OnBase is a software application that electronically captures, stores and manages literally every document generated or received by your company – including paper, reports, application files, e-mails, and web content. Imagine this software handles everything you need to do with those documents – retrieve, revise, annotate, distribute, or post to a website. Imagine it integrates seamlessly with your ERP, CRM, and other e-business applications to create a single point of online access to all relevant information.
Now imagine the benefits of being able to share the full spectrum of information with whoever needs it. The savings that result from eliminating paper and microfilm. The efficiencies that are created by ensuring that your employees never spend another minute locating, copying, or faxing physical files. The innovation that arises from better informed professionals. And the deeper relationships that are forged with better-served customers and partners .
OnBase software combines the technologies of document imaging, COLD/ERM, document management, and workflow into a single, enterprise-class application. With the ability to manage any kind of document and to support an unsurpassed range of business applications, OnBase software is much more than document imaging.
OnBase is a premier offering in a rapidly growing category of software called integrated document management, or IDM. IDM systems manage virtually every kind of document images, host generated reports, application files, HTML forms, emails, video clips, etc. as well as every stage of the document lifecycle creation/input, storage, retrieval, revision and distribution.
Other IDM systems take a toolkit approach, providing a set of "building blocks" that include a common front end for interfacing with several separate software packages. OnBase, by contrast, is a single software application that utilizes a single SQL database, a single configuration utility, and a single customizable user interface for all processing and retrieval. This unparalleled level of integration enables OnBase to provide an exhaustive amount of out-of-the-box functionality to support the most sophisticated document management and workflow solutions.
OnBase is built upon a highly evolved web-enabled, client/server architecture that leverages the openness and scalability of databases like Oracle and Microsoft SQL Server to deliver high performance solutions for the department, division or enterprise. OnBase offers users the flexibility of accessing the system through several types of thin (browser-based) clients, a traditional thick client, Windows Explorer® or even other enterprise applications.
OnBase is also completely point-and-click configurable, enabling the rapid deployment of sophisticated solutions without the need for expensive, time-consuming programming. In designing solutions to meet their own unique requirements, customers select from among over 30 separately licensed OnBase modules that provide specialized input, management and output functionality. OnBase customers are thus encouraged to invest in the solution they need today and then incrementally, cost-effectively expand and enhance the system as their needs grow.
The OnBase Client is the single point of user interaction with the OnBase system. This point and click interface allows control of every stage of a document, from input, management, retrieval and distribution. The OnBase Client presents a simple and intuitive GUI environment for the user to work efficiently and effectively.
Fast, consistent, and secure access is provided to all documents stored in the OnBase system. Retrieving a document is nearly instantaneous through several search methods, including the Document Retrieval Dialog Box, Foldering, Custom Query, Text Search, and OnBase's award-winning Cross-Referencing. The Client is the central location where to import, organize, secure, retrieve, enhance and distribute all of your data.
OnBase is the only complete information management system engineered to treat image, COLD, application and workflow documents the same way, as information objects. This uniformity makes the entire system exceptionally easy to use and provides unique functional advantages like cross-referencing; the ability to double-click on any document and have all related information, regardless of data type, immediately at your fingertips. Like all OnBase configuration, these links are created with only a few mouse clicks, never requiring additional programming.
Powerful tools are provided to retrieve stored data quickly and easily. The OnBase Client offers several methods of searching, including Document Retrieval (Keyword Searching), Cross-Referencing, Custom Query, Text Search, Full-Text Indexing, Foldering, Note Search, VB Scripting, Document Handle and Document Name Searches. Customizable workstation options, user options, and window options allow the user to personalize their experience.
Document Properties provide a useful diagnostic tool. It is used primarily by system administrator who need specific details about how, when and where a file is stored in OnBase as well as the history of a document.
Document Enhancement is integral. Once a document has been retrieved, users can perform such tasks annotating, highlighting, creating notes or revising a document. If granted with such permissions, users may also as add or modify keywords, re-index, drag and drop, or delete a document.
OnBase users can sign COLD, image, Word or E-Form documents with an electronic signature. OnBase uses ApproveIt Software by Silanis Technology ( http://www.silanis.com). Once signed, ApproveIt will make sure the document cannot be tampered with, without becoming invalid. The user can check the validity of a document by double clicking on 'signature' on the document status line. If the document has not been tampered with, the signature dialog box will turn green. If the document has changed in any way, it the background will turn red with a warning message. This is especially useful in the banking industry where loans must be signed for approval. This ensures the right person has signed off on the document and no one has tampered with it.
Using any of the available print menu options, whether selected from a list, or placed in an envelope, prints text and image documents. Print jobs may contain single or multiple documents. Some documents may also be setup to be printed as comprehensive statements.
Because OnBase is a truly integrated system, all processing and administrative functions are also initiated from within the OnBase Client. Most processing is enabled through the purchase of specific OnBase Modules such as OnBase COLD for host input, OnBase Document Imaging for scanned documents, and OnBase EDM Services for application files. Some processing features are used in conjunction with several OnBase Modules, and are thus standard features of the OnBase Client.
| 835 Processor can be used to not only import all the EOB data and index it automatically, but it can also separate all EOBs into individual claims. |  Datasheet |
| 837 Processor can be used to not only import and index data automatically but it can also, separate all EOBs into an individual claim on a per patient basis. | Datasheet |
| COLD automatically identifies, compresses, indexes and stores reports and statements that are output from computer systems as printer, COM or text files. | Datasheet |
| Disconnected Scanning provides a remote, fully functional solution for unifying independently generated content. | Datasheet |
| Document Imaging scans, indexes and stores documents as digital images. Advanced features include distributed capture and indexing, image enhancement, bar code recognition, blank page separation and auto-enabled indexing. | Datasheet |
| Document Import Processor processes batches of third party generated documents and indexes into the OnBase system. Support for scheduling and polling allows for hands-off operation. | Datasheet |
| E-Forms enables users to complete and submit online HTML forms that are automatically captured, indexed, and stored as documents in the OnBase system. | |
| HL7 is an international healthcare messaging standard widely used to enable disparate healthcare applications to exchange key sets of clinical and administrative data. | Datasheet |
| Front Office Scanning provides a lightweight, yet agile solution for unifying content independently generated at distributed workstations into a centralized repository. | Datasheet |
| Input Filters are designed to process documents generated by various vendors including Hewlett Packard's Printer Control Language (PCL), IBM's AFP (Advanced Function Printing) and Xerox's DJDE (Dynamic Job Descriptor Entry). | Datasheet |
| Mobile Forms empowers remote work forces to reap the full benefits of an organization's networked, integrated document management and workflow capabilities. | Datasheet |
| OCR (Optical Character Recognition) recognizes and translates printed alphanumeric characters on a scanned document, converting the image into text to facilitate text searching and/or full-text indexing. | Datasheet |
| RightFax Connection provides a standard model for inbound faxes while embedding outbound fax functionality to desktop users. | Datasheet |
| Subscription Server automatically captures and stores e-mail messages and attachments directly from Microsoft Exchange. | Datasheet |
| Virtual Print Driver module enables users to import any document, report or other content that is printable from a Windows application into OnBase as a TIFF image. | Datasheet |
| XML Processor manages the import, indexing, display and manipulation of XML data-streams within the OnBase environment. | Datasheet |
| 132-Column Video Font allows users to view a complete 132-character wide report in 800 x 600 screen resolution without having to scroll right and left to find the information. | Datasheet |
| API Sets are used for creating applications that require real-time access to OnBase content and Workflow processes. | Datasheet |
| Application Enabler "image enables" third-party Windows applications, enabling users to double click on specified fields and retrieve related documents from within the OnBase system. | Datasheet |
| Document Retention provides a system with which to manage documents as they are created, maintained and ultimately destroyed. | Datasheet |
| EDM Services stores and manages application files such as word-processing documents, spreadsheets and presentations. Features include ad hoc document storage, revision control and check-in/check-out. | Datasheet |
| Electronic Signatures attaches password-protected electronic signatures to documents with a date/time stamp to prevent fraudulent signing and document tampering. | Datasheet |
| EMC Centera Integration provides a new storage method for the enterprise known as "Content Addressing". | Datasheet |
| ESRI ArcGIS Integration provides users the capability to link OnBase documents to locations on maps stored in ESRI ARCGIS applications. | Datasheet |
| Host Application Enabler "image enables" host sessions - including 5250, 3270, ANSI and VT22O - by running a terminal window inside the OnBase Client. | Datasheet |
| Lotus Notes Integration enables organizations to harness the strengths of a dedicated enterprise content management system while retaining the familiar user experience of Notes as the front-end client application. | Datasheet |
| Outlook Integration enables business users to store e-mails and attachments directly into OnBase without the necessity for a separate Client interface. | Datasheet |
| Verity Full Text Indexing creates indexes of document content enabling users to rapidly search through unstructured documents for specific words, word patterns or phrases using an extensive set of search criteria. | |
| Web Server provides access of electronic documents to anyone, anytime, anywhere via the World Wide Web. OnBase Web Server provides "thin-client" Internet/Intranet access to OnBase documents via standard web browsers like Microsoft Internet Explorer. | Datasheet |
| Workflow automatically routes documents and work in accordance with defined business processes. Features include graphical configuration, alternate routing logic, automatic criteria calculation, rendezvous, simultaneous notification, load balancing, reporting, ad hoc routing and VB exits. | Datasheet |
| WorkView enables organizations to view and track both information and interactions surrounding a specific business process. Core business processes are rarely carried out without human interaction. | Datasheet |
| CD/DVD Authoring interfaces with a supported CD or DVD writer to create backup copies of documents. OnBase Automated Authoring interfaces with a Rimage CD publishing system to automate the backup process. | Datasheet |
| Data Mining Interface allows business professionals to explore and unlock detailed business transactions by extracting data from COLD/ERM information stored within the OnBase system for use within desktop applications. | Datasheet |
| Document Distribution automatically delivers electronic documents to thousands of recipients via fax, e-mail, CD or web presentment. | Datasheet |
| Exception Reports recognizes relationships between a base document type and one or more secondary document types and generates reports on missing, matching or aged items. | Datasheet |
| Export copies OnBase documents and indexes onto transferable media, enabling the data to be imported into another OnBase system. | Datasheet |
| Image Statements creates compound statements by matching primary documents (e.g. invoices) to supporting documents (e.g. signed receipts) for rendering and printing. | Datasheet |
| Print Distribution schedules print back services for remote locations according to combinations of document keyword attributes. | |
| Publishing creates self-contained, distributable document repositories by copying documents, indexes, retrieval executables and a run-time database onto CD or DVD. | Datasheet |
Once captured and indexed, documents can be stored on any file server accessible by a driver letter, UNC path, or FTP. OnBase Platter Management is used to maintain a set of redundant copies of data and manages the migration of data into long-term storage devices. OnBase Platter Management can access most forms of data storage devices, including DVD, WORM, CD, RAID hard drive arrays, and Storage Area Networks.
To improve network efficiency, OnBase can automatically cache required batches of files to a remote site file server during off-peak WAN cycles. The cached files can then be retrieved locally, during peak WAN traffic periods, for much faster throughput. This provides a form of redundancy that permits local file access if files are inaccessible due to failure of a remote file server or network subnet.
OnBase security and licensing provide a flexible means of controlling access to documents stored in OnBase. The OnBase security model allows control over which OnBase product functions each user can utilize and access. Unique levels of security are achieved by creating a custom set of product rights and privileges for each OnBase User Group. An OnBase administrator can rapidly implement a custom security profile for each user or group of users within an enterprise. To further ease installation and administration of OnBase, existing NT or Novell domain user information can be used to create new users with user group memberships mapped from their NT/Novell groups.
The OnBase Web Server is an N-tier application that provides true Internet access to OnBase document repositories with backward compatibility with existing OnBase document, security, user group, database, and file storage configurations. The OnBase Web Server API exposes both Microsoft COM and Java programming interfaces to the OnBase core document management and workflow services.
Standard Internet Explorer web browsers function as secure OnBase thin clients in both Internet and intranet environments for most client operating systems. An OnBase Active X control provides more advanced OnBase user features over the Internet, including OnBase standard features such as annotations, cross-referencing, custom queries, and server-side full text searching. An HTML-only web client is also available that provides a basic level web client without the need to deploy ActiveX controls to each client desktop machine.
The OnBase Web Server requires an underlying Microsoft Internet Information Server 4.0/5.0 running on Microsoft Windows NT/2000. Multiple OnBase Web Servers can be deployed in parallel server web farms including inexpensive, web server appliances. All communications are performed using standard Internet network protocols that are compatible with SSL and VPN secure connections.
OnBase provides sophisticated mechanisms for the production capture, index, and storage of literally any type of document, whether originating on paper or in electronic format. For paper documents, faxes and forms. Customers choose from among several capture methods to optimize speed and accuracy and minimize user intervention. OnBase Document Imaging interfaces with Kofax and TWAIN compliant scanners to convert paper documents into a variety of standard image formats, while providing several options for distributed capture and indexing. OnBase can also store files generated by third-party imaging and forms processing applications through the use of the OnBase Document Import Processor (for high-volume, batch input) and OnBase Archival API (for real-time input). Any image imported into OnBase can be converted into a searchable text rendition with OnBase OCR and then indexed with OnBase Full-Text Indexing.
OnBase also handles the increasing volume of documents that are entering the organization in electronic format such as emails, PDFs, and HTML forms. OnBase Subscription Server automatically indexes and stores emails and corresponding attachments into the OnBase repository, based upon such characteristics as sender, recipient, subject, date, message ID and return path. OnBase E-Forms provides a standard means of initiating requests, notifications, and other routine processes by allowing users to complete and submit online HTML forms that become immediately available for retrieval and routing.
OnBase is equally adept at processing internally produced documents. OnBase COLD captures and preserves text-based records such as invoices, purchase orders, statements and reports by processing print streams generated by transactional mainframe or client/server applications. OnBase COLD offers optional multi-threaded processing for high performance, add-on modules for natively handling PCL and AFP data streams, and built-in support for data mining.
OnBase places paramount importance on the user experience, which it delivers by means of the OnBase Client. All user activity is performed quickly, consistently and securely by means of one thin or thick client interface. The OnBase Client offers several methods of retrieval including Document Type/Keyword Searching, Foldering, Text Searching, and Full-Text Searching. The Custom Query feature allows the creation of custom templates for specific, frequently conducted searches. OnBase¹s award-winning Cross-Referencing feature enables users to double-click on an open document and automatically retrieve any related documents regardless of data type. With the OnBase Application Enabler modules, users can even initiate a cross-reference by double-clicking on a field within a third-party Windows or legacy application.
OnBase allows customers to decide how to display the search results list and what descriptive information to include. Once a document has been retrieved and opened, the OnBase Client provides an array of options for viewing (e.g. forms overlay, thumbnails, zoom), annotating (e.g. revisions, mark-up, redaction, notes, Electronic Signatures), revising and distributing (e.g. e-mail, fax, print) the document.
Much more than a repository for archived documents, OnBase improves the way organizations perform critical business tasks. One way is by sharing internally generated content among knowledge workers. To this end, OnBase EDM Services provides document management and library services for application documents such as word processed documents and spreadsheets.
Another way OnBase improves an organization's operations is by codifying and accelerating processes in which work is accomplished. OnBase Workflow is an extremely powerful, versatile module that routes documents and work according to pre-defined rules or ad-hoc decisions. A completely integrated component of the OnBase system, OnBase Workflow leverages the configuration parameters (user privileges, document types, keywords, etc.) established for the rest of the document management system. As with all of OnBase, OnBase Workflow is entirely point-and-click configurable, giving non-programmers an unprecedented ability to design and deploy sophisticated workflow solutions.
Rather than holding documents hostage, OnBase offers an array of modules to address nearly every conceivable scenario of distributing stored documents, whether it be by print, fax, email, CD, or web posting.
Several of these modules are specifically designed to be used in combination to dramatically improve the way in which a commercial organization or financial institution distributes bills and statements. OnBase Image Statements creates "compound statements" by taking primary documents (e.g. invoices) and matching them to supporting or secondary documents (e.g. signed receipts) for rendering. Features include statement formatting options for both primary and secondary document output (including fonts, headings, auto naming conventions and range selection), the ability to present multiple secondary documents on a single page, (e.g., tags, checks, packing slips, and deposit slips), and the ability to switch documentation formats "on-the-fly" on a per-customer basis.
OnBase Document Distribution extends the capabilities of OnBase Image Statements by managing the process of electronic delivery. With OnBase Document Distribution, documents are delivered directly to the intended recipients, eliminating the need for paper, printing and postage costs. Based on a recipient's profile, OnBase can distribute the statement in TIFF, RTF or PDF format for e-mails and web postings. The module also provides the option of attaching a customized cover letter, e-mail message or promotional document to a statement.
OnBase also offers the ability to manage the retention and disposition of stored documents with OnBase Document Retention. This module manages the migration of individual documents out of the system according to rules residing in either the OnBase system or external applications.
Processes vary from industry to industry and business to business. Each company has its own unique requirements and procedures. Many industries are undergoing profound change. Financial services, government, healthcare, manufacturing, insurance, pharmaceuticals, transportation, utility and construction are just a few industry sectors where business success is now revolving around the ability to manage information.
Collaborative design, online information exchanges, electronic procurement and channel management are becoming strategic priorities, and information management is essential to enabling the new business models organizations require. With its proven ability to manage virtually any information object and document-centric work process, OnBase integrated document management is becoming an essential technology for organizations in any industry looking to exploit emerging business opportunities.
To assist Hyland Software in building revolutionizing information solutions, we have assembled a group of value added resellers (VAR), IT integrators and OEMs, each with extensive line-of-business expertise in one or more specific sectors. These Authorized OnBase Solution Providers, representing a significant portion of the business world, will design a tailored solution to meet your industry-specific business requirements. The typical implementation of the OnBase solution is typically completed in weeks as opposed to months to minimize the Total Cost of Ownership (TCO) and expedite your Return on Investment (ROI).
Construction | Finacial Services / Banking | Government
Higher Education | Health Care | Insurance | Legal | Manufacturing
Pharmaceutical / Blotech | Publishing | Transportation
Utility | Warehousing / Distribution