGER user group first. For this reason, you Workflow access and capabilities are
were only required to provide the MANAGER user access to the first two influenced by user group assigned
labs. rights and privileges.

Once proven functional (logic troubleshooting complete), you should Security FAQs - 7.2
OnBase and Workflow security
apply user group security. Building in this manner separates
interact differently than other areas
troubleshooting and testing into smaller and more manageable chunks. of OnBase. As such, learning how to
influence that interaction is key to
Moving forward, you will begin to add security to the appropriate user effective Workflow design.
groups. This section will introduce you to the constraints of Workflow
security, how it differs from what you may be accustomed to, and how to
ensure that only the appropriate user groups have access.

Upon completing this section, you will be able to:

 Identify the minimum security settings needed to gain access

to Workflow
 Explain how user’s access to documents is determined in
Workflow

Copyright Hyland Software, Inc. | 69

 Security - 7.1
WORKFLOW SECURITY

ACTIVITY
DISCOVERY QUESTIONS
Within your group, using what you created in Lab – HR - Recruiter’s Process, Modifications, ask the following
questions:

Resources
 Review Lab – HR - Recruiter’s Process, Modifications within Section 6

1. Who should have access to Workflow?

2. What OnBase Client should you use?

3. What queues should each user group have access to?

4. What ad hoc tasks should each user group be able to perform?

5. Who will administer the Workflow solution?

Copyright Hyland Software, Inc. | 70

 Security - 7.2
SECURITY FAQS

Before we begin to assign security settings to the user groups in each lab, review the FAQs below. Documentation
on the majority of OnBase Security settings can be found in the System Administration Module Reference Guide:
User Groups & Rights.

How do I assign security?

You can assign security in two possible locations:

 Set security in OnBase Studio or Configuration with many of the right-click or property windows tabs
 Use Config | Users | User Groups and Rights (Workflow and Ad Hoc User Tasks buttons)

What is different about Workflow security that I should be aware of before I begin configuring?

Workflow follows a different security model for documents and keywords. If a user has access to any single document in
OnBase, then they will have access in Workflow to every document in that Workflow. Rather than have this catch you by
surprise, give user groups access to those document types outside of Workflow.

Does Workflow respect security keywords?

Security keywords are not respected by default. If you want security keyword rules to be followed, you will need to check
the Respect Security Keywords check box at the queue level settings (property window with queue selected in OnBase
Studio or Configuration).

There are many different check boxes to choose from. What is the bare minimum I need to assign to give a user access to
Workflow?

 User Name/Password/Group
 Doc Type Rights
 Privileges: Doc Retrieve/ View + Workflow Restricted
 Product Rights: Client
 Workflow: Lifecycle and Queues
 Ad Hoc Tasks

Recommendations:
Only Assign the minimum amount of logic a user group needs to access the solution rather than turning on everything. A
user can have access to Workflow with as little as five settings enabled. There are hundreds of check boxes in the security
configuration. Give a little bit of permission and try to log in as that user. It is easier to give not enough permission and fix
it later than it is to take away excessive permissions from users.
Document what settings you selected and why you used them. In the future as the solution grows, changes, and is
upgraded you will not remember why certain permissions were given.

Copyright Hyland Software, Inc. | 71

Activity: HR Department

1. Open OnBase Configuration

2. User>User Groups and Rights
3. Select HR Department
4. Click the Members Button
a. Add Holly, Bill, Steve
b. Close
5. Click the Document Types Button
a. Add all HR Document Types
b. Close
6. Click the Privileges button
a. Check Document Retrieve/View
b. Check Workflow Restricted
c. Save
7. Click the Product Rights Button
a. Check Client
b. Check Web Client
c. Save
8. Click the Workflow Button
a. Add the HR Lifecycle (all queues will be added)
b. Click the clear button (right side)
c. Select the HR Initial Queue and Remove
i. Repeat this step for any queues users should not see
d. Close
9. Click the Ad Hoc Tasks Button
a. Add All
b. Close
10. Reset the Cache
11. Log into a client as
a. User = HOLLY
b. Password = holly

Copyright Hyland Software, Inc. | 72

Security
The MANAGER User is the only User that has access to the HR - Recruiter life cycle. Now that you know the
Workflow process has passed functional testing, it is time to add additional user groups to the life cycle and
verify each group can access the appropriate queues and ad hoc tasks.

Resources
 System Administration Module Reference Guide

Configure and test security using the following information:

 Assign the following to each User Group:

o SYS System Bitmaps document type to all User Groups listed below
o Only the necessary Privileges for each User Group
o Only the necessary Product Rights for each User Group

 Test the solution in:

o Core-Based Workflow
o Web Client
o Unity Client

User Groups Users *

HR Department Steve, Holly, Bill
HR Regular Group (Recruiters) Steve
HR Manager Holly
IT Manager Devon

* Password for each user is the user name. For example, Steve’s password is steve.

Copyright Hyland Software, Inc. | 73

Copyright Hyland Software, Inc. | 74
Section 8
SOLUTION MIGRATION
The best practice for building workflow solutions is to first build in a Migration Strategy - 8.1
Development Environment, validate in a Test environment, and then The environments recommended for
move the completed solution into the Production Environment. solution design

Making upgrades and changes has an inherent risk to break the solution. Importing a Lifecycle - 8.2
Understanding the steps for an export and import will help make this OnBase Studio steps for adding a
lifecycle to a repository
process easier and less risky.

Upon completing this section, you will be able to:

 Plan for a migration

 Demonstrate the steps for importing a Life Cycle

Copyright Hyland Software, Inc. | 75

 Solution Migration – 8.1
STRATEGY

SYSTEM MIGRATION STRATEGY

The standard OnBase license allows an organization to build up to three systems. This is a combination of:
production, test, development, training, or disaster recovery.

For the Workflow Administrator, it is recommended that experimentation and new development occurs in a
development environment. User testing and training should be done in a testing/training environment. Finally, the
completed solution should be implemented in a production environment.

Workflow Import and Export allows Workflow Administrators and Engineers to easily move life cycles and related
components between these systems.

Copyright Hyland Software, Inc. | 76

 Solution Migration – 8.2
WORKFLOW IMPORT EXPORT
Life Cycle Import and Export occurs in OnBase Studio. When a life cycle is exported, the system also exports the
associated:

 Bitmaps  HTML forms  Roles

 Calendars  Icons  Templates
 Custom queries  Keyword Types  Users
 Document Types  Notifications  User forms
 Document Type Groups  Org charts  User Groups
 Folders  Print formats

Items that are not exported-

Scan Queues, DIP Processors, COLD Processors, TIP Processors

Exporting

Exporting allows a user to export an entire configured life cycle to another OnBase system. To Export a life cycle,
select one of the options below:

 OnBase Studio: Right-click the life cycle, select Export and enter or browse to the location where the
export file will be stored
 OnBase Studio: select the green Export icon and enter or browse to the location where the export file
will be stored

The Save Export File into OnBase allows Workflow export files to be instantly backed up into
OnBase upon export. If this option is selected, exported life cycles are saved to the external
location of the user's choice as well as in OnBase as a SYS - Configuration Reports Document
Type.

Copyright Hyland Software, Inc. | 77

 ACTIVITY
ONBASE STUDIO CONFIGURATION IMPORTS
Use the following table to add your own notes.

Resources
 OnBase Studio Module Reference Guide

OnBase Studio Notes

Copyright Hyland Software, Inc. | 78

 OnBase Studio Notes

If using Auto Resolve, double check your mapping results by

clicking on the Resolve button afterwards.

Copyright Hyland Software, Inc. | 79

OnBase Studio Notes

Copyright Hyland Software, Inc. | 80

Post Import Activities
The following items must be completed in order to finalize the import process:

 Assign a Disk Group to each newly imported Document Type

 Configure any cross-references that you want for the appropriate Document Types
 Assign appropriate icons to the newly imported Document Types
 Assign all appropriate permissions to the newly imported User Groups
 Create any new Users and assign Users to User Groups as appropriate
 Ensure that User Forms are directed to the proper directory path
 Ensure that system property and Keyword Type mappings are appropriate for any imported E-Forms, User
Forms and Inbox Filters
 Configure any life cycles that were brought over as placeholders through a relationship with the imported
life cycle
 Republish any Unity API Scripts after verifying resources and paths

Copyright Hyland Software, Inc. | 81

Copyright Hyland Software, Inc. | 82
Section 9
WORKFLOW NOTIFICATIONS
One of the key features Workflow enables is the ability to send Notification Strategy - 9.1
automated email notifications to both internal and external users. In this Writing Good Notifications
section the concepts of email types, recipients and formatting will be
explored. Notification Configuration - 9.2
OnBase Studio steps for building a
In addition, the Hyland Distribution Service, which is required to send notification
External Emails will be reviewed.
OnBase Distribution Service 9.3
Locate and Administer the Hyland
Upon completing this section, you will be able to: Distribution Service

 Differentiate between Types of Recipients

 Create a Workflow Notification
 Demonstrate the steps for sending a Workflow Notification
 Enable the Hyland Distribution Service

Copyright Hyland Software, Inc. | 83

 Notifications – 9.1
STRATEGY
One of the primary reasons that companies purchase the OnBase Workflow solution is for its notification
functionality. It is possible to send emails based on all the logic available to Workflow. As you define your project,
whenever you hear that someone has to be contacted as part of one of the steps in the business process you are
likely looking at a scenario that requires a notification.

Primarily there is one action that is used to send notifications:

 Send Notification

It is possible to send notifications to a variety of recipient types.

Type Example
Address (external) [email protected]
User BILL
(Email address must be input in Config | Users | User Names/Passwords | Settings)
User Group AP Users
(Internal OnBase Notifications only)
Load Balanced User BILL
Role Approvers
(Configured in Configuration | Users | Roles; Studio - Roles button Home Ribbon)
Keyword [email protected]
(Alphanumeric data type; external email address is stored in this keyword)

Notifications and Usability

Many organizations, while thrilled with the prospect of being able to send emails automatically to users, abuse this
power. Have you ever received an excessive number of messages from some automated system that proved more
annoying than productive? Most users, when flooded with messages, tend to become highly skilled at deleting
these messages without reading or using Outlook rules to automatically add such messages to the trash.

Do Don’t
Notify on Errors (require action) and key deadlines Send a notification with every document that enters a queue

Send a single notification for a queue that has documents Send notifications that do nothing for the user
awaiting work (example: “dear user, nothing has changed”)

Leverage DocPop, WorkflowPop, UnityPop, or the Outlook Send notifications that provide no information and path of
Integration to point users to documents action

Attach every document/batch to every notification

Copyright Hyland Software, Inc. | 84

 Notifications – 9.2
CONFIGURING NOTIFICATIONS
In order to utilize a notification in your workflow there are a few configuration steps to keep in mind.

1. Configure your message:

o OnBase Studio: New Notifications can be created from the Notifications tab
2. Give your message a Name (this is used to easily differentiate various configured Notifications), choose a
Notification Style (Plain Text or Formatted), and choose whether to assign the Notification to a Life Cycle
3. Create your Notification’s body
4. Configure the Subject line, Recipient(s), and other settings in the Properties Panel
5. Test your notification using the Generate Test button in the Notifications Tab
6. Publish your Notification by clicking the Publish button
7. Leverage the Send Notification Action in your Workflow Life Cycle.
STOP - If you are using internal notifications to User Names or User Groups you can stop at
this point! If you plan to configure external, continue with the next part.

In OnBase 16+ Systems, a Distribution Service Cache needs to be created. This solution allows better control of
Email memory usage in your environment, especially in cases where large documents are being sent as
attachments.

1. Open OnBase Configuration

2. Select Utils > Distribution Service Settings
3. Click the Configure Button
4. Type “Email Cache” and click Create
5. Set the address as C:\workflow
a. Note: this needs to be on the Distribution Server
6. Click Save
7. Click Close
8. Click Test Notification
9. Send a message to [email protected]
10. Click Generate

Copyright Hyland Software, Inc. | 85

 Notifications – 9.3
DISTRIBUTION SERVICE

There are some steps that must be taken prior to using External Notifications. These include:
1. Enable database setting for OnBase to use the Hyland Distribution Service: Configuration | Users | Global
Client Settings | Email (Tab)
2. Install the Hyland Distribution Service
3. Required IP address or Domain Name of the SMTP Server SMTP Server Port (default = 25) Default Email
Account WindowsNT account to run the service (start as a service role)
a. NOTE: Configuration File default location with settings = C:\program files(x86)\hyland\Services
4. Start the Hyland Distribution Service from the Windows Server Services console: Run | services.msc

Copyright Hyland Software, Inc. | 86

Section 10
LAB 3: AR CHECK PROCESSING
In this section we will build a new solution based on a different business Lab 3 - 10.1
area. Focus on reviewing the steps for configuring workflow. Remember Practice what has been learned and
to test/save early and often. explore new rules and actions.

Upon completing this section, you will be able to:

 Build an accounting solution

Copyright Hyland Software, Inc. | 87

 LAB
AR – CHECK PROCESSING
The following lab will build on what you have learned thus far and will increase in complexity. Read the scenario
below and create the graphic layout of the business process. Your diagram should consist of queues and
transitions.

Resources
 The following LAB FILES are needed:
C:\workflow\Invoices and Checks\ChecksDip.txt
C:\workflow\forms\AR_dataentry.htm

In this lab, you will practice the standard Workflow design template and Timers.
 Current Document: AR – Checks (DIP process)
 Related Document: AR – Invoices

 Checks are brought into the system via DIP. These checks should have related invoices already in the
system. The checks and invoices have Invoice # in common. If a check is for less than the related invoice,
a payment collection review occurs. If the check is greater than or equal to the invoice, the check should
be sent to the Accepted queue. Valor del cheque contra valor de la Factura

 These payment collections review items are passed along to the Review Group. However, checks for issues
that have a related invoice for more than $10,000 should be routed to a special department, called the
Large Client Group.

 The Review Group verifies if it is indeed requiring collections. If payment is due, it will be sent to a
collections queue. If it is not, they will pass it on to the Accepted queue. Users in the Review Group queue
should also be able to send the document to the Supervisor’s queue. There, the supervisors can determine
whether to create a payment exception, or pass it to the Accepted queue.

 The Large Client Group must be able to decide whether it is a payment exception, or to pass it to the
Accepted queue. Once in the Payment Exception queue, a notification should be sent to the user
MANAGER, with the attached document.

 Every check should have an Invoice # and an Amount keyword value. Any check this is missing keywords
should be placed in a Keyword Fix queue. There, an end user should be able to fix the errors and route the
check back to the Verification queue.

 Any check that is missing the related invoice should be sent to a Missing Invoice queue. There, a recheck
should be done every day for 10 days to see if the missing invoice exists. If it does exist, the check should
be sent back to the Verification queue. If the invoice still doesn’t exist after 10 days, the check should be
removed from the life cycle.

 If there is a check in the system with the same Invoice #, the check should be sent to a Duplicate queue.
There, a user should be able to delete it if it is a duplicate, or fix the keywords and send it back to the
Verification queue if it is not a duplicate.

 Once a check reaches the Accepted queue, it should be removed from the life cycle.
Copyright Hyland Software, Inc. | 88
ADDITIONAL PRACTICE
Configure and test security using the following information:

 Create a Work Folder to display related AR – Invoices. Assign this folder to the Review Group.
 Configure Folder Template to identify the missing related documents.

Test the solution in:

 Core-Based Workflow
 Web Client
 Unity Client

User Groups Users

AR Department Lyle, Judy, Reuben, Murphy, Lisa, Paul
AR Review Group Lyle, Judy, Reuben
AR Large Client Group Murphy, Lisa
AR Supervisor Paul

* Password for each user is the user name. For example, Steve’s password is steve.

Troubleshooting

If the documents aren’t being routed based on the expected results, enable the Workflow Trace and run the
checks back through the process. Consult the Document History as well for troubleshooting.

Finally, consider the Enable Debug Breakpoint option for the Rule/Action/Task List that is potentially the problem.

Copyright Hyland Software, Inc. | 89

SOLUTION FOR AR CHECK PROCESSING

LAB – AR – CHECK PROCESSING

Results

Queue Number of Documents Invoice #

Fix Keywords 1 10056
Duplicate Checks 2 10032, 10032
Missing Invoice 1 10014
Review 1 10021
Large Client 2 10019,10088

Review* 3 10014,10021,10056
Large Client* 3 10019,10032,10088
*These numbers reflect the queue counts AFTER the keyword on 10056 was fixed, the duplicate of 10032 was removed, and
the missing invoice for 10014 was imported

Results will vary based on the following:

 Add to Workflow During Processing - 1 Duplicate, 2 Large Client

 Add to Workflow On Commit – 2 Duplicate, 1 Large Client
 Timer in Initial Queue – 2 Duplicate, 1 Large Client

Copyright Hyland Software, Inc. | 90

Section 11
FORMS
E-Forms can be used to drive complex business processes when many Unity Forms – 11.1
document types are involved. Instead of adding every document to the Create and test Unity Forms in a
life cycle, a single, complex E-Form can contain a master list of all flash with the Unity Forms Designer.
keywords of all the related documents. This section will describe how to
map keywords, html basics and the differences between the forms you E-Forms – 11.2
Similar in setup and use, these
will be using this week.
forms have subtle differences
between them.
Upon completing this section, you will be able to:
Virtual E-Forms – 11.3
Store Keywords only.
 Map keywords to an E-Form
 Explain the difference between an E-Form and a Virtual E-
Form
 Design a Unity Form

Copyright Hyland Software, Inc. | 91

 ACTIVITY
MEMORY MAP
As your instructor presents the various types of forms, fill in the following grid to help differentiate between each
type.

Resources
 E-Forms Module Reference Guide
 Unity Forms Module Reference Guide
 System Administration Module Reference Guide

E-Form Unity Form

What is the purpose?

What is stored? Where?

What are the configuration steps?

Copyright Hyland Software, Inc. | 92

 Forms 11.1
UNITY FORMS

In OnBase 11, Unity Forms were introduced. Although they are not technically HTML
forms, they often take on the same role in Workflow as E-Forms. Unlike E-Forms, Unity
Forms are drag-and-drop configurable, requiring no HTML code. An OnBase
Administrator can create an interface in a matter of minutes with advanced functionality
such as hidden/secured sections, tabs, required fields, and other form validation. This
would take an experienced web developer hours to do the same thing with an E-Form.

Unity Forms are only available for the OnBase Unity Client and the OnBase Web Client.
They are configured though the Unity Client using the Forms Designer. Forms can be
tested and published from the designer interface. If an organization does not have a unity license, they can still
access the Form Designer with the Unity Forms license.

Unity Form High Level Overview:

1. Launch Unity Client (Form Designer)

2. Select Document Type to base Template
o Adds Keywords to the Template
3. Build and Test
4. Publish the Form
o Available for creation immediately in clients

Copyright Hyland Software, Inc. | 93

 Forms 11.2-3
E-FORMS AND VIRTUAL FORMS

An HTML E-Form is a document in OnBase, meaning it can be created, stored,

retrieved, added to/removed from Workflow, and have Workflow logic performed
against it. As far as physical appearance it looks exactly the same as the User
Form. However, because it is going to be stored in the OnBase system, a little bit of
extra configuration is required. The initial creation is exactly the same as a User
Form, requiring the HTM file to be programmed and saved.

The standard E-Form ends up being stored as a document in the OnBase Disk
Groups (along with any non-keyword fields such as comment boxes), while the
keywords are simultaneously stored in the OnBase database.

Virtual E-Forms only store the keyword values in the database. Any non-keyword fields will not be saved.

Which should be used? Answer the question “Do I need only keywords or do I need everything on this form?” and
the file format becomes immediately obvious.

E-Form High Level Overview:

1. Create a new .htm file

2. Import the .htm file as a SYS HTML forms document
o Name the file as a template; example “HR Employee Name Change V1 Template”
3. In OnBase Configuration create a new Document Type
o Default File Format = Electronic Form (or Virtual Electronic Form)
o Select the E-Form Button to assign SYS HTML Forms template imported in the previous step
4. In OnBase Studio use the Create New Form Action
o Use the Document Type configured in the previous step

Resources
 E-Forms Module Reference Guide

Copyright Hyland Software, Inc. | 94

The inclusion of special chunks of code within a <form> <input> tag allows OnBase to perform work with a form.
Here is a basic OnBase HTML form:

<HTML>
<head>
<title>Order Entry Form</title>
</head>
<body>
<form method="POST">
<h2>Order Entry Form</h2>
<h2>Invoice # <input type="text" name="OBKey_Invoice_#_1"></h2>
<h2>Amount <input type="text" name="OBKey__109_1"></h2>
<p><input type="submit" name="OBBtn_Yes" value="Submit"></p>
</form>
</body>
</HTML>

When this code is used within OnBase the three highlighted sections do the following:

 OBKey_Invoice_#_1
This input box allows the entry of an OnBase keyword value for a keyword named Invoice #. If this form is a
stored and retrieved OnBase Document, the keywords stored for this document in the database will be
displayed in this area.
 OBKey__109_1
This input box allows the entry of a keyword value for a keyword numbered with keyword ID 109 in the
database.
 OBBtn_Yes
A new document is created and keyword values on the form are saved to the database.

Copyright Hyland Software, Inc. | 95

Mapping Keywords
Every Keyword Value that is mapped must start with the code OBKey_

OBKey is followed by two underscore characters (__) when using a Keyword Number.

Mapping by Keyword Number

OBKey__110_1
This number is assigned to the Keyword Type when the
Keyword Type is created.

Mapping by Keyword Name

OBKey_Customer_Name_1

The number 1 after both the keyword number and name represents the number of times this particular keyword
will appear on the form. For example, the first use of the keyword Customer Name would be mapped as
OBKey__110_1, the second occurrence would be mapped as OBKey__110_2, etc.

Any codes used to map keywords, including the keyword name itself, are not case sensitive.

Copyright Hyland Software, Inc. | 96

Section 12
LAB 4 – PROJECT MANGAGEMENT CHANGES
Forms can be used to drive a decision making process. These are Lab 4 Form Solution – 12.1
especially common for request and approval business stories such as IT Create and test Unity Forms in a
Help Desk Work Orders or Project Change Management flash with the Unity Forms Designer.
Drive process.
Upon completing this section, you will be able to:
.
 Build a Lifecycle that Leverages Forms

Copyright Hyland Software, Inc. | 97

 LAB
PM – PROJECT CHANGE REQUESTS
With your successful OnBase Workflow Implementation, you are now getting multiple requests for changes and
new projects. Email and Phone conversations are making your job more difficult because it is too much
information to keep track of.

Build a solution that meets the following business requirements:

1. Create a Unity Form that includes the following fields:

A. Project Name
B. Project ID
C. Requestor
D. Date of Request
E. Date of Delivery
F. Process Owner
G. Description of Request
H. PM Supporting Documentation Attachment Control (mainly for screenshots)
2. Create a Life Cycle with the Following Queues
A. PM - Initial Review
B. PM – Approved Requests
C. PM – Rejected Requests
D. PM – Requests Placed on Hold
E. PM – Exit
3. Give users the ability to transition (Ad Hoc) requests
4. Configure a notification for Process Owners

Copyright Hyland Software, Inc. | 98

FORMS SUMMARY
Forms provide a powerful tool in the Workflow Designer’s toolbox. Forms can be used to create new documents
and drive business processes. They can be used to represent a complex collection of documents in a single,
viewable frame. They can also be used to customize the display of information to the user. Beyond that, user
forms allow for filtering of a Workflow queue and can capture information from the user to directly influence the
Workflow process.

With the introduction of Unity Forms, complex business logic can be easily added directly into the form, and forms
can be easier to maintain and upgrade. Knowledge of forms and their capabilities is vital to successful Workflow
implementations.

Upon completing this section, you should be able to:

 Identify the various forms available for use in Workflow

 Explain how keywords are mapped to form fields
 Differentiate between Electronic Forms and Virtual Electronic Forms
 Differentiate between Unity Forms and Electronic Forms
 Identify the correct form type to use for a given scenario

Copyright Hyland Software, Inc. | 99

Copyright Hyland Software, Inc. | 100
Section 13
LOAD BALANCING, WORKFLOW ADMINISTRATION AND
WORKFLOW PROJECTS
As you finish your week of training, there are some final topics to Load Balancing - 13.1
consider for the future as you design, build and work as an administrator Load balancing queues assign
on various Workflow projects. First, you can utilize a Workflow technology documents to specified users, user
called Load Balancing. Not to be confused with web server load groups or roles.
balancing, Workflow load balancing allows you, as an administrator, to
simplify queues and limit what documents users see and can work on. Workflow Administration - 13.2
Workflow logs report the activities in
Secondly, as an OnBase Certified Workflow Administrator (OCWA) there
Workflow and tracks changes made
are certain best practices you need to be aware of. to documents within Workflow.

Finally, as you return to your place of work, certain expectations will be Workflow Projects - 13.3
placed on you in the form of projects to improve business processes. Discovery can help to not only create
an effective Workflow solution, but it
Upon completing this section, you will be able to: can improve the underlying process.

Solution Design - 13.4

 Identify the different types of load balancing available Converting Discovery to
Configuration.
 Explain how to access Workflow logs and the benefits of
purging the logs periodically
 Discuss questions to ask during the discovery process
 Identify steps to building a lifecycle after discovery

Copyright Hyland Software, Inc. | 101

 Load Balancing, Workflow Administration and Workflow Projects - 13.1
LOAD BALANCING

ACTIVITY
TYPES OF LOAD BALANCING
Load balancing in OnBase Workflow is the process where access to documents in a queue can be limited and
assigned. Unlike Inbox Filters, where end users select their work, load balancing can be set up to automate the
assignment of work. There are several types of load balancing.

Resources
 Workflow Module Reference Guide

Term Definition

Rules Based

In Order

Shortest Queue

Allocated Percentage

Keyword Based

By Priority

Match Keyword to User

Name

Upon implementing load balancing, your queue counts will appear as zero documents; this
is because you are logged in as the administrator or manager and are not assigned any
documents. Right-click to see the queue Administration (load balancing).

Copyright Hyland Software, Inc. | 102

LOAD BALANCING CONFIGURATION

OnBase Studio
In OnBase Studio, there is a tab in the Properties pane dedicated to this purpose appropriately labeled “Load
Balance”. This section is configured by working from top to bottom.

Remember to assign a default recipient. This is used to catch documents that are exceptions.
Otherwise these documents will go <unassigned> and need to be manually assigned each
time. In Rules-based Load Balancing, documents that are not assigned by an Assign to User
action will be marked <unassigned> regardless of this setting.

Copyright Hyland Software, Inc. | 103

Activity – Configure Load Balancing

Make a copy of the life cycle

1. Make a copy of the HR – Recruiting Unity life cycle by right clicking the life cycle name and selecting Copy.
2. In the prompt window, click Next, click Next again, and click Copy the Life Cycles.
3. Set the New Name to “HR – Recruiting Load Balanced” and click Next.
4. Click Finish.

Configure the queue for load balancing

1. Expand the HR – Recruiting Load Balanced life cycle, right click the Denied Resume queue, select Delete
and click Yes.
2. Right click the HR Manager queue, select Rename, name the queue “Manager”.
3. Click the User Groups tab in the Properties panel, and add the HR Manager, IT Manager, and OSR -
Managers user groups.
4. Click the Load Balance tab, select “Keyword Based” from the Load Balance Type list.
5. Set the Assignment Type to “User Groups”, click Add, check the HR Manager, IT Manager, and OSR -
Managers groups, and click OK.
6. Click Configure, select “Department” from the keyword list, type “HR” in the value field, and click Add.
7. Repeat the previous steps, configure the following assignments and then click OK.

Value Member
AP HR Manager
IT IT Manager
OPERATIONS OSR - Managers
SUPPORT HR Manager

Cleanup and Test

1. In the HR – Recruiter queue, update the Approve Resume ad hoc user task by deleting the existing rule,
and add a new action to transition the HR-Resume to the Manager queue.
2. Save the repository, and reset the cache.
3. Purge and reload the Resume batch in the OnBase Client.
4. Relaunch the Unity Client and open Workflow. Approve all HR-Resumes in the Recruiter queue.
5. Click the Manager queue, and select Queue Administration. See the distribution of documents for the load
balanced members.

Copyright Hyland Software, Inc. | 104

 Load Balancing, Workflow Administration and Workflow Projects - 13.2
WORKFLOW ADMINISTRATION

Along with the previous section on Load Balancing Administration, there are other Workflow administration topics
to be aware of.

Purging Workflow Logs

First, every document has a history or audit trail. Over time this information can build up in the OnBase database
and deter performance. As an administrator you can purge these logs. By default OnBase only creates logs at the
queue level (entry, exit, and user). To access these logs, right-click the document in question and select History.

The Workflow Log Purge is accessed in the OnBase Client under Admin | Workflow Log. There are two types:

 Purge All Entries

Removes everything in the database. It is
recommended that a full backup be completed
before using this option.
 Restricted Purge
Allows you to select by Document Type, Group,
or Date Range.

Reports

More and more, business process owners want to access data and metrics. There are two main options for
reporting on Workflow. Out-of-the-box, you can access User Activity via the OnBase Client under the Admin |
Transaction Logs | Create Report menu.

These reports are limited to basics such as when Workflow was run. Ultimately, if you need advanced metrics then
the OnBase module, Report Services, will be required. Report Services features categories such as Daily Usage,
Average Time to Process Docs per LC, Queue Processing Time per User, and more.

Copyright Hyland Software, Inc. | 105

 Workflow Projects - 13.3
WORKFLOW PROJECTS

The most important part of a Workflow project (and any other project for that matter) is the initial phase. At Hyland
Software this part is referred to as Discovery. This part of the project is where the business process is defined, and
the project members are identified. Much of the planning, schedule, and scope are decided upon.

During this process it is imperative to ask and document the answers to many of the important questions such as
who, what, when, where, why, how, etc.

Samples:

 Who will do the work?

 What is the purpose of this?
 What are the expected results?
 What work must be done?
 What can go wrong (risks)?
 When does each activity start and end?

It is also important to define what will not be done, also known as out of scope. If the discovery phase is skipped,
then many of these variables will lead to a project that is constantly changing, growing (called scope creep), never
ending, and will ultimately fail.

Be careful about assumptions. If you hear statements of absolutes such as “X always happens” or “Y never
occurs” then you may be missing an important exception. While a business owner may describe the process,
nothing will replace the powerful direct input that users can provide through interview and work observation.

At Hyland Software, basic Workflow project teams consist of a Project Manager and a Workflow Solution Engineer.
Project managers keep track of nearly every facet of the project from budget to schedule. Workflow Engineers
work to develop solutions to business problems utilizing the technology available. Sometimes, due to budget
constraints, one will need to perform both full time roles. If project management is not available, consider
leveraging Hyland Software Project Services to assist you with your first project.

Copyright Hyland Software, Inc. | 106

 Workflow Projects - 13.4
DESIGNING A BASIC SOLUTION

ESSENTIAL STEPS TO BUILDING A SOLUTION

Although solutions will vary in their scope and complexity, solution creation follows the same basic steps.

 Draw the Process

After discovery, document and define the business process. Do not start designing in OnBase Studio or
OnBase Configuration.

Use a flowchart to map and document the process. Basic flowcharts consist of the following:
a. Square or rectangle represent an action or process
b. Diamonds represent a question or choice
c. Circles or ovals typically represent the start and end points

OnBase Studio features an interface that will correspond with your drawing.

 Create the Life Cycle

a. Give the life cycle a meaningful name. Often a prefix will help with identification. For example use
HR – Application instead of just “application”
b. Assign at least the MANAGER User Group to allow you to configure and test the process
c. Assign the Document Type or object, if configuring a Unity Life Cycle

 Create Queues and Transitions

Can you do everything in a single queue?

While it is possible to place all of the rules and actions within the same queue, it will make user security,
reporting, and auditing more difficult. On the other hand, the more queues a document has to pass
through, the bigger the administration hit. The key is to find balance between these two extremes.

 Build the Rules and Actions

How do you decide what logic (rules and actions) to use?

Remember rules ask a yes/no or true/false question, while actions do something. For example, “does a
keyword exist?” is a rule. The resultant true or false response will likely be an action, such as “transition
this object”.

Copyright Hyland Software, Inc. | 107

  Test
It is recommended that you test often and test early. The first type of test is a functional test. Create your
first queue and initial logic, and then see if you can get documents into that queue. If you cannot get
documents into the queue, it is easier to troubleshoot at this point than to only test at the end once
everything is built.

After your Workflow process passes functional testing, it is ready for end user testing. This is actually both
functional testing and user acceptance testing. Depending upon the quality of your initial discovery, you
may find a few or many exceptions not previously realized.

Ultimately your end users will be the final group to work with this solution. If it is broken or does not match
the business process it will quickly be discarded and the project will fail. User testing also presents a great
opportunity to train end users early and drive user acceptance because end users feel more involved in
the project.

To build a test plan, document the business process steps and try to run the Workflow according to those
steps.

ACTIVITY
WORKFLOW ITEM GENERATOR
During class we have had a few sample documents, created by your instructor, to assist us in testing what we
have built. As of OnBase 14 it is possible to automatically create a large volume of Documents, Unity Forms, and
WorkView Objects (15) using the tool labeled Item Generator.

Item Generator – Creates a set of documents or objects

Item Generator Set – Executes multiple generators in sequence (great for related doc processes)
Batch Administration – Allows admins to Purge batches created from Item Generators

1. Open Studio and Connect to the Workflow Repository

2. Click Item Generators (Home or Workflow Ribbon)

3. Click the ADD button

4. Follow the Wizard
Create 100-500 HR Resumes
Add the Resumes to the HR Recruiter Lifecycle

Copyright Hyland Software, Inc. | 108

 Migrate to Production
Once the solution is tested to satisfaction, the life cycle can be moved and implemented in a production
environment. Be careful to plan for down time, database backups, and in the worst case scenario a roll
back plan.

 Finalize Documentation and Plan an Upgrade Path

Good documentation goes a long way and can help a solution last, be easily modified, and allow others to
take ownership of management and maintenance. A new version of OnBase is released annually and is
available to customers that are current on their maintenance. Having good documentation about your
Workflow solutions will make the upgrade process dramatically easier.

ACTIVITY
CREATE DOCUMENTATION
Throughout the course, as we created new workflow configuration we have had access to a Documentation
Tab in the Properties window. In addition it was recommended that we add Help Text for end users. We
also created a graphic layout. As of OnBase 12, Studio has an option to create documentation.

1. Open Studio and Connect

2. Right Click on the HR Recruiter Process Life Cycle
3. Select Create Documentation from the context menu
4. Complete the Wizard – create Admin documentation

Copyright Hyland Software, Inc. | 109

LOAD BALANCING, WORKFLOW ADMINISTRATION AND WORKFLOW PROJECTS
SUMMARY
As Workflow expands, a rich understanding of advanced topics will provide insight and allow a Workflow
Administrator to make the correct choices and decide how to leverage Workflow. Load balancing assigns work to
users in support of sharing the work load and providing oversight. Workflow logging and reporting helps ensure an
efficient process and identifies areas of potential bottleneck. Effective discovery will help drive improvements of
an existing process and ensure new ones are met, to exceed stakeholders’ requirements. Through all of this,
Workflow Administrators can refine their skill set and provide organizations with the greatest return on their ECM
investments.

Upon completing this section, you should be able to:

 List the types of load balancing available

 Identify how load balancing functions
 Explain Workflow logging and reporting
 Describe the process for discovery and its impact on the solution

Copyright Hyland Software, Inc. | 110

SOLUTIONS FOR LOAD BALANCING, WORKFLOW ADMINISTRATION AND WORKFLOW
PROJECTS

ACTIVITY – TYPES OF LOAD BALANCING

Term Definition
This configuration allows you to configure Load Balancing Work within the load balanced
Rules Based
queue.
Will distribute items to users in a specified order until all of the items in the system have
In Order
been assigned.

Shortest Queue Initially assigns items to users one by one in an orderly fashion.
Allocated Percentage Assigns a specified percentage of the system’s items to each other.

Keyword Based This configuration distributes work depending on Keyword values.

Will distribute items to users based on the priority assigned to items. Priority values area
By Priority
assigned to specific user groups.

Match Keyword to User This configuration allows the system to route work to a specific person.
Name

Copyright Hyland Software, Inc. | 111

Copyright Hyland Software, Inc. | 112
Section 14
APPENDIX
OnBase Workflow is easy to grasp but has a substantial amount of Configuring the Application Server -
variety and complexity, especially as the solution grows beyond a few 14.1
users and a few hundred documents. With this complexity, there is a The OnBase Application Server is
need to understand many topics and concepts beyond those used to required for Workflow processing. In
complete the exercises in this class. While many of these are explored in order to gain access, the client must
be appropriately configured and the
the Workflow Design course, having a cursory understanding of some of
Application Server settings should
these topics will be useful when you return to your organization. match accordingly.

Upon completing this section, you will be able to: Multiple Life Cycles - 14.2
Documents may exist in multiple life
cycles. This fact provides for
 Configure an already installed OnBase Application Server advanced Workflow functionality and
allows the Workflow designer to
 List the uses of multiple life cycles in OnBase accomplish tasks that couldn’t easily
 Explain the value of a test system and where it originates be configured any other way.
from
Test System - 14.3
Test systems are vital to ensure new
process designs and upgrades are
functioning correctly.

Copyright Hyland Software, Inc. | 113

 Appendix - 14.1
CONFIGURING THE APPLICATION SERVER

Configuring the Application Server

In order to use Core-Based Workflow in the OnBase Client, an Application Server must be installed in the environment and
defined in Configuration.

Select the Application Server option in Configuration under the Utils menu
Enter the location of the virtual directory for the Application Server using the file name: service.asmx
(by default, the virtual directory is appserver)
Select the appropriate Datasource

Setting the Default User Interface

Globally define the Workflow user interface and select Workflow |Options in Configuration

Allow the users to select the user interface for Workflow processing in the Client
Select the Allow user to override check box

With this selected, the user can change their User Interface under User | Workstation Option | Workflow Display Options

Copyright Hyland Software, Inc. | 114

Life cycles can also be configured to process Workflow using a specific interface.

Select the life cycle in OnBase Studio

Select the appropriate interface from the Make Available In drop-down select list

When moving a life cycle to the Core-Based User Interface, it should be tested first. Certain
rules and actions may not function the same as in the Classic Client and Web Client
environments. Also, consider the use of custom scripting that might be used in the life cycle.
If a script is configured in an existing Classic Client Life Cycle, it must be rewritten using the
Core API.

Copyright Hyland Software, Inc. | 115

 Appendix - 14.2
MULTIPLE LIFE CYCLES

At times, it’s necessary to create a single Workflow process that uses more than one life cycle. For example, if rules or actions
need to be performed on related documents:

In this case, Life Cycle 1 handles the business process for one document type. Life Cycle 2 is set up to handle work to be
performed on another Document Type. The work performed in one life cycle can be set up to move the related document in
the other life cycle.

Another reason for setting up more than one life cycle would be if the documents entering a life cycle needed to be timed:

In this case, the documents are placed in the Initial Queue of Life Cycle 1 and the Initial Queue of Life Cycle 2. If a document
is in the 1 Day Timer Queue after one day, then whatever the alert process may be, will take effect. It could be as simple as
sending a notification or removing the document from the normal phases of Life Cycle 1 and place it into an emergency
queue. Remember that any document can be influenced regardless of the life cycle.

Copyright Hyland Software, Inc. | 116

 Appendix - 14.3
TEST SYSTEM
For any organization executing a Workflow process, a test system is mandatory before implementing it into a production
environment. Workflow changes and new processes must be validated and tested.

To create a test system, create a backup or copy of the production database. Then, restore the backup to a test system. To
create test documents, copy the selected volumes from the production disk groups, including system documents. Be sure to
adjust the platter paths for each volume under Disk Mgmt | Disk Groups | Volume Configuration.

System work and timers should be executed as well as all user work and tasks in order to determine if your Workflow is
functioning properly.

The Workflow Export option can then be used to export life cycles from the test environment to be imported into the
production environment.

An OnBase Software Evaluation License Agreement must be signed for the purposes of
building a test or development system.

Copyright Hyland Software, Inc. | 117